Page Comparison

Follow the record layout from the ODE EMIS Guide for the order of the fields to be used in the CSV load file.  The fields that ODE has removed for FY10 and beyond; record number, record status and format indicator, need to be omitted from the CSV records.  The fiscal year and reporting period fields along with any filler areas should also be omitted on all record types.  Do not include a header row, include actual data records only.

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Examples of Staff Demographic (CI) records

CI,222222,NW1234567,09/15/1977,W,M,3,120,N,186.5,.5,0,5,5,OH1234567,,”John”,”A.”,”Doe”,,0
CI,222222,NW7654321,08/22/1965,B,F,2,0,*,210,3,0,0,0,ZX1234567,””,”L’Vonne”,”S.”,”Hoops”,,0
CI,222222,NW4444444,07/23/1971,A,M,3,120,N,188,0,0,6,6,OH7654321,,”David”,”Hank”,”Good”,”Jr.”,0
 

Alpha fields which may contain a comma must be enclosed in quotes.  Refer to the example above of the employee name field on the Staff Demographic record.

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Examples of Student Assessment (FA) records

FA,333333,NW7654321,GX,10,M,2008/03,STR,11,NO,*,355
FA,333333,NG1234567,GY,**,43FA,2012/01,**,**,*,231
FA,333333,HG1234567,SA,12,ENG,6/23/2017,STR,12,**,*,220 
FA,333333,HG1234567,GA,8,ELA,5/2017,ALT,8,Y2,*,402
FA,333333,HG1234567,GA,3,M,4/1/2017,ALT,3,Y2,*,273

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ODE supplies a flat file thru the data collector to be used for import the FW data.  However, if a district so desires, they may create their own CSV import file for this data.  In order for the FW record to import in CSV format, each row must include a comma after the cell that represents 'Other Followup Status' (position 163 in the flat file record layout). 

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Example Exiting Student Followup (FW) Records

FW,222222,KQ1234567,First,,Last,Y,N,N,A0,123456,******,000111,Y,OT,UN,U,U,U,U,N,U,N,TC,A,N,Y,Y,U,
FW,222222,LE7654321,Firstname,Middle,Last,Y,N,N,M3,123456,******,111000,N,05,20,N,N,N,N,N,U,N,CR,A,N,N,N,D,
FW,222222,FF1234567,Name,,Lastname,Y,N,N,L0,123456,******,******,Y,12,UN,U,U,U,U,N,A,Y,TC,A,N,Y,Y,U,

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Decimal numerics need to include the decimal place.  Any negative value must include a leading sign.

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Examples of Schedule of Federal Assistance Programs: Detail Financial (QC) records

QC,333333,ZAZ,2,1,FAD,ABCDE,Race to the Top,506,9320,123456.55,111111.11
QC,333333,ZAZ,32,1,FAD,56705,Title 1,572,0000,4321.44,3212.33
QC,333333,ZAZ,20,1,FAD,TR123,School Improvement,537,0000,7654321.11,5432121.22 
QC,333333,ZAZ,30,1,FAD,EFGHI,Sample Grant,545,9055,123456.33,-123.22

Examples of Cash (QC) Records

QC,333333,AAE,1,1,CSH,001,0000,,General Fund,G,123456.12,16566.66,12981.22,312344.67,24455.73,52222.55 
QC,333333,AAE,1,1,CSH,003,0000,,Perm Improvement,C,54645.55,345353.55,345252.66,45456.44,245624.33,0

Examples of Expenditure (QC) Records

QC,333333,AAL,1,1,EXP,001,0000,1100,111,000000,001,00,000,5432112.32,2342244.33,3423423.22,2342.67,
QC,333333,AAL,1,1,EXP,300,9500,4550,490,000000,003,23,000,0,15000.00,2342.33,344.33,

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There is a special Import option from the main menu for Importing a CSV file containing Five Year Forecast data.  Please refer to the Five Year Forecast page for further details.

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• CSV Invalid format error, this error will occur when the CSV layout does not match the Chapter 5 layout minus the filler, fiscal year and reporting period fields. 

• CN file, ODE has deleted element CN240 replacing it with filler. This update is not reflected in Chapter 5.  If this element is included in a CSV import file, the user will receive the CSV invalid format error.  This element should be omitted from the CN CSV file.

• GG File, the identification dates for the Gifted record need to be formatted as YYYYMM, without the slash, or ******.

• Negative numbers, must be formatted with a minus ( - ) sign.  Negative values that are represented using parenthesis rather than a minus sign will cause an error during the import.