GEORGIA DEPARTMENT OF EDUCATION (GADOE) Office of Technology Services - Technology Management FY2012StudentRecordDataCollection DataFileLayout-SystemLevel 2012 STUDENT RECORD SYSTEM FILE LAYOUT Document Revision Updates REVISION DATE 09/26/2011 4/16/2012 DATA ELEMENTS AFFECTED N/A Filler COMMENTS FY2012 updates Incorrect ending position for (A01) – Social Work, Psychological Services, and Title III – correct now. Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 2 of 13 All Rights Reserved. 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A01) – Social Work, Psychological Services, and Title III Data should be confirmed with the appropriate district level administrator responsible for each program or service. System Level Record Layout (A01) - Social Work, Psychological Services, and Title III Element ID SYS001 Layout ID A001 SYS002 SYS003 A002 A003 SYS004 A004 SYS005 A005 SYS005 A006 SYS005 A007 Field Type A yyyy PERIOD SYSTEM CODE A A RECORD TYPE A Element FISCAL YEAR SOCIAL WORK SERVICES - Conferences With Students SOCIAL WORK SERVICES - Conferences With Parents Or Families SOCIAL WORK SERVICES - Conferences With Others 4 Starting Position 1 Ending Position 4 x xxx 1 3 5 6 5 8 Reporting period of record. School System Code. xxx 3 9 11 Identifies record layout. Format Length N nnnnnn 6 12 17 N nnnnnn 6 18 23 N nnnnnn 6 24 29 Description Fiscal year of record. Total number of single contacts in person, by phone, or mail with students by social workers this school year. Total number of single contacts in person, by phone, or mail with parent or family by social workers this school year. Total number of single contacts in person, by phone, or mail with others by social workers this school year. Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 3 of 13 All Rights Reserved. Edits yyyy is the current FISCAL YEAR. ‘2012’ is the value for this current FISCAL YEAR. Always equal to ‘1’. Must be an active SYSTEM CODE in the Facilities Database in the range 601799. Equals ‘A01’ for System Level Record Layout - 1. No system level data have been transmitted. The sum of all SOCIAL WORK SERVICES should not equal zero; check data. The sum of all SOCIAL WORK SERVICES should not equal zero; check data. The sum of all SOCIAL WORK SERVICES should not equal zero; check data. Edit # E010 E021 E040 E810 E001 W550 W550 W550 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A01) - Social Work, Psychological Services, and Title III Element ID SYS005 SYS005 Layout ID A008 A009 Element SOCIAL WORK SERVICES - Community Agency Consultations/Referrals SOCIAL WORK SERVICES - Economic Aid Sessions Field Type N N Format Length nnnnnn 6 nnnnnn 6 Starting Position 30 36 Ending Position 35 41 SYS005 A010 SOCIAL WORK SERVICES – Home / Agency Visits N nnnnnn 6 42 47 SYS005 A011 SOCIAL WORK SERVICES - Mediation Sessions N nnnnnn 6 48 53 SYS006 A012 SOCIAL WORK CASES Abuse Services N nnnnnn 6 54 59 SYS006 A013 SOCIAL WORK CASES Academic Services N nnnnnn 6 60 65 SYS006 A014 SOCIAL WORK CASES Attendance Services Including Dropouts N nnnnnn 6 66 71 Description Edits Edit # Total number of consultations by social workers this school year with teachers, administrators, or community agencies to diagnose student difficulties; referrals to community agencies by social workers this school year. Total number of sessions by social workers this school year which result in providing direct services such as clothing, glasses, etc. Total number of trips made by social workers this school year to homes or agencies to impart or gather information. Total number of sessions held by social workers this school year involving advocacy or arbitration with the school or community on behalf of students. Total number of cases of physical, sexual, or emotional abuse handled by social workers this school year. Total number of cases of improving underachievement, inattention, poor classroom work, or poor homework handled by social workers this school year. Total number of cases with a pattern of unexcused absences or truancy, and cases involving students who have already dropped out of school handled by social workers this school year. The sum of all SOCIAL WORK SERVICES should not equal W550 Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 4 of 13 All Rights Reserved. zero; check data. The sum of all SOCIAL WORK SERVICES should not equal W550 zero; check data. The sum of all SOCIAL WORK SERVICES should not equal zero; check data. The sum of all SOCIAL WORK SERVICES should not equal zero; check data. The sum of all SOCIAL WORK CASES data items is zero; check data. The sum of all SOCIAL WORK CASES data items is zero; check data. The sum of all SOCIAL WORK CASES data items is zero; check data. W550 W550 W551 W551 W551 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A01) - Social Work, Psychological Services, and Title III Element ID SYS006 Layout ID A015 Element SOCIAL WORK CASES Discipline Services Field Type N Format Length nnnnnn 6 Starting Position 72 Ending Position 77 SYS006 A016 SOCIAL WORK CASES Family/Health/Personal/ Social Services N nnnnnn 6 78 83 SYS006 A017 SOCIAL WORK