Fall Membership ASCII File Characteristics

September 10, 1998

The data in the file must be represented in the standard 7-bit ASCII character set. Each record type must be a fixed length, with an asterisk marking the end of the record; followed by a carriage return (ASCII 0D hexadecimal) and line feed (ASCII 0A hexadecimal) as record separators. (Most languages or software applications handle the hexadecimal characters automatically.)
  • File Name -- The name of the file must include the Locality / Division number, including leading zeros.

  • Resubmission -- In instances of severe errors, the entire school membership file should be resubmitted.

  • Description of the File -- The file contains three different record types. The last position of each record always contains an asterisk , and is delimited from other records with a carriage return and a new line. All fields are MANDATORY, unless otherwise indicated.

Positions

Length

Field Name

Notes

"A" record -- header information -- MANDATORY. This record is the first record in the file, and provides a description of the file contents and the division providing the information. (Note: this record type produces the majority of the errors that are encountered.)

1-1

1

Record Type

Constant of " A "

2-16

15

Data Collection

Constant = "FALL MEMBERSHIP"

17-24

8

School Year

ie. 19981999

25-30

6

Creation Date

format is DDMMYR

31-33

3

Locality Number

leading zeroes must be included, ie. 003

34-53

20

Locality Name

upper case

54-83

30

Preparator's Name

upper case

84-93

10

Preparator's Telephone

ie. 8045551212

94-103

10

Preparator's Fax

ie. 8045551212

104-143

40

Preparator's E-mail Address

optional, may use upper and lower case characters

144-144

1

Report Type

 A = Actual Submission
T = Test Submission
R = Resubmission

145-145

1

Asterisk

Constant = " * "
"B" records -- for Fall Membership enrollment counts -- MANDATORY. One for each ethnic group, in each grade, for each school in the locality. Enrollments of zero (0) should not be reported. All the "B" records follow the single "A" record.

1-1

1

Record Type

Constant of " B "

2-5

4

School Number

leading zeroes must be included, ie. 0070

6-6

1

Racial / Ethnicity Group

1 = American Indian or Alaskan Native
2 = Asian or Pacific Islander
3 = Black, not of Hispanic origin
4 = Hispanic
5 = White, not of Hispanic origin

7-8

2

Grade Level

Note: Students that have completed the eighth grade, but have not successfully completed the three sections of the Literacy Testing Program MUST be counted as Ungraded (UG).

PK = Prekindergarten
KG = Kindergarten
01 = First grade
02 = Second grade
03 = Third grade
04 = Fourth grade
05 = Fifth grade
06 = Sixth grade
07 = Seventh grade
08 = Eighth grade
09 = Ninth grade
10 = Tenth grade
11 = Eleventh grade
12 = Twelfth grade
PG = Post Graduate
UG = Ungraded

9-13

5

Enrollment

Actual number of students; include leading zeroes. ie. 00034

14-14

1

Asterisk

Constant = " * "

"Z" records -- for trailer information -- MANDATORY. The "Z" record follows the last "B" record. This record is the very last record on the file, and provides an accounting of students and the count of "B" records submitted.

1-1

1

Record Type

Constant of " Z "

2-4

3

Locality Number

leading zeroes must be included, ie. 003

5-11

7

Enrollment Total

Total of the "B" record, Enrollment field; include leading zeroes, ie. 0016898

12-16

5

Count of "B" records

The number of "B" records in the file, including leading zeroes. This help ensures that records were not lost in transmission.

17-17

1

Asterisk

Constant = " * "

AFALL MEMBERSHIP19931994040692003CLIFTON FORGE.......L ANDE JOHNSON......80422529478043718978ajohnson@pen.k12.va.us T*
{line may be wrapped for illustration purposes}
B039110700002* {2 AmerInd. students in 7th grade, sch. 0391)
B039120700001* {1 Asian students in 7th grade, sch. 0391}
B039230600013* {13 Black students in 6th grade, sch. 0392}
B039130700008* {8 Black students in 7th grade, sch. 0391}
B039130800009* {9 Black students in 8th grade, sch. 0391}
B039250600049* {49 White students in 6th grade, sch. 0392}
B039250700063* {63 White students in 7th grade, sch. 0392}
B039250800041* {41 White students in 8th grade, sch. 0392}
Z003000018600008* {186 total students, spanning 8 records}

The example shown in the header record indicates that this is a test submission for the 1993-1994 Fall Membership collection for Locality "003" Clifton Forge. It was prepared on April 6 1992 by L. Ande Johnson, telephone number (804) 225-2947, fax number (804) 371-8978. Ande can be reached also by e-mail at ajohnson@pen.k12.va.us

End of the Electronic Reporting File Layout Specifications