School Enrollment File Creation Instructions

School Enrollment Counts File Requirements and Upload

• •

by Grade Levels

by Subgroups

SARC reports, Section B: Pupil Outcomes

School Enrollment Counts Overview

If you used a non-SBAC test for your “official” spring 2021 test (e.g. iReady, STAR, NWEA, IXL, Track My Progress, etc.), we can blend your test results with your schools’ enrollment and subgroup information to produce SARC compatible statistics for a portion of your SARC reports. If you contract with DTS (www.doc-tracking.com) to build your SARCs, we will, with your permission, transfer these data directly to DTS. In addition to CALPADS data (covered in a separate document), you simply need to send us 2 files that contain your enrollment counts -- exported via a query from your Student Information System (SIS), or built manually.

• Click here for an example file BY GRADE-LEVELS • Click here for an example file BY SUBGROUPS

Step 1 • We prefer CSV (MS-DOS) format - comma-separated-values.

If you use CSV, the delimiters must be commas.

File Format

• Excel files are acceptable, provided all other requirements are met.

• No punctuation is permitted. In particular, the files must be void of all commas, tabs, and quotes (except the comma delimiters between columns in the CSV file).

Step 2a Column Headings for Grade-Level Counts We need this information for each school.

All columns are required, even if you have no students at certain grades.

Please name your column titles EXACTLY as they are shown below (otherwise, your file will be rejected).

1. CDSCode - Use the FULL 14-digit CDS school code, without hyphens, dashes, or spaces.

Do NOT use a local number or school name.

2. KDGN - Count of Grade K students.

3. GR1 - Count of Grade 1 students.

4. GR2 - Count of Grade 2 students.

5. GR3 - Count of Grade 3 students.

6. GR4 - Count of Grade 4 students.

7. GR5 - Count of Grade 5 students.

8. GR6 - Count of Grade 6 students.

9. GR7 - Count of Grade 7 students.

10. GR8 - Count of Grade 8 students.

11. UNGRELM - Count of ungraded elementary students.

12. GR9 - Count of Grade 9 students.

13. GR10 - Count of Grade 10 students.

14. GR11 - Count of Grade 11 students.

15. GR12 - Count of Grade 12 students.

16. UNGRSEC - Count of ungraded secondary students.

17. ENRTOTAL – Total enrollment count of the school.

Step 2b Column Headings for Subgroup Counts We need this information for each school.

*** VERY IMPORTANT *** For columns 2-17, the counts MUST be filtered to include ONLY grades 3-8 and 11.

DO NOT INCLUDE any student in these counts from any other grades (TK-2, 9-10, 12).

All columns are required, even if you have no students in certain subgroups.

Please name your column titles EXACTLY as they are shown below (otherwise, your file will be rejected).

1. CDSCode - Use the FULL 14-digit CDS school code, without hyphens, dashes, or spaces.

Do NOT use a local number or school name.

2. PERAA - Count of African-American students.

3. PERAI - Count of American Indian students. *** IMPORTANT *** 4. PERAS - Count of Asian students.

• For columns 2-9, these are the counts of students in each unique 5. PERFI - Count of Filipino students.

REPORTING ETHNICITY. 6. PERHI - Count of Hispanic students.

• Multi-racial students are to be counted only once, either in the PERHI 7. PERPI - Count of Pacific Islander students.

(Hispanic) or PERMULTI (2 or more races) column.

8. PERWH - Count of White students.

9. PERMULTI - Count of students with 2 or more races (not Hispanic).

10. PERSD - Count of Socio-Economically Disadvantaged students.

11. PEREL - Count of English Learner students.

12. PERDI - Count of Students with Disabilities.

13. PERFY - Count of Foster Youth students.

14. PERH - Count of Homeless students.

15. PERMIG - Count of Migrant students.

16. PERF - Count of Female students 17. PERM - Count of Male students

Step 3 Before you upload your files to us via the MMARS Upload Utility, please name them in such a way that identifies whether they are:

File Naming

• 2020-21 Grade Levels (e.g. HometownUSD_Spring2021_Enrollment_GradeLevels.xls) • 2020-21 Subgroups (e.g. HometownUSD_Spring2021_Enrollment_Subgroups.xls).

Step 4 Uploading Your Student Enrollment Counts

Now it’s time to upload your enrollment files via MMARS™ secure upload utility.

Click here for a link to our Enrollment Upload Instructions

Got a question?

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(530) 295-1262