CASES Special Education N nnnnnn 6 84 89 SYS007 A018 SOCIAL WORK REFERRALS - DFCS N nnnnnn 6 90 95 SYS007 A019 N nnnnnn 6 96 101 SYS007 A020 N nnnnnn 6 102 107 SYS007 A021 SOCIAL WORK REFERRALS - Juvenile Court SOCIAL WORK REFERRALS - Mental Health SOCIAL WORK REFERRALS - Public Health N nnnnnn 6 108 113 Description Edits Edit # Total number of cases of counseling teachers for classroom management problems or students for in-school behavior problems handled by social workers this school year. Total number of cases of counseling parents and students for discipline problems, communication problems, and other problems such as parent drug abuse, divorce, mental illness, vision, immunizations, hearing, medications, hygiene, illness, etc. handled by social workers this school year. Total number of all cases of counseling special education students regarding to the student’s disabilities handled by social workers this school year. Total number of referrals to the Department of Family and Child Services made by social workers this school year. Total number of referrals to Juvenile Court made by social workers this school year. Total number of referrals to public mental health agencies made by social workers this school year Total number of referrals to public health agencies other than mental health made by social workers this school year. The sum of all SOCIAL WORK CASES data items is zero; W551 Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 5 of 13 All Rights Reserved. check data. The sum of all SOCIAL WORK CASES data items is zero; check data. W551 The sum of all SOCIAL WORK CASES data items is zero; W551 check data. The sum of all SOCIAL WORK REFERRALS data items is zero; check data. The sum of all SOCIAL WORK REFERRALS data items is zero; check data. The sum of all SOCIAL WORK REFERRALS data items is zero; check data. The sum of all SOCIAL WORK REFERRALS data items is zero; check data. W552 W552 W552 W552 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A01) - Social Work, Psychological Services, and Title III Element ID SYS007 Layout ID A022 SYS008 A023 SYS008 SYS008 SYS008 SYS008 A024 A025 A026 A027 Element SOCIAL WORK REFERRALS - Other PSYCHOLOGICAL SERVICES EVALUATION Code - Comprehensive Evaluations By SystemEmployed School Psychologists PSYCHOLOGICAL SERVICES EVALUATION Code - Comprehensive Evaluations By NonSystem-Employed Psychologists PSYCHOLOGICAL SERVICES EVALUATION Code - Less Than Comprehensive Evaluations By All Psychologists PSYCHOLOGICAL SERVICES EVALUATION Code - Initial Referrals Not Seen PSYCHOLOGICAL SERVICES EVALUATION Code - Re-Evaluations Not Completed Field Type N Format Length nnnnnn N nnnnnn N N N N nnnnnn nnnnnn nnnnnn nnnnnn 6 Starting Position 114 Ending Position 119 6 120 125 6 6 6 6 126 132 138 144 131 137 143 149 Description Edits Edit # Total number of other referrals made by social workers this school year. The sum of all SOCIAL WORK REFERRALS data items is W552 Total number of full initial evaluations and re-evaluations conducted during the school year by school psychologists who are school system employees. zero; check data. The sum of all zero; check data. Total number of full initial evaluations and re-evaluations conducted during the school year on a per-case basis. For example, contract testing, RESA employees, interns, etc. by psychologists who are NOT school system employees. Total number of individual student evaluations, observations, or case consultations not considered a full evaluation, by ALL psychologists who provided services during the year. The sum of all Total number of students referred for INITIAL full psychological evaluation who were not evaluated by the end of the school year. Total number of students due for psychoeducational re-evaluation who were not re-evaluated by the end of the school year. The sum of all Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 6 of 13 All Rights Reserved. W553 PSYCHOLOGICAL SERVICE EVALUATION data items is W553 PSYCHOLOGICAL SERVICE EVALUATION data items is zero; check data. The sum of all W553 PSYCHOLOGICAL SERVICE EVALUATION data items is zero; check data. W553 PSYCHOLOGICAL SERVICE EVALUATION data items is zero; check data. The sum of all PSYCHOLOGICAL SERVICE EVALUATION data items is zero; check data. W553 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A01) - Social Work, Psychological Services, and Title III Element ID SYS008 SYS008 SYS009 SYS009 SYS009 Layout ID A028 A029 A030 A031 A032 Element PSYCHOLOGICAL SERVICES EVALUATION Code - Students To Be Evaluated By SystemEmployed School Psychologists This Summer PSYCHOLOGICAL SERVICES EVALUATION Code - Students To Be Evaluated By Other Psychologists This Summer PSYCHOLOGICAL SERVICES CONSULTATION Code Consultations With Parents Only PSYCHOLOGICAL SERVICES CONSULTATION Code Consultations With Student Support Teams PSYCHOLOGICAL SERVICES CONSULTATION Code Student Consultations Field Type N N N N N Format Length nnnnnn 6 nnnnnn nnnnnn nnnnnn nnnnnn 6 6 6 6 Starting Position 150 156 162 168 174 Ending Position 155 161 167 173 179 Description Edits Estimated number of students who will