Automated Data Exchange Documentation
Student October File Layout
News and Updates
File Layout
Preliminary Edit Specifications
Field Level Edit Specifications
Student Data Elements and Definitions
Student October Valid Attendance/Funding Status/Grade Level Code Combinations
Student October Valid Grade/Age Combinations
Student October File Layout: All Fields
File Name: so####.nna
Field Name
No.
of
Bytes
Begin
Pos.
End
Pos.
Field
Type
Examples
Purpose
Background Information
District Number
LASID
4
10
1
5
4
14
numeric 0880
Will help
districts
identify records
in error.
numeric 1234567890
Will help
districts
identify records
in error.
Student State
ID(SASID)
10
15
24
numeric 1234512345
Will help
districts
identify records
in error.
Ethnicity: Hispanic
or Latino
2
25
26
numeric 00,04
Statistical
reporting
Race: American
Indian or Alaska
Native
2
27
28
numeric 00,01
Statistical
reporting
Race: Asian
2
29
30
numeric 00,02
Statistical
reporting
Race: Black or
African American
2
31
32
numeric 00,03
Statistical
reporting
Race: White
2
33
34
numeric 00,05
Statistical
reporting
Race: Native
Hawaiian or other
Pacific Islander
2
35
36
numeric 00,06
Statistical
reporting
Federal
Race/Ethnicity
Reporting Category
2
37
38
numeric 01,02,03,04,05,06,07
Statistical
reporting
Language
Background
3
39
41
alpha
eng, spa
Statistical
reporting
Section 504
Handicapped
1
42
42
code
0,1
Statistical
reporting
Gender
2
43
44
code
01,02
Statistical
reporting
Birth Date
8
45
52
date
09091989
Audit process
code
002,004,006,007,
010,020,030,040,
050,060,070,080,
090,100,110,120
Public School
Finance
Funding,
statistical
reporting
Grade Level
3
53
55
Attendance/Residence Information
Pupils Attendance
Information
District/State Code
of Parents
Residence for Nonresident Students
County Code of
Residence for Joint
School Districts
2
4
2
56
58
62
57
61
63
code
code
code
01, 02, 03, 04, 05,
08, 24, 26, 27, 28,
29, 30, 31, 33
Public School
Finance
Funding,
statistical
reporting
0880
Public School
Finance
Funding,
statistical
reporting
01-64
County Public
School
Funding
School/District/Facility Codes
School Code
Eligible
Facility/Detention
Code
4
4
64
68
67
71
code
code
7952
Public School
Finance
Funding,
statistical
reporting
6176
Public School
Finance
Funding,
statistical
reporting
Public School Finance Act Funding Status
Public School
Finance Funding
Status
2
72
73
code
80, 81, 82, 83,
84, 85, 86, 87,
88, 89, 90, 91, 92,
93, 94, 95, 96
Public School
Finance
Funding
Free Lunch:
Public School
Finance
Funding,
Free/Reduced
Lunch Eligible
2
74
75
code
01,02,03
Reduced
Lunch: Public
Law 104-193,
statistical
reporting
Special Program and Student Support
Service Participation
Title 1
1
76
76
code
0, 1
Statistical
reporting
Migrant
1
77
77
code
0, 1
Statistical
reporting
Immigrant
1
78
78
code
0, 1
Statistical
reporting
Special Education
(IEP)
1
79
79
code
0, 1
Statistical
reporting
Transition
1
80
80
code
0, 1, 2, 3
Statistical
reporting
Homeless
1
81
81
code
0, 3, 4
Primary Nighttime
Residence
2
82
83
code
00, 01, 02, 03, 04
Gifted/Talented
1
84
84
code
0, 1, 2, 3, 4
Statistical
reporting
Independent Study
1
85
85
code
0, 1
Statistical
reporting
Contractual
Agreement with
Third Party
Educators/Programs
1
86
86
code
0, 1
Statistical
reporting
Expelled
1
87
87
code
0, 1
Statistical
reporting
Attends District
Funded GED
Program
1
88
88
code
0,1
Statistical
reporting
Refugee
1
89
89
code
0, 1, 2
Statistical
reporting
Post Secondary
Program
1
90
90
code
0,1,2,3, 7
Statistical
reporting
Instructional
Program Service
Type (For Future
Use)
1
91
91
code
0
Statistical
reporting
Instructional
Program Service
Type (For Future
Use)
92
92
No.
of
Bytes
Begin
Pos.
End
Pos.
Last Name
30
93
122
alpha
SMITH
Pre-Coded
Labels
First Name
30
123
152
alpha
JOE
Pre-Coded
Labels
Middle Name
30
153
182
alpha
KIRK
Pre-Coded
Labels
Continuous in
District
1
183
183
code
0, 1
Pre-Coded
Labels
Continuous in
School
1
184
184
code
0, 1
Pre-Coded
Labels
Language
Proficiency
1
185
185
code
0, 1, 2, 3, 4, 5
Pre-Coded
Labels
Bilingual
1
186
186
code
0, 1, 2, 3, 4, 5
Pre-Coded
Labels
ESL
1
187
187
code
0, 1, 2, 3, 4, 5
Pre-Coded
Labels
Colorado
Continuously
1
188
188
code
0,1
Pre-Coded
Labels
Date Most Recently
Enrolled in US
8
189
196
code
09101989
Pre-Coded
Labels
October New to
School
1
197
197
code
0
Pre-Coded
Labels
Primary Disability
2
198
199
code
00, 01, 03, 04, 05,
Pre-Coded
06, 07, 08, 09, 10,
Labels
11, 12, 13, 14, 15, 16
Field Name
code
Statistical
reporting
1
0
Field
Type
Examples
Purpose
CSAP Alternate
Assessment
Participant
1
200
200
code
0, 1
Pre-Coded
Labels
Student October Preliminary Edit Checks
(The following criteria must be met before further validation of the file will occur)
File Names

