1. End of Year (EOY) Training Module 2 – File Extraction and Submission (New Submissions Staff)

2. Agenda – Module 2 End of Year File Submissions Overview
Your Presenter
Ryan Hartung
End of Year File Submissions Overview
Interchange Files File Layouts and Definitions
Student Demographic
Student School Association
Advanced Course Completion
Title I
Extracting Files
File Sharing/Submitting to CSI
Timelines and Deadlines

3. Data Submissions in 4 Steps
Data Collection/Entry (Module 1)
Submission to CSI (Module 2)
Error Resolution (Module 3)
Data Review (Module 4)
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

4. End of Year File Overview
A look at each interchange file: SD, SSA, ACC, Title I

5. EOY Files
To create the EOY snapshot, each school will be submitting some (or all) of the following interchange files, which are extracted from their SIS:
Student Demographic (SD)
Student School Association (SSA)
Title I*
Advanced Course Completion (ACC)*
*Only submitted by schools that have either AP Courses, Postsecondary Programs or are CSI Designated Title I Targeted Assistance Schools.

6. Graphic illustrating how interchange files from each school combine into a EOY snapshot for CSI
SD Interchange
SSA Interchange A
SD Interchange
CSI EOY Snapshot
SSA Interchange B
ACC Interchange
SD Interchange
SSA Enrollment Interchange C
Title I Interchange

7. Student Demographic (SD) File - Key Attributes – 17-18 Changes

8. Student Demographic (SD) File
The SD interchange file contains in depth demographic information about each student at a school for the current school year.
Limited to one record per student, per school.
Supplies the information about who a student is.
This file is also submitted for the October Count Collection
17-18 SD File Layout and Definition Document (CSI) Submissions/17-18/EOY/ %20Student%20Demographic%20File%20- %20CSI%20Additions.pdf

9. Student Demographic File Changes
Removed Fields:
Migrant
Bilingual
ESL Status
Added Fields:
Military Connected Students
Language Instruction Program (LIP)
Code or Definition Changes:
Postsecondary Enrollment
Language Proficiency

10. Student Demographic Fields
CDE highlights new content in yellow and items removed are in red strikethrough.

11. Student School Association (SSA) File -Key Attributes -17-18 Changes

12. Student School Association (SSA) File
The SSA interchange file contains school specific information about each student for the current school year for funding and accountability purposes.
Can be more than one record per student, per school.
Must be a corresponding record in the SD file.
Supplies the information about what a student is doing.
This file is also submitted for the October Count Collection
17-18 SSA File Layout and Definition Document (CSI) Submissions/17-18/EOY/ %20Student%20School%20Association%20File%20- %20CSI%20Additions.pdf

13. Student School Association File Changes
Removed Fields
Gifted and Talented
Continuous in District
Continuous in School
Contract Third Party Educator/Program
New Field
Non-School Program
Code/Definition Changes
Retention
Public School Finance Status

14. Student School Association Fields
CDE highlights new content in yellow and items removed are in red strikethrough.

15. SSA File: Entry/Exit Overview
Removed entry or exit codes in file layout for 17-18
12 – Transfer to/from a detention center within district
20 – Transfer to/from a facility administered by the district
Tells when and how a student entered a school
Tells when and how a student exited a school
Importance at the state level—to see a full history of each student’s education for the year.

16. SSA File: Entry/Exit – Example
Student returns from prior year (SY 16-17)
Use Entry Type = 02 (Continuous in same school)
Student transfers to another district during SY (up to 3 weeks before the end of school)
Use Exit Type = 13 (Transfer to another district)
Later in the SY 17-18, student returns
Use Entry Type (second record) = 13 (Transfer from another district)
District
SASID
Entry Date
Entry Type
Exit Date
Exit Type
8001 02 13 00

17. Exit Codes
For transfers between CSI schools

18. CDE highlights new content in yellow and items removed are in red strikethrough.
Exit Codes
For transfers to other Colorado school districts

19. Retention Codes Overview
Note that Retention Codes refer to the upcoming school year (SY 18-19), NOT this current school year (SY 17-18)
Example: If a 5th grade student this year (17-18) is going to repeat 5th grade next year (18-19), then use retention code = 1
SIS EOY PREP: Check your SIS for any students with retention code = 1 in case retention data was inadvertently rolled over from the prior year!

20. Advanced Course Completion (ACC) File

21. Advanced Course Completion (ACC) File
This file should only be submitted by schools that have AP courses OR have postsecondary programs/agreement with higher education institutions.
The file should only contain students who are enrolled in a postsecondary program or taking AP courses during the school year.
CSI will be checking to see which schools should be reporting an ACC file, but if you know your school fits the criteria above, then you should upload a file to FZ now and notify CSI. CSI will extract file for any CSI Hosted PS schools.
17-18 ACC Data Layout and Definition Document (CSI) le/Submissions/17-18/EOY/ %20Student%20School%20Association%20File%20- %20CSI%20Additions.pdf