receive psycho-educational evaluations this summer by school psychologists who are system employees. The sum of all Estimated number of students for whom the system will provide psychoeducational evaluations this summer by psychologists who are NOT system employees. The sum of all Total number of consultations with parents of students only by all psychologists providing consultations for the school system this school year. The sum of all Total number of consultations with student support teams or groups of teachers / administrators by all psychologists providing consultations for the school system this school year. Total number of consultations with students by all psychologists providing consultations for the school system this school year. The sum of all Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 7 of 13 All Rights Reserved. Edit # W553 PSYCHOLOGICAL SERVICE EVALUATION data items is zero; check data. W553 PSYCHOLOGICAL SERVICE EVALUATION data items is zero; check data. W554 PSYCHOLOGICAL SERVICE CONSULTATION data items is zero; check data. W554 PSYCHOLOGICAL SERVICE CONSULTATION data items is zero; check data. The sum of all PSYCHOLOGICAL SERVICE CONSULTATION data items is zero; check data. W554 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A01) - Social Work, Psychological Services, and Title III Element ID SYS009 SYS009 Layout ID A033 A034 SYS010 A035 SYS010 A036 SYS011 A037 Element PSYCHOLOGICAL SERVICES CONSULTATION Code Other School Consultations PSYCHOLOGICAL SERVICES CONSULTATION Code All Other Consultations Or Services Provided PRIVATE ELL STUDENTS Field Type N N Format Length nnnnnn 6 nnnnnn 6 Starting Position 180 186 Ending Position 185 191 Description Edits Total number of other school consultations by all psychologists providing consultations for the school system this school year. The sum of all Total number of all other consultations or other services by all psychologists providing consultations for the school system this school year. The sum of all Invalid value for the number of PRIVATE ELL STUDENTS. Must be numeric value in range of 0 to 9999, or blank. Invalid value for the number of PRIVATE IMMIGRANT STUDENTS. Must be numeric value in range of 0 to 9999, or blank. No edits. N nnnn 4 192 195 Enter the number of ELL students attending private school. PRIVATE IMMIGRANT STUDENTS N nnnn 4 196 199 Enter the number of IMMIGRANT students attending private school. Filler 1 A 17 200 216 Filler Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 8 of 13 All Rights Reserved. Edit # W554 PSYCHOLOGICAL SERVICE CONSULTATION data items is zero; check data. W554 PSYCHOLOGICAL SERVICE CONSULTATION data items is zero; check data. E2150 E2151 N/A 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A02) – Title I Data should be confirmed with the appropriate district level administrator who is responsible for each program or service. System Level Record Layout (A02) - Title I Element ID SYS012 Layout ID A201 Fiscal Year Field Type A yyyy 4 Starting Position 1 SYS013 SYS014 A202 A203 Period System Code A A x xxx 1 3 5 6 5 8 Reporting period of record. School System Code. SYS015 A204 Record Type A xxx 3 9 11 Identifies record layout. SYS016 SYS016 A205 A206 Filler 2 Filler A A x xxxxxx 18 6 12 30 29 35 SYS016 A207 Title I Private School Code - Grade K N nnnnnn 6 36 41 SYS016 A208 Title I Private School Code - Grade 1 N nnnnnn 6 42 47 SYS016 A209 Title I Private School Code - Grade 2 N nnnnnn 6 48 53 SYS016 A210 Title I Private School Code - Grade 3 N nnnnnn 6 54 59 Filler Filler (Formerly Title I Private School Code - Age 4) Number of Title I private school students in Grade K served this year by this school system. Number of Title I private school students in Grade 1 served this year by this school system. Number of Title I private school students in Grade 2 served this year by this school system. Number of Title I private school students in Grade 3 served this year by this school system. Element Format Length Ending Position 4 Description Fiscal year of record. Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 9 of 13 All Rights Reserved. Edits yyyy is the current FISCAL YEAR. ‘2012’ is the value for this current FISCAL YEAR. Always equal to ‘1’. Must be an active SYSTEM CODE in the Facilities Database in the range 601799. Equals ‘A02’ for System Level Record Layout - 2. No edits. Filler The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. Edit # E010 E021 E040 E811 N/A N/A W559 W559 W559 W559 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A02) - Title I Element ID SYS016 Layout ID A211 6 Starting Position 60 Ending Position 65 SYS016 A212 Title I Private School Code - Grade 5 nnnnnn 6 66 71 SYS016 A213 N nnnnnn 6 72 77 SYS016 Title I Private School Code - Grade 7 N nnnnnn 6 78 83 A215 Title I Private School Code - Grade 8 N nnnnnn 6 84 89 SYS016 A216 Title I Private School Code - Grade 9 N nnnnnn 6 90 95 SYS016 A217 Title I Private School Code - Grade 10 N nnnnnn 6 96 101 SYS016 A218 Title I Private School Code - Grade 11 N nnnnnn 6 102 107 SYS016 A219 Title I Private School Code - Grade 12 N nnnnnn 6 