2018-19 DLM NYSED Enrollment File Layout for NYSAA

 

Enrollment Field Definitions

Field

Format; Length

Required

Definition

Special Notes

Accountability_District_ Identifier

Alphanumeric; 30

No

The BEDSCODE of the DISTRICT that has Committee on Special Education (CSE) responsibility for the student.  Must include any leading zeros. 

Use the District BEDSCODE as listed in NY’s organizational Table. If the BEDSCODE has leading zeroes, check that they are retained after each save.

Accountability_School_Identifier

 

Alphanumeric; 30

No

The BEDSCODE of the school that has Committee on Special Education (CSE) responsibility for the student.  Must include any leading zeros.  This field will be the same as Attendance_School_Program_Identifier.

Use the school BEDSCODE as listed in NY’s organizational Table. If the BEDSCODE has leading zeroes, check that they are retained after each save.

Attendance_District_Identifier

Alphanumeric; 30

Yes

The BEDSCODE of the district where the student attends school. This identifies the parent organization for a school (such as the school district).  For BOCES/Charters/Nonpublics, this identifier will begin with “D”.

Use the District BEDSCODE provided in NY’s organizational table. If the BEDSCODE has leading zeroes, check that they are retained after each save. The number must match one in your organization, or the file upload will fail.

Student_Legal_ Last_Name

Alphanumeric; 60

Yes

The student’s last name

 

Student_Legal_ First_Name

Alphanumeric; 60

Yes

The student’s first name

 

Student_Legal_
Middle_Name

Alphanumeric; 60

No

The student’s middle name

 

Generation_Code

Alphanumeric; 10

No

The part of the student’s name used to denote the generation in his/her family, e.g., Jr., Sr., III, etc.

 

Gender

Numeric; 1
0 = Female
1 = Male

Yes

The student’s gender

 

Date_of_Birth

MM/DD/YYYY; 10

Yes

The date (month, day, and year) on which the student was born

 

Current_Grade_
Level

Numeric; 2
3-12. Do not use leading zeroes in single number grades, e.g., 3

 

Yes

The grade level or primary instructional level at which a student enters and receives services in a school or an educational institution during a given academic session. For example, 3=3rd grade. All high school students are entered as grade 9 for the NYSAA.

This field helps determine which assessment the student is assigned and is based on age in New York.

Reference the Age-Range Chart at http://www.p12.nysed.gov/assessment/nysaa/2018-19/birthdatechart-19.pdf

Please note:  all high school students need to have a value of 9 in this field, regardless of the high school grade they are in.

Local_Student_ Identifier

Alphanumeric; 10

No

The unique code assigned to the student by the school or local education agency

If the local ID has leading zeroes, check that they are retained after each save.

State_Student_ Identifier

Numeric; 10

Yes

The student’s NYSSIS ID number

This is assigned by NYSED. Please visit https://cbtsupport.nysed.gov/hc/en-us/articles/209607283  for information on how to obtain a NYSSIS ID.

Current_School_
Year

YYYY; 4

Yes

The ending year of the current school year (e.g., for the 2018–2019 school year, enter 2019)

Use 2019 for all NYSAA students.

Attendance_School_ Program_Identifier

Alphanumeric; 30

Yes

The BEDSCODE of the school where the student is attending.  Must include any leading zeros. This has been assigned by DLM to the school building as listed in NY’s organizational table.  . This is the building that will see the student information, including the student username and password.

Use the School Number provided in the state organizational table.

If the BEDSCODE has leading zeroes, check that they are retained after each save. The number must exactly match the School Number in the state organization file or the file upload will fail.

School_Entry_Date

MM/DD/YYYY; 10

Yes

The date on which the student enrolls and begins to receive instructional services in a school. If the student should leave and then re-enroll, this date should reflect the most recent enrollment date.

 

District_Entry_Date

MM/DD/YYYY; 10

No

The date (month, day, and year) on which the student enrolls and begins to receive instructional services in a school district.

 

State_Entry_Date

MM/DD/YYYY; 10

No

The date on which the student enrolls and begins to receive instructional services in the state. If the student should leave the state and then re-enroll in school, this date should reflect the most recent enrollment date.

