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CEDARS in SKYWARD October, 2010. CEDARS The Comprehensive Education Data and Research System OSPI The Washington Office of Superintendent of Public Instruction.

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Presentation on theme: "CEDARS in SKYWARD October, 2010. CEDARS The Comprehensive Education Data and Research System OSPI The Washington Office of Superintendent of Public Instruction."— Presentation transcript:

1 CEDARS in SKYWARD October, 2010

2 CEDARS The Comprehensive Education Data and Research System OSPI The Washington Office of Superintendent of Public Instruction EDS Education Data System WSIPCThe Washington School Information Processing Cooperative FTPFile Transfer Process EOCEnd of Course Acronyms Used in this Presentation

3 What is CEDARS? CEDARS is a data system that allows OSPI to collect, store and report information related to students, courses and teachers. Course data includes standardized state course codes and content areas. Student data includes demographics, enrollment information, schedules, grades, and program participation. Teacher data includes demographics, certifications, and schedules. WSIPC has developed a data extract process that creates and populates 13 specific CEDARS files using data from district Skyward databases. These files are then sent to the OSPI secure FTP site using an automated process. Files are created and sent automatically on a weekly basis. This PowerPoint presentation is designed be used in conjunction with the OSPI CEDARS Data Manual and provides Skyward users a lookup tool to quickly determine the Skyward data field(s) used to populate the fields in the CEDARS files. It is designed to provide information that will assist in the data analysis as a function of the CEDARS error correction process.

4 Today’s Agenda – Locating Your Exceptions in CEDARS (EDS) – Handling Logical Deletes in CEDARS – Skyward Data on your District Xport Drive – SSID Export and SSID Import – Skyward to CEDARS Data Cross-Reference – Q and A

5 Locating Your Exceptions in CEDARS

6 View Error Types is a summary of your error types. View Details is a list of the records in error. Error Records are the number of errors you have in the Table.

7 When using View Error Types, you can quickly see a summary of the types of errors occurring. Locating Your Exceptions in CEDARS

8 When using Error Details, you can export your errors to Excel. This makes locating information easier. Locating Your Exceptions in CEDARS

9 