student registration file field definitions - … · ceds definitions parcc definitions and notes...

Student Registration File Field Definitions

Operational Test

Student Registration File

Performance Based Assessment (PBA) End-of-Year Assessment (EOY)

Version 1.0

Student Data File Field Definitions 1

Document Revisions

Revision Date Version Description

8/8/2014 1.0 Initial Version

Copyright 2014, Pearson

If assistance is needed, contact the PARCC Support Center at 888-493-9888 or [email protected].


Checklist prior to File Upload

1 Receive a PearsonAccess Next User Account.

2 Verify your organizations have been imported into PearsonAccess Next and participation set to yes

3 Verify all required fields are populated. Required field rows are highlighted green.

4 All expected values match the values found in this document. Bolded text in the Expected Values Column must be entered exactly as it appears.

5 Do not delete the header row.

6 File must be uploaded as a Comma Delimitated File (.csv file extension).

Helpful Hints: If you use Microsoft Excel, it is recommended that you save a source file as an Excel Spreadsheet to keep formatting (leading zeros). Prior to each upload attempt, save data file as an Excel spreadsheet. Then save again as a .csv file. If you encounter an error, make the updates in the source Excel spreadsheet and save, then save again as a .csv file. Repeat as necessary.


Submitting a Student Data Upload (SDU) file To submit an SDU file

1. Log into PearsonAccess Next.

2. Select the admin from the admin drop down menu on the top of the screen


3. Select Import / Export Data under Setup drop down menu.


4. Select Import / Export Data under Select Tasks drop down menu.

5. Select Start


6. Select Student Registration Import from the Type drop down menu.

7. Click Choose File to select the file to be uploaded.


8. Click Process to submit the selected file.


Checking the upload status of a submitted file

The View File Details screen will appear after selecting Process. This screen will show the processing status. Select the icon to refresh the screen.


After the file processes, the View File Details screen will show complete with the number of successful records processed.


If there are errors, they will be displayed at the bottom of the screen. There is an option to download a file with just the records that contained an error or a list of error messages.

Helpful Hint: A file may contain records that processed correctly and records that contained errors. The records that processed correctly were added to the system. Only records that contained errors need to be processed again.


Column Letter

Field Name Required Y/N

Max Field Length

CEDS Definitions PARCC Definitions and Notes Expected Values

A State Abbreviation Y 2 State’s 2 character abbreviation

AR = Arkansas CO = Colorado DC = District of Columbia IL = Illinois LA = Louisiana MA = Massachusetts MD = Maryland MS = Mississippi NJ = New Jersey NM = New Mexico OH = Ohio RI = Rhode Island

B Responsible District Identifier

Y *15 The district responsible for specific educational services and/or instruction of the student. Also known as the Reporting District

District or a Non-School/Private/Charter reporting directly to the State *Max field length varies by State

A-Z 0-9 Identifier Length: Arkansas = 7 Colorado = 4 DC = 4 Illinois = 15 Louisiana = 3 Maryland = 2 Massachusetts = 10 Mississippi = 4 New Jersey = 6 New Mexico = 3 Ohio = 6 Rhode Island = 2


Column Letter


Max Field Length


C School/Institution Identifier

Y *15 A unique number or alphanumeric code assigned to an institution by a school, school system, a state, or other agency or entity. Also known as the Reporting School

School/Institution reporting to a District *Max field length varies by State

A-Z 0-9 Identifier Length: Arkansas = 7 Colorado = 4 DC = 4 Illinois = 15 Louisiana = 3 Maryland = 4 Massachusetts = 10 Mississippi = 3 New Jersey = 3 New Mexico = 3 Ohio = 6 Rhode Island = 5

D Testing District N *15 The Testing District responsible for administering the test for a student whose results would be reported to the Responsible District *Max field length varies by State

A-Z 0-9

E Testing School N *15 The Testing School responsible for administering the test for a student whose results would be reported to the School/Institution *Max field length varies by State

A-Z 0-9

F State Student Identifier

Y 30 A unique number or alphanumeric code assigned to a student by a state or any other entity

State Student Identifier needs to be unique by state

A-Z 0-9 No embedded spaces

G Local Student Identifier

Y* 30 A unique number or alphanumeric code assigned to a student by a school system or any other entity

*Required for States that have a local student Identifier or both state student identifier and local student identifier as their unique student identifier

A-Z 0-9 No embedded spaces


Column Letter


Max Field Length


H PARCC Student ID N 36 Unique PARCC Student ID that will move intra state if a student moves district to district or school to school. Assigned within PearsonAccess.

I Last or Surname Y 35 The full legal last name borne in common by members of a family.