Use 07/01/2018

Comprehensive_ Race

Numeric; 1

 

Yes

General racial category (or categories) that most clearly reflects the individual’s recognition of his or her racial background

Details about potential values are provided in a separate table below. Report Alaska Native students under Native American. Please note:  3 is not an accepted value

Primary_Disability_ Code

Alpha; 2

Yes

Indicates whether or not the student has an active Individual Education Program (IEP) under the Individuals with Disabilities Education Act (IDEA—Part B)

Details about potential values are provided in a separate table below.

Gifted_Student

Alpha; 5
TRUE
FALSE

No

Indicates whether or not the student has an active Individual Education Plan (IEP) for giftedness

Leave blank for NYSAA students

Hispanic_Ethnicity

Alphanumeric; 3

Yes

The code that reflects the individual’s recognition of his or her Hispanic ethnicity background. (Yes, No)

 

First_Language

Alphanumeric; 2

No

The code for the primary language or dialect (not ethnicity) of the student

Details about potential values are provided in a separate table below.

ESOL_Participation_Code

Numeric; 1

Yes

The type of ELL (ESOL)/Bilingual Program in which the student participates. Please use this for students participating in English as a Second Language, Bilingual and Two-Way Bilingual Education Programs.

Details about potential values are provided in a separate table below.

Assessment_
Program_1

Alphanumeric; 30

Yes

The code to enable Dynamic Learning Maps and the First Contact Survey for the student

Use DLM for all NYSAA students.

Assessment_
Program_2

Alphanumeric; 30

No

Allows the student to be assigned to an additional assessment program.

MUST Leave blank

Assessment_
Program_3

Alphanumeric; 30

No

Allows the student to be assigned to an additional assessment program.

MUST Leave blank

 

 Comprehensive Race

Entry

Definition

1

White

2

African American

4

Asian

5

American Indian (Include Alaska Native)

6

Alaska Native (Do not report students with this race – include in American Indian)

7

Two or More Races

8

Native Hawaiian or Pacific Islander


First Language

Entry

Definition

 

Entry

Definition

Blank

English

 

24

Hindi

1

Chinese (Mandarin or Cantonese)

 

25

Urdu

2

Dinka (Sudanese)

 

26

Swahili

3

French

 

27

Nepali

4

High German

 

28

American Sign Language (ASL)

5

Hmong

 

29

Serb

6

Khmer (Cambodian)

 

30

Croatian

7

Korean

 

31

Turkish

8

Lao

 

32

Karen languages (e.g., Burma, Myanmar)

10

Filipino or Tagalog (Philippines)

 

33

Haitian/Haitian Creole

11

Russian

 

34

Gujarati

13

Spanish

 

35

Punjabi

14

Vietnamese

 

36

Pashto

15

Arabic

 

37

Dari

16

Other

 

38

Quiche

17

Somali

 

39

Mam

18

Thai

 

40

Ilokano

19

Portuguese

 

41

Visaya

20

Farsi (Iranian)

 

42

Low German

21

Chuukese (e.g., Marshall Island, Micronesian)

 

43

Other Signed Language

22

Bosnian

 

44

English—with other language background

23

Burmese

 

45

Native American Languages

Primary Disability Code

Entry

Definition

 

Entry

Definition

AM

Autism

 

ND

No disability

DB

Deaf/blindness

 

OH

Other health impairment

DD

Developmentally delayed
(ages 3-9 only)

 

OI

Orthopedic impairment

ED

Emotional disturbance

 

SL

Speech or language impairment

HI

Hearing impairment or deafness

 

TB

Traumatic brain injury

ID

Intellectual disability

 

VI

Visual impairment

LD

Specific learning disability

 

WD

Documented disability

MD

Multiple disabilities

 

 


ESOL or English Language Learner (ELL)
Participation Code

Entry

Definition

0

Not an ELL eligible student and not an ELL monitored student

1

Title III Funded

2

State ELL/Bilingual Funded

3

Both Title III and State ELL/Bilingual Funded

4

Monitored ELL student (former LEP)

5

ELL program eligible, based on an English language proficiency test, but not currently receiving ELL program services. Example: Parents/guardians who have waived their child out of ELL services, but the district is still obligated to provide ELL support.

6

Receives ELL services and not funded with Title III and/or State ELL Funding. Please use this for students participating in English as a New Language, Bilingual and Two-Way Bilingual Education Programs.