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Fall Records Collection Queries
The following queries will help review SASI data due on the Fall report for accuracy. Be sure to always select “Show Inactive Records” when performing these queries as inactive students are to be included in this report. Those that have an (M) next to them can be check by doing a matrix as well.
NOTE: These queries do not reflect all elements that are due on the Fall report. Please refer to the Division of Technology handout for all elements due.
NOTE: In queries that contain “ “ there is a space between each quotation mark.
Check for Blank State Testing Identifier (M)
DISPLAY ASTU PermNum LastName FirstName Passport
Check Responsible Division/Tuition Paid Code
DISPLAY ASTU PermNum LastName FirstName UserCd2 UserCd3
The UserCd2 (Residency Cd) field should be blank or 094 (Washington Co.) unless student resides in Johnson County, TN, in which case the code will be 888.
The UserCd3 (Tuition Tag) field should be blank unless student resides in Johnson County, TN, in which casethe code will be 10.
Check Responsible School (M)
DISPLAY ASTU PermNum LastName FirstName UserNum5
The UserNum5 field should be blank unless student resides in Johnson County, TN, in which case the code will be 9999.
Check Serving Division/School (M)
DISPLAY ASTU PermNum LastName FirstName AltID1 AltID2
The Serving Div and the Serving Sch fields should be blank.
Check Active Status (M)
DISPLAY AENR ASTU LastName FirstName 1,EnterCode 1,LeaveCode EffDate UserCd1 IF TransYear = "2006"
If a student does not have enter or leave code, their status must be N.
Check Enter Code/Leave Code/Date (M)
DISPLAY AENR ASTU PermNum LastName FirstName 1,EnterCode 1,LeaveCode EffDate IF TransYear = XXXX
Most all E1’s should fall on the first day of the school year. If not, please check for accuracy. Also check leave codes for accuracy.
Check Ethnic Code (M)
DISPLAY ASTU PermNum LastName FirstName EthnicCode#
Every student should have an Ethnic Code.
Check Gender (M)
DISPLAY ASTU PermNum LastName FirstName Gender
Make sure all males are marked M (Male) and all females are marked F (Female).
Check Birthdate (M)
DISPLAY ASTU PermNum LastName FirstName Grade Birthdate
Check the Birthdate field for accuracy, particularly the year of birth.
Check Grade Level (M)
DISPLAY ASTU PermNum LastName FirstName Grade
Check that there are no grades outside of your school’s grade range.
Check Disability Code/Spec. Ed. Wkly Time % for KG - 03 (M)
DISPLAY ASTU PermNum LastName FirstName InstrSet UserNum3 IF Grade IN [KG, 01, 02, 03]
All students with a disability code should have a special ed. wkly time % and vice-versa if in grades KG-03.
Check Free/Reduced Meals
DISPLAY ASTU PermNum LastName FirstName FreeMeals# IF FreeMeals <> " "
This query will give you a list of all students who have either Free or Reduced marked in the Meals field.
Check Limited English Proficiency/Home Language/Country of Birth (M)
DISPLAY AHLN ASTU PermNum LastName FirstName EngProf Language3 CntryCode IF EngProf <> " "
If the EngProf (ESL) field in the Student Atom is greater than blank, the Language3 (Language Spoken to Student at Home) field in the Home Language Atom must be something other than English. Student must have country of birth showing if born outside of the USA.
Check Immigrant (M)
DISPLAY ASTU AHLN PermNum LastName FirstName Comp_Ed CntryCode if Comp_Ed <> " "
Students should be marked immigrant if he/she was not born in the USA, is between the ages of 3 and 21, and has not been attending one or more schools in the USA for more than 3 full academic years. Student must have country of birth showing if born outside of the USA.
Check Migrant (M)
DISPLAY ASTU PermNum LastName FirstName Migrant FreeMeals# if Migrant <> " "
No student should be marked Migrant unless they have a certificate of eligibility provided by the state of Virginia. If student is migrant and does not receive free/reduced lunch send the students id and name to jrhea@wcs.k12.va.us to be marked as eligible for free/reduced lunch on the final report.
Check Homeless (M)
DISPLAY ASTU PermNum LastName FirstName Homeless IF Homeless <> " "
If student is homeless and does not receive free/reduced lunch send the students id and name to jrhea@wcs.k12.va.us to be marked as eligible for free/reduced lunch on the final report.
Check Neglected (M)
DISPLAY ASTU PermNum LatsName FirstName PEWaiver if PEWaiver is <> “ “
Check Title 1 (All Schools)
DISPLAY ASTU PermNum LastName FirstName UserCd7 if UserCd7 <> " "
Middle/High make sure nothing is in this field.
Check GED Program Code (All Schools)
DISPLAY ASTU PermNum LastName FirstName Grade UserCd4# if UserCd4 IN [5,8,9]
The UserCd4 (Diploma Tag) field should contain one of the two (GED, GED/ISAEP, not GAD) if they are in a GED program only. Elem/Middle make sure nothing is in this field.
Check Non Public FTE (M)
DISPLAY ASTU PermNum LastName FirstName PctApport IF PctApport <> " "
Students containing a percentage amount in this field must be part time students taking two courses or less at your school.
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