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2012-13 Student Information System
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Student Demographic Information

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2012-2013 Student Demographic Information

  1. For reporting periods 1-4 submit this record for each student receiving instruction/service during that reporting period. Also, send a Student Demographic Information record for each student for whom one or more of the following record formats is being submitted even if the student is not receiving instruction/service during the reporting period: Title I Supplemental Educational Services, Student Discipline/Referral Action, Student Assessment and Federal/State Indicator Status. Do not send a Student Demographic Information record for a student who is in Home Education unless the student is also receiving instruction/service from the school district during the reporting period or was identified as migrant ages 0-21.


  2. For reporting periods 2 and 3, also submit this record for any student who was identified as migrant ages 0-21, was not enrolled in school and has not graduated from high school. These records should be submitted with a School Number, Current Enrollment of 9997.


  3. For reporting period 5 submit this record for any student (a) who was in membership at any time during the school year, (b) who was expected to attend school but did not enter as expected (c) for whom a Diploma Type of W43, W45 or W52 is being reported on the Student End of Year Status record, (d) who was identified as migrant ages 0-21, was not enrolled in school and has not graduated from high school, (e) who was identified as migrant ages 0-21, and served in a home education setting, (f) who has been identified as disabled and received services provided by a district through a services plan, (g) who participated in a Title I program at a private school. No records are needed in Survey 5 for McKay Scholarship students unless they attended a course in the school district or received services through a services plan as in (f).


  4. For reporting period 7, submit this record for each KG-12 student for whom an English Language Learners Information record is being submitted. The following fields should be Z-filled or zero filled as appropriate: District Number, Zoned School; School Number Zoned School; Student Characteristic, Agency Programs; Graduation Options; Institution Number, Neglected/Delinquent (First, Second and Third) and Primary Instructor Responsible, Reading.


    5. NOTE: Do not send Prekindergarten students or students enrolled in school number 3518 in Survey 7.


  5. For reporting period 9 submit this record for each student for whom an Institution Number, Neglected/Delinquent code is being reported and for each student for whom a Title I Supplemental Educational record format is being reported.


  6. For reporting period 6 submit this record for each KG-12 student identified as in membership on the survey date. Do not send this record for students who were expected to attend school but did not enter (DNE) as expected for unknown reasons. Exceptional Student Education Prekindergarten (PK) students and children of students in the Teenage Parent Program who are in membership on the survey date should also be submitted. Required fields to be reported are: District Number, Current Instruction/Service; District Number, Current Enrollment; School Number, Current Enrollment; Student Number Identifier, Florida; Survey Period Code; Year; Student Number Identifier - Alias, Florida; Student Name, Legal; Gender; Grade Level; and Birth Date. If the Student Number Identifier, Local is reported, it will be included on designated reports as in all other survey periods. Data may be sent for other fields, but the data is not needed and default values will be loaded to the data base for these non-required elements.


  7. For reporting period 8 submit this record for each Grade Level 01-12 student who will participate in the Progress Monitoring and Reporting Network (PMRN) this school year. Also report all kindergarten students enrolled in the district in reporting period 8. Kindergarten students' Florida Kindergarten Readiness Screener (FLKRS) test data will be included in the Progress Monitoring and Reporting Network (PMRN). Required fields to be reported are: District Number, Current Instruction/Service; District Number, Current Enrollment; School Number, Current Enrollment; Student Number Identifier, Florida; Survey Period Code; Year; Student Number Identifier - Alias, Florida; Student Name, Legal; Gender; Grade Level; Birth Date and Responsible Instructor, Reading. If the Student Number Identifier, Local is reported, it will be included on designated reports as in all other survey periods. Data may be sent for other fields, but the data is not needed and default values will be loaded to the data base for these non-required elements.


  8. STUDENT NAME LEGAL: The district must submit student names for each student. The student name field will be used to ensure efficient editing and verification of records during reporting periods and to facilitate Department monitoring and auditing activities requiring access to district individual student records.


  9. SCHOOL NUMBER, CURRENT ENROLLMENT: For Survey 9, for students for whom an Institution Number, Neglected/Delinquent code is being reported, report the school of enrollment as of the time the student attended the Neglected/Delinquent Institution. For private school students who participated in a Title I program use 9995 for the School Number, Current Enrollment.


  10. YEAR: For reporting periods 1 through 4 and 9, this field will contain fiscal year. For reporting period 5, this field will contain school year. Refer to the element Year in the DOE Information Data Base Requirements: Volume I - Automated Student Information System for definitions.