Data File Name - SO####.nnA



SO
- Indicates Student October
####
- Is your District/BOCES code




.nn
- Is the file revision number (01, 02, 03,
04.... 99)


A
- Is the file format



Note: The data file revision number will be increased by one for each submission.
Record Sizes-- All records submitted should be fixed-width ASCII.

The record size for the Data File (SO####.nnA) must be 200 bytes.
Student October Field Level Edit Specifications -- All fields are required unless
otherwise noted.
District Number

Required.

Must be the 4-digit code representing the school district or BOCES submitting the
data. See Appendix A
LASID

Optional unique record identifier provided by the submitting district.
Student State ID (SASID)

Must be a valid SASID given first name, last name, birth date, and gender.
Ethnicity: Hispanic or Latino



Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
Must be a valid two digit code as defined in the Student Data Elements and Definitions
Document. (Use current categories.)
Zero-fill if not required.
Race: American Indian or Alaska Native



Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
Must be a valid two digit code as defined in the Student Data Elements and Definitions
Document. (Use current categories.)
Zero-fill if not required.
Race: Asian



Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
Must be a valid two digit code as defined in the Student Data Elements and Definitions
Document. (Use current categories.)
Zero-fill if not required.
Race: Black or African American



Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
Must be a valid two digit code as defined in the Student Data Elements and Definitions
Document. (Use current categories.)
Zero-fill if not required.
Race: White



Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
Must be a valid two digit code as defined in the Student Data Elements and Definitions
Document. (Use current categories.)
Zero-fill if not required.
Race: Native Hawaiian or other Pacific Islander



Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
Must be a valid two digit code as defined in the Student Data Elements and Definitions
Document. (Use current categories.)
Zero-fill if not required.
Federal Race/Ethnicity Reporting Category



Required, if Attendance/Residence Code is NOT "26" and Funding Code is not "88".
Must be a valid two digit code as defined in the Student Data Elements and Definitions
Document. (Use current categories.)
Zero-fill if not required.
Language Background



Required, if Attendance/Residence Code is NOT "26".
Must be a valid three character code as defined in the Student Data Elements and
Definitions document.
Zero-fill if not required.
Section 504 Handicapped



Required, if Attendance/Residence Code is NOT "26".
Must be a valid one digit code as defined in the Student Data Elements and Definitions
document.
Zero-fill if not required.
Gender

Required, if Attendance/Residence Code is NOT "26".


Must be a two digit field as defined in the Student Data Elements and Definitions
document.
Zero-fill if not required.
Birth Date






Required, if Attendance/Residence Code is NOT "26".
Must be a valid date in the MMDDYYYY format.
Age must be greater than or equal to 2 and less than or equal to 20 as of the official
count date only if Special Education (IEP) NOT equal 1.
If the Public School Finance Funding Status field is equal to "84" (Preschool), the
student must reach three years of age by December 31st of the collection year and be
less than or equal to 5 years of age.
If Special Education equals 1, the student must be twenty-one or less by December
31st of the collection year.
Zero-fill if not required.
Grade Level





Required.
Must be a valid three digit code as defined in the Student Data and Element Definitions
document.
Grade code 002 and 130 are invalid for the October count.
If Grade Level is 004, See Student October Valid Code Combinations for Public
School Finance Act Funding Status Code valid combinations.
There is a reasonability check based on student's age.
Pupil Attendance Information




Required.
Must be a valid two digit code as defined in the Student Data Elements and Definitions
document.
Must be valid in combination with the Public School Finance Act Funding Status
Code. See Student October Valid Code Combinations
Pupil Attendance Information code 03 must be grade level 004 or expelled must equal
1.
District/State Code of Parents Residence for Non-resident Students







Required, if Pupils Attendance Information code is equal to "04", "05".
Must be zero-filled if Pupils Attendance Information code is equal to "01", "02", "03",
"06" or "08".
If a State code is reported, must be left justified.
Cannot be a State code of "CO".
Cannot be a District code that matches that of the reporting district.
Must be zero-filled or a valid code if Pupils Attendance Information code is "21" thru
"29".
NOT required if Pupils Attendance Information code is "26".
County Code of Residence for Joint School Districts


A valid joint county code (see Appendix A.4) is required for districts whose
boundaries cross county lines. See Appendix A.2
Must be zero-filled for districts whose boundaries do not cross county lines.
School Code





