Independent School Census¶
These are topics related to the independent school census that is performed each fall to get the October 1st headcount.
- Independent School Census
- What information should we report?
- Errors in your Census file
- ENRBEGDATE cannot be empty
- Must set ENRENDDATE if NEWENRORGID is set
- GENDER must be M or F
- ETHNO must be 1 or 2
- CURRGRADE is set and valid
- At least one RACE_XXX Field must be set to Y
- ENRORGID cannot be empty
- DOB is not a valid date format MM/DD/YYYY
- FUNDSOURCE must be set and valid
- NSLELG is set and valid
What information should we report?¶
The fall update of the Student Census replaces previous October 1 student census and other enrollment collections. In this collection, we ask you to submit in addition to student data, information about your school including addresses, phone numbers, and contact names, information on publicly-funded students, and the requirement to submit aggregate enrollment data if your school participates in federal title programs. The goal is to ask for student data in a particular format and use that data to meet all of the agency’s needs rather than requesting the same data from schools in many different formats.
Another thing the independent schools are required to do is report to the Agency within five days of changes in the school’s enrollment after October 1. We prefer if you submit these electronically. The following forms are provided for your reference.
Columns¶
Below is a list of all the columns you'll need to submit for the independent census. Each row should represent a students enrollment record for the year. You should submit updates to this file to us throughout the year if you have changes or corrections.
| Name | Description |
|---|---|
| PermNumber | This is the state assigned identification number of the student. Please provide this if you have it. Leave this field blank if you do not know what the number should be. Please don't use local identification numbers |
| LName | The last name of the student. |
| FName | The first name of the student. |
| MName | The middle name of the student. |
| PostName | An appendage, if any, used to denote an individuals generation in family. |
| DOB | The month, day, and year on which an individual was born in the format MM/DD/YYYY |
| Gender | A codeset value indicating a person's gender, codeset assigned by the AOE here. |
| EthNo | An indication that the person traces his or her origin or descent to Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures, regardless of race. Please see the ETHNO codeset |
| Race_Ami | Y/N - A person having origins in any of the original peoples of North and South America (including Central America), and who maintains cultural identification through tribal affiliation or community attachment. |
| Race_Asi | Y/N - A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent. This area includes, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. |
| Race_Afa | Y/N - A person having origins in any of the black racial groups of Africa |
| Race_Nat | Y/N - A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. |
| Race_Wht | Y/N - A person having origins in any of the original peoples of Europe, Middle East, or North Africa. |
| EnrOrgID | The VT AOE assigned unique identifier for an organization providing direct instructional or educational services. |
| NewEnrOrgID | If a student leaves your school and goes to another school, please list that schools AOE assigned unique identifier here if you are aware of it. |
| SS504 | A codeset value indicating whether or not the student receives Section 504 services. |
| ESS | Educational Support Services |
| fundSource | A codeset value indicating the person, group, or organizational entity paying for a student's educational expenditures. See the codeset here |
| NSLElg | A codeset value indicating a student's household income range for educational purposes. See the codeset here |
| StuAddr1 | The students primary residence street address |
| Stu_City1 | The students primary residence city |
| Stu_State1 | The students primary residence State |
| Stu_Zip1 | The students primary residence zip code |
| StuAddr2 | The students secondary residence street address |
| Stu_City2 | The students secondary residence city |
| Stu_State2 | The students secondary residence state |
| Stu_Zip2 | The students secondary residence zip code |
| CurrGrade | The current grade the student is in. See the codeset here |
| EnrTag | This indicates the enrollment type of a student if they should be included in the oct 1 count. See the codeset here |
| DIRECTCERT | This indicates if the student is directly qualified for free or reduced lunch. Please put the date they became qualified if you have it. Leave blank if they are not qualified. |
| lclStuNum | The number you use locally to track your students. We don't need this, but we hope it's helpful for you to have for reference. |
| T1Services | Y/N - A codeset value indicating whether or not a student is receiving any Title 1 Targeted Assistance Services. |
| IST1RLA | Y/N - A codeset value indicating whether or not a student is receiving Title 1 instructional services in Reading/Language Arts. |
| IST1Math | Y/N - A codeset value indicating whether or not a student is receiving Title 1 instructional services in Mathematics. |
| IST1Science | Y/N - A codeset value indicating whether or not a student is receiving Title 1 instructional services in Science. |
| IST1Social | Y/N - A codeset value indicating whether or not a student is receiving Title 1 instructional services in Social Sciences. |
| IST1Voc | Y/N - A codeset value indicating whether or not a student is receiving Title 1 instructional services in Vocational/Career. |
| IST1Other | Y/N - A codeset value indicating whether or not a student is receiving other types of Title 1 instructional services. |
| SST1Health | Y/N - A codeset value indicating whether or not a student is receiving Title 1 support services such as health, dental, and eye care. |
| SST1GUID | Y/N - A codeset value indicating whether or not a student is receiving Title 1 supporting guidance / advocacy support services. |
| SST1Other | Y/N - A codeset value indicating whether or not a student is receiving other types of Title 1 support services. |
| ENRBEG | The date the student was first enrolled at your school in the format MM/DD/YYYY. This is likely a data from a previous year if this is not the students first year attending your school. |
| ENREND | The date the student was unenrolled at your school in the format MM/DD/YYYY. Please be sure to set ENRORGID if you are aware of it. |
Template¶
Please download the template file here.
Errors in your Census file¶
Below you'll find explinations to the validation errors and how to fix them
ENRBEGDATE cannot be empty¶
You currently don't have a date entered here, please enter a begin date for enrollment.
Must set ENRENDDATE if NEWENRORGID is set¶
You have entered a value for a new school for the student, indicating they are no longer enrolled in your school. Please set an end date for enrollment at your school in the ENRENDATE field.
GENDER must be M or F¶
The only allowable values for GENDER are M or F. This is a legal requirement of reporting enrollment information.
ETHNO must be 1 or 2¶
The gist of this field is: 1. Hispanic 2. Not Hispanic
Please see the ETHNO codeset for more information.
CURRGRADE is set and valid¶
A grade must be set.
Please see the CURRGRADE codeset for more information.
At least one RACE_XXX Field must be set to Y¶
You have either not set all of the race fields or not set one of them to Y.
ENRORGID cannot be empty¶
Enter your IS or PA school code. We use this to ensure your file/data end up in the right place.
DOB is not a valid date format MM/DD/YYYY¶
The birthdate format must be formatted MM/DD/YYYY
FUNDSOURCE must be set and valid¶
You must enter a source of funding.
Please see the FUNDSOURCE codeset for more information.
NSLELG is set and valid¶
You must enter a value indicating a student's household income range for educational purposes.
Please see the NSLELG codeset for more information.