A-Z 0-9 . - ' Embedded Spaces

J First Name Y 35 The full legal first name given to a person at birth, baptism, or through legal change.

A-Z 0-9 . - ' Embedded Spaces

K Middle Name N 35 A full legal middle name given to a person at birth, baptism, or through legal change.

A-Z 0-9 . - ' Embedded Spaces Blank

L Birthdate Y 10 The year, month and day on which a person was born.

YYYY-MM-DD

M Sex Y 1 The concept describing the biological traits that distinguish the males and females of a species.

F = Female M = Male

N Optional State Data 1 N 20 States to use as filler field A-Z 0-9 . - ' Embedded Spaces


Column Letter


Max Field Length


Student Registration

O Grade Level When Assessed

Y 11 The grade or developmental level of a student when assessed.

IT = Infant/toddler PR = Preschool PK = Prekindergarten TK = Transitional Kindergarten KG = Kindergarten 01 = First grade 02 = Second grade 03 = Third grade 04 = Fourth grade 05 = Fifth grade 06 = Sixth grade 07 = Seventh grade 08 = Eighth grade 09 = Ninth grade 10 = Tenth grade 11 = Eleventh grade 12 = Twelfth grade 13 = Grade 13 PS = Postsecondary UG = Ungraded Other = Other OutOfSchool = Out of school

P Hispanic or Latino Ethnicity

N 1 An indication that the person traces his or her origin or descent to Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures, regardless of race.

Y = Yes N = No Blank

Q American Indian or Alaska Native

N 1 A person having origins in any of the original peoples of North and South America (including Central America), and who maintains cultural identification through tribal affiliation or community attachment.



Column Letter


Max Field Length


R Asian N 1 A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent. This area includes, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.


S Black or African American

N 1 A person having origins in any of the black racial groups of Africa.


T Native Hawaiian or Other Pacific Islander

N 1 A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.


U White N 1 A person having origins in any of the original peoples of Europe, Middle East, or North Africa.


V English Language Learner (ELL)

N 1 English Language Learner (ELL)


W Limited English Proficient (LEP)

N 1 An indication that a limited English proficient (LEP) student is served by an English language instruction educational program supported with Title III of ESEA funds.


X Gifted and Talented N 1 An indication that the student is participating in and served by a Gifted/Talented program.



Column Letter


Max Field Length


Y Migrant Status N 1 Persons who are, or whose parents or spouses are, migratory agricultural workers, including migratory dairy workers, or migratory fishers, and who, in the preceding 36 months, in order to obtain, or accompany such parents or spouses, in order to obtain, temporary or seasonal employment in agricultural or fishing work (A) have moved from one LEA to another; (B) in a state that comprises a single LEA, have moved from one administrative area to another within such LEA; or (C) reside in an LEA of more than 15,000 square miles, and migrate a distance of 20 miles or more to a temporary residence to engage in a fishing activity.


Z Economic Disadvantage Status

N 1 An indication that the student met the State criteria for classification as having an economic disadvantage.


AA Student With Disabilities

N 1 Y = Yes N = No Blank


Column Letter


Max Field Length


AB Primary Disability Type

N 3 The major or overriding disability condition that best describes a person's impairment.

This field is ONLY required if Column “AA” (Student With Disabilities) = “Y”.

AUT = Autism DB = Deaf-blindness DD = Developmental delay EMN = Emotional disturbance HI = Hearing impairment ID = Intellectual Disability MD = Multiple disabilities OI = Orthopedic impairment OHI = Other health impairment SLD = Specific learning disability SLI = Speech or language impairment TBI = Traumatic brain injury VI = Visual impairment Blank

AC Optional State Data 2 N 20 States to use as filler field A-Z 0-9 . - ' Embedded Spaces

AD Optional State Data 3 N 20 States to use as filler field A-Z 0-9 . - ' Embedded Spaces

AE Optional State Data 4 N 20 States to use as filler field A-Z 0-9 . - ' Embedded Spaces


Column Letter


Max Field Length


AF Optional State Data 5 N 20 States to use as filler field A-Z 0-9 . - ' Embedded Spaces

AG Optional State Data 6 N 20 States to use as filler field A-Z 0-9 . - ' Embedded Spaces

AH Optional State Data 7 N 20 States to use as filler field A-Z 0-9 . - ' Embedded Spaces

AI Optional State Data 8 N 20 States to use as filler field A-Z 0-9 . - ' Embedded Spaces

Test Registration

AJ Assessment Session Location

Y 45 The description of the place where an assessment is administered.