  11. RESPONSIBLE INSTRUCTOR, READING: Report during reporting period 8 for students in the Progress Monitoring and Reporting Network (PMRN). For Grades KG-05 students report the teacher who provides the ninety minutes of initial (core) reading instruction. For Grades 6-12 students and FCAT Level 1 and 2 students enrolled in a reading intervention class report the teacher of the reading intervention class. Students not enrolled in a reading intervention class (for example, an FCAT Level 3 student being progress monitored) report the teacher of language arts. All teachers reported here must also have a Staff Demographic Information record. Report all zeroes in all other survey periods.


  12. INSTITUTION NUMBER, NEGLECTED/DELINQUENT: The number assigned to the institution for neglected or delinquent children as defined in Title I, Parts A and D, of the Elementary and Secondary Education Act, as amended by Public Law 107-110.


    13. Report this number in survey period 9 for students who are ages 5-17 inclusive who resided or were present in an institution for neglected or delinquent children for at least one day during the designated 30 day count period in the reporting year. The count period (which may be set separately for each institution) is 30 consecutive calendar days at least one of which falls within the month of October. Submit up to three eligible institutions on a Student Demographic Information format. Matching records are not required for these students in survey period 9.

    For Survey Period 5 submit this number for any student, ages 5-17 inclusive, who resided in a locally operated residential neglected or delinquent facility or was present in a locally operated non-residential neglected or delinquent program at any time between July 1 and June 30 of the reporting year.

    Also, submit this number for any student, under age 21, who resided in a state operated residential delinquent or neglected program (Washington Special) at any time between July 1 and June 30 of the reporting year.

  13. ZONED DISTRICT AND SCHOOL: Submit this information in Survey Period 3 for each student enrolled in an alternative school or designated as hospital/homebound during survey week. These elements should be zero-filled for survey periods 1, 2, 4, 5, 7 and 9.


  14. LUNCH STATUS. For Survey Period 5, report a student as eligible for free or reduced price lunch if the student was eligible at any time during the school year.


  15. KEY FIELDS: The key fields for this format are item numbers 1, 4, 5 and 6. If a key field needs to be changed, the record must be deleted and re-submitted as an add.


  16. ERROR CODES: This field is used by the Department to report to districts the specific errors found in the record during the state edit process. This field should contain filler (spaces, blanks) when the record is transmitted to the Department.



' * ' indicates key fields.
(Click on the link to view or download a pdf version of the document)
Item No. From-To Size Field Char. Field Description
1 1-2 2 N/R District Number, Current Instruction/Service *
2 3-4 2 N/R District Number, Current Enrollment
3 5-8 4 A/N/R School Number, Current Enrollment
4 9-18 10 A/N Student Number Identifier, Florida *
5 19-19 1 N Survey Period Code *
6 20-23 4 N Year *
7 24-33 10 A/N Student Number Identifier - Alias, Florida
8 34-75 42 A/N/L Student Name, Legal
9 76-77 2 A/N District Number, Zoned School
10 78-81 4 A/N School Number, Zoned School
11 82-82 1 A Gender
12 83-83 1 A Filler
13 84-93 10 A/N Student Number Identifier, Local
14 94-96 3 A/N Filler
15 97-98 2 A English Language Learners, PK-12
16 99-99 1 A/N Resident Status, State/County
17 100-101 2 A/N Grade Level
18 102-102 1 A/N Student Characteristic, Agency Programs
19 103-103 1 A Transaction Code
20 104-105 2 A/N Native Language, Student
21 106-106 1 A/N Filler
22 107-108 2 A/N Primary Language Spoken in Home
23 109-110 2 A/N Country of Birth
24 111-118 8 A/N English Language Learners: Home Language Survey Date
25 119-126 8 N Birth Date
26 127-129 3 A/N Filler
27 130-137 8 A/N Qualifying Arrival Date (QAD) for Migrant Program Eligibility
28 138-138 1 A/N Lunch Status
29 139-139 1 A Filler
30 140-140 1 A Additional School Year Student
31 141-141 1 A/N Migrant Status Term
32 142-142 1 A/N Graduation Option
33 143-146 4 A/N Institution Number, Neglected/Delinquent (First)
34 147-150 4 A/N Institution Number, Neglected/Delinquent (Second)
35 151-152 2 N Residence County
36 153-153 1 A Ethnicity
37 154-154 1 A Race: American Indian or Alaska Native
38 155-155 1 A Race: Asian
39 156-156 1 A Race: Black or African American
40 157-157 1 A Race: Native Hawaiian or Other Pacific Islander
41 158-158 1 A Race: White
42 159-167 9 A/N Primary Instructor Responsible, Reading
43 168-171 4 A/N Institution Number, Neglected/Delinquent (Third)
44 172-232 61 A/N Filler
45 233-240 8 A/N Filler/Error Codes

Last Updated: 6/1/2012

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