Must be a valid school code if Attendance/Residence code is 01, 02, 06, 07, or 08. See
Appendix A.1, School Building Codes Table
Must be a valid school code or zero-filled if Attendance/Residence code is 04, 05 or
21. See Appendix A.1, School Building Codes Table
Must be zero-filled if Attendance/Residence code is 03, 22, 23, 24 or 26.
Must be zero-filled if Attendance/Residence code is 27 (only until Non-Public School
table is ready).
Must be a valid state code if Attendance/Residence code is 28 or 29. See State codes.
Eligible Facility/Detention Code



Required, if Attendance/Residence is "22" (Error). See Appendix A.5, Facility Codes
Table
Required, if Attendance/Residence is "24" (Error). See Appendix A.7, Detention
Codes Table
Zero-fill if not required.
Public School Finance Funding Status



Must be a valid code as defined in the Student Data Elements and Definitions
document.
Must be valid in combination with the Pupil Attendance Information and grade level.
See Student October Valid Code Combinations
If funding >= '90' then on-line must be a '1'.
Free Reduced Lunch Eligible





Required, if Public School Finance Funding Status is 80 - 85, or 90-95.
Optional if Public School Finance Funding Status is 80-85, or 90-95.
Not required if Attendance/Residence Code is "26".
Must be a valid code as defined in the Student Data Elements and Definitions
document.
Zero-fill if not required.
Special Program and Student Support Service Participation-Title 1

Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
Migrant

Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
Immigrant

Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
Special Education (IEP)


Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
If Special Education = '1' then Primary Disability must NOT be '00'.
Transition




Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
Must be 18 or older as of October 1.
If Transition between 1 and 3 then Special Education must be 1.
If Transition between 1 and 3 then grade must be 120.
Homeless


Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
If Homeless = '1' '3' or '4' then Free and Reduced Lunch must be '01'.
Primary Nighttime Residence



Must be a valid code as defined in the Student Data Elements and Definitions
document.
Cannot be '00' if homeless is '3' or '4'.
Must be '00' if homeless is '0'
Gifted/Talented

Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
Independent Study


Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
If Independent Study = '1' then grade must be > = '090' (Warning).
Contractual Agreement with Third Party Educators/Programs

Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
Expelled

Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
Attends District Funded GED Program

Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to indicate no choice or to fill.
Refugee

Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to fill.
Post Secondary Program

Must be a valid code as defined in the Student Data Elements and Definitions
document, or "0" to fill.
Instructional Program Service Type (For Future Use)

Future usage. (Zero-fill until used.)
Instructional Program Service Type (For Future Use)

Future usage. (Zero-fill until used.)
Last Name
Required.
o Must be a valid alpha field.
o
First Name
Required.
o Must be a valid alpha field.
o
Middle Name
o Required.
o Must be a valid alpha field.
Continuous in District
o Required.
o Must be a valid code as defined in the Student Data Elements and Definitions
document. Note: The most common value for this variable is '1'.
Continuous in School
o Required.
o Must be a valid code as defined in the Student Data Elements and Definitions
document. Note: The most common value for this variable is '1'.
o If Continuous in School code is '1' then Continuous in District must be '1' (Error).
Language Proficiency
o Required.
o Must be a valid code as defined in the Student Data Elements and Definitions
document.
o If code '1', '2', '3', ‘4’ or ‘5’ then Language Background must NOT be English (ENG)
(Error).
o If code = '0' then Language Background must be English (ENG) (Error).
Bilingual
o Required.
o Must be a valid code as defined in the Student Data Elements and Definitions
document or Zero-fill.
o If code is greater than or equal to '1' then ESL must be '0' (Error).
ESL
o Required.
o Must be a valid code as defined in the Student Data Elements and Definitions
document.
o If code is greater than or equal to '1' then Language Background must NOT be English
(ENG) (Error).
o If code is greater than or equal to '1' then Bilingual must be '0' (Error).
o
If code <> '0' then Language Proficiency must NOT be '0' (Error).
Colorado Continuously
o Required.
o Must be a valid code as defined in the Student Data Elements and Definitions
document. Note: The most common value for this variable is '1'.
Date Most Recently Enrolled in US
o Required.
o Must be a valid date in the MMDDYYYY format.
o If Colorado Continuously code = '1', then date in US cannot be after 3/10/08 for grades
3-10 or 4/23/08 for 11th grade (Error).
October New to School
o Required.
o Must be zero-filled.
Primary Disability
o Required.
o Must be a valid code as defined in the Student Data Elements and Definitions, or "00"
to indicate no choice or to fill.
o If Special Education (IEP) = 1 then this field cannot be '00' (Error).
o If code = 11 or 12 then grade must NOT be higher than '010' (Error).
o If Primary Disability <> '00' then Special Education must NOT be '0'.
CSAP Alternate Assessment Participant
o Required.
o Must be a valid code as defined in the Student Data Elements and Definitions.
o If CSAP Alternate = '1' then Special Education (IEP) must be '1'.
o If CSAP Alternate = '1' then Grade must be between '030' and '110'.
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Automated Data Exchange Documentation - Student October File Layout
Last Modified: March 27, 2012
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