Online = Session Name Paper Test = room number or classroom name where paper tests are administered

A-Z 0-9

AK Assessment Session Proctor Identifier

N 30 The unique identifier of the person overseeing the assessment session in the setting.

Test Administrator

A-Z 0-9


Column Letter


Max Field Length


AL Classroom Identifier N 38 A unique number or alphanumeric code assigned by an institution, school, school system, state, or other agency or entity for a particular class-section. .

Used for reporting and student roster reports

A-Z a-z - ‘ . ) ( & / \ + 0-9 embedded spaces

AM Staff Member Identifier

N 30 A unique number or alphanumeric code assigned to a staff member by a school, school system, a state, registry, or other agency or entity.

Student's assigned teacher A-Z a-z - ‘ . ) ( & / \ + 0-9 embedded spaces

AN Test Code Y 5 ELA09 = Grade 09 ELA ELA10 = Grade 10 ELA ELA11 = Grade 11 ELA ALG01 = Algebra I ALG02 = Algebra II GEO01 = Geometry

AO Test Format Y 1 Only Paper Test are available for Fall Block

P = Paper


Column Letter


Max Field Length


AP Retest Y 1 Indicates if the student is retaking the test.

The data in this field will be ignored in Year 1

Y = Yes N = No

PARCC Assessment Need

AQ Assessment Accommodation: English language learner (ELL)

N 1 English language learner accommodations needed for a given assessment. Proctor/School Provided Accommodation

Y = Yes Blank

AR Assessment Accommodation: 504

N 1 504 accommodations needed for a given assessment. Proctor/School Provided Accommodation

Y = Yes Blank

AS Assessment Accommodation: Individualized Educational Plan (IEP)

N 1 English language learner Individualized Educational Plan accommodations needed for a given assessment. Proctor/School Provided Accommodation

Y = Yes Blank

AT Assessment Accommodation: Alternate Representation - Paper Test

N 1 Student requires paper and pencil test format as an approved accommodation.

Indicator a paper test needs to be provided for a student registered for an online test. (Paper-and-Pencil Edition) Leave Blank for Fall Block

Y = Yes Blank

AU Assessment Accommodation: Language

N 3 Language a test needs to be translated to. Math subject tests only

SPA = Spanish Blank

AV Assessment Accommodation: Extra Time

N 1 Extended Time is specified as part of an Assessment Personal Needs Profile.

Extended Time Proctor/School Provided Accommodation

Y = Yes Blank


Column Letter


Max Field Length


AW Assessment Accommodation: Dictated Oral Response

N 1 Scribed by a Proctor. Transcription by assistive technology device. Proctor/School Provided Accommodation

Braille Note-Taker Assistive Technology - external device Text-to-Speech Proctor/School Provided Accommodation

Y = Yes Blank

AX Assessment Accommodation: Calculator

N 1 The student is allowed to use a calculator as an accommodation, including for items in test sections designated as non-calculator sections.

Proctor/School Provided Accommodation

Y = Yes Blank

AY Assessment Accommodation: Test Administrator Read Question Aloud

N 11 The text is read aloud to the student by the test administrator. (Human Reader)

Speech-to-Text Human Scribe Transcription/Signing Proctor/School Provided Accommodation

Reader Interpreter Blank

AZ Assessment Accommodation: Dictionary in Native Language

N 1 Accommodation allowing the student to bring a hand held word to word dictionary to the testing environment.


Y = Yes Blank

BA Assessment Accommodation: Word Prediction

N 1 The student uses word prediction software that provides a bank of frequently- or recently-used words onscreen as a result of the student entering the first few letters of a word.


Y = Yes Blank

BB Assessment Accommodation: Answer Masking

N 1 External masking cards (e.g. blank paper, straight edge) Proctor/School Provided Accommodation

Y = Yes Blank


Column Letter


Max Field Length


BC Assessment Accommodation: Color Contrast

N 1 Colored overlays for background color. Font color cannot be changed. Proctor/School Provided Accommodation

Y = Yes Blank

BD Assessment Accommodation: Large Print

N 1 Pearson to provide Large Print Booklet for student to read. Answer Doc will be regular print so a Proctor can grid

Y = Yes Blank

BE Assessment Accommodation: Braille Grade Type

N 1 Defines as part of an Assessment Personal Needs Profile the grade of Braille to use when using a Braille display.

Y = Yes Blank

BF Assessment Accommodation: Tactile Graphics

N 1 For students who are blind or visually impaired and use Braille, tactile graphics and/or refreshable Braille.

Y = Yes Blank

BG End of record Y 1 Must be “Y”. If blank or invalid, set organization code to End of record

Y

student registration file field definitions - … · ceds definitions parcc definitions and notes...

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