22. ACC file Layout
Schools submitting ACC file should be sure to review “Record Expectation” section in file layout.

23. Summary of ACC Fields General info Advanced Placement Courses
Report AP course(s) completed by the student at any point in the school year
Postsecondary Program & Institution Info
Report program(s) & institution(s) for students who earned credit at postsecondary institutions that will go toward high school graduation as well as a postsecondary degree or certificate.
Only submitted by schools that have AP courses or postsecondary programs

24. Postsecondary Program Codes
Reporting schools should review the “Postsecondary Program” section of the ACC File Layout and Definitions document (pg. 5)
Report the type of postsecondary program a student participated in for each semester and regardless of if tuition is paid
Postsecondary program types have very specific definitions and include:
ASCENT
Concurrent Enrollment
Early College
Dropout Recovery at Community College
Carry Forward ASCENT – Full Time
Carry Forward ASCENT – Part Time
P-Tech Years 1-4
P-Tech Years 5-6
Only submitted by schools that have AP courses or postsecondary programs

25. Postsecondary Institution Codes
Schools must report the four-digit code of the eligible institution of higher education where the student is receiving education services during first and/or second semester.
To find a list of institution codes, please refer to the "Higher Education Institution Codes" worksheet posted at
Only submitted by schools that have AP courses or postsecondary programs

26. Title I File

27. Title I File
This file is only submitted by CSI designated Targeted Assistance schools.
Schools required to submit a Title I file for 17-18:
These schools also submitted Title I Files for October Count
Schools should begin submitting a file to FZ now and notify CSI to upload the file.
17-18 Title I Data Layout and Definition Document (CSI)
s/17-18/EOY/ %20Title%20I%20File%20-%20CSI%20Additions.pdf

28. Title I File Layout
Data Fields
The Title I Interchange file represents students who have received, or will receive, Title I Targeted Assistance funding at any time during the academic year and the specific Title I service(s) received (e.g., Reading, Math).
Only submitted by CSI designated Targeted Assistance schools

29. Extracting Files

30. Extracting Interchange Files from your SIS
Each SIS has a process (and resources!) for extracting the interchange files (SSA, SD, ACC, Title I)
Do NOT open the CSV file directly (use save option when extracting)– follow instructions for converting your CSV file to an Excel (XLS, XLSX) file
PowerSchool:
See PowerSchool Help Resources at (login not required)
Infinite Campus:
See IC Help Resources at “Student Interchange (Colorado)”

31. Extracting Interchange Files from PowerSchool
PowerSchool Help for EOY

32. Extracting Interchange Files from PowerSchool
PowerSchool Interface – Extracting EOY Files

33. Extracting Interchange Files from Infinite Campus
Infinite Campus Help for EOY

34. Extracting Interchange Files from Infinite Campus

35. File Sharing/Submitting to CSI

36. Sending Files for Submittal to CSI
CSI Hosted PowerSchool Schools (17-18 Last Year):
Send to indicating you would like CSI to pull a file for submission
Schools on Own SIS:
Use FileZilla to submit file for submission
Send an indicating that you have loaded documentation into the FTP
Don’t files to CSI that have personally identifiable data such as student data! They must be uploaded to FileZilla.

37. Naming the Files
Please note you need to name the file as an interchange and a date so we can track we have the most up to date data pull.
File Names Examples:
School Code, School name/abbreviation, interchange type, and date
Student demographic Interchange file for Pikes Peak Prep
8929PPPSD
School student interchange file for Global Village Colorado Springs
3326GVACSSSA
ACC file for Pikes Peak Prep
8929PPPACC
Title I file for Colorado Military Academy
1505CMATitleI

38. File share side with CSI (remote site)
Your Computer (local site)
File share side with CSI (remote site)
You need to find the correct file located in the correct folder on both sides and then drag and drop or double click (you can also click and drag to Windows Explorer)

39. FileZilla School Folders
CSI will add error reports based on uploaded data
Schools upload SD, SSA, ACC, Title I files here
CSI will run a report for “No Show” students (in previous year EOY as returning, but not in current EOY)
Initial and Final Summary Certifications will be placed in this folder

40. Timeline and Deadlines

41. CSI Submission Timeline
February 14, Initial End of Year Submissions Due***
June 13, All Level 1 (Interchange) Errors Must be Cleared
Schools are encouraged to continue working through any errors now 
July 12, All Level 2 (Snapshot) Errors Must be Cleared
Schools should resubmit their interchange files after the last day of school to make sure all information (ex: graduation, exit dates, retention) are up to date
After schools submit last day of school files and errors are cleared, CSI will begin uploading Initial summary/certification reports to FileZilla.
August 22, 2018 – Initial Signed Certifications Due to CSI
September 1, 2018—Follow up on remaining no shows
Schools should identify any students that had ’00’ exit code in that didn’t return for and contact those families to find out where the student ended up enrolling as that data is required to be included in the EOY collection.
November 2, 2018—Final Signed Certifications Due to CSI
*** - Note: Schools do not have to wait until the Initial Submissions date to provide CSI with files. This can be done as soon as you would like.

42. Thank you for reviewing this module!
Module 2 has now been completed. Please review Module 3 (available soon) when ready to review error reports, resolve errors, and make other necessary changes.
Contact for EOY Questions:
Submissions Inbox