108 113 SYS016 A220 Filler 3 A x 18 114 131 Element Field Type N Format Length nnnnnn N Title I Private School Code - Grade 6 A214 SYS016 Title I Private School Code - Grade 4 Description Edits Number of Title I private school students in Grade 4 served this year by this school system. Number of Title I private school students in Grade 5 served this year by this school system. Number of Title I private school students in Grade 6 served this year by this school system. Number of Title I private school students in Grade 7 served this year by this school system. Number of Title I private school students in Grade 8 served this year by this school system. Number of Title I private school students in Grade 9 served this year by this school system. Number of Title I private school students in Grade 10 served this year by this school system. Number of Title I private school students in Grade 11 served this year by this school system. Number of Title I private school students in Grade 12 served this year by this school system. Filler The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. The sum of all TITLE I PRIVATE SCHOOL CODES data items is zero; check data. No edits. Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 10 of 13 All Rights Reserved. Edit # W559 W559 W559 W559 W559 W559 W559 W559 W559 N/A 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A02) - Title I Element ID SYS017 Layout ID A221 6 Starting Position 132 Ending Position 137 SYS017 A222 Title I School For Neglected Code Grade K nnnnnn 6 138 143 SYS017 A223 N nnnnnn 6 144 149 SYS017 Title I School For Neglected Code Grade 2 N nnnnnn 6 150 155 A225 Title I School For Neglected Code Grade 3 N nnnnnn 6 156 161 SYS017 A226 Title I School For Neglected Code Grade 4 N nnnnnn 6 162 167 SYS017 A227 Title I School For Neglected Code Grade 5 N nnnnnn 6 168 173 Element Field Type N Format Length nnnnnn N Title I School For Neglected Code Grade 1 A224 SYS017 Title I School For Neglected Code Age 4 Description Edits Number of Title I students aged 4 in a local institution for neglected students served this year by this school system. Number of Title I students in grade K in a local institution for neglected students served this year by this school system. Number of Title I students in grade 1 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 2 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 3 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 4 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 5 in a local institution for neglected students served this year by this school system. The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 11 of 13 All Rights Reserved. Edit # W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A02) - Title I Element ID SYS017 Layout ID A228 6 Starting Position 174 Ending Position 179 SYS017 A229 Title I School For Neglected Code Grade 7 nnnnnn 6 180 185 SYS017 A230 N nnnnnn 6 186 191 SYS017 Title I School For Neglected Code Grade 9 N nnnnnn 6 192 197 A232 Title I School For Neglected Code Grade 10 N nnnnnn 6 198 203 SYS017 A233 Title I School For Neglected Code Grade 11 N nnnnnn 6 204 209 SYS017 A234 Title I School For Neglected Code Grade 12 N nnnnnn 6 210 215 SYS018 A235 Title I Family A x 1 216 216 Element Field Type N Format Length nnnnnn N Title I School For Neglected Code Grade 8 A231 SYS017 Title I School For Neglected Code Grade 6 Description Edits Number of Title I students in grade 6 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 7 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 8 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 9 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 10 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 11 in a local institution for neglected students served this year by this school system. Number of Title I students in grade 12 in a local institution for neglected students served this year by this school system. Services provided to participants on The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 12 of 13 All Rights Reserved. Edit # W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 The sum of all TITLE I SCHOOL FOR NEGLECTED CODES data items is zero; check data. W560 Valid values E2032 2012 STUDENT RECORD SYSTEM FILE LAYOUT System Level Record Layout (A02) - Title I Element ID Layout ID Element Field Type Format Length Starting Position Ending Position Literacy Services Description a voluntary basis that are of sufficient intensity in terms of hours, and of sufficient duration, to make sustainable changes in a family. Edits ‘Y’ Edit # Yes, the system participates in TITLE I FAMILY LITERACY SERVICES. ‘N’ No, the system does not participate in TITLE I FAMILY LITERACY SERVICES. SYS019 A236 Title I Extended Time Instructional Services N nnn 3 217 219 Number of Federal programsponsored extended-time instructional programs. Georgia Department of Education Dr. John D. Barge, State School Superintendent April 16, 2012 – Page 13 of 13 All Rights Reserved. Must be numeric value in range of 0 to 999, or blank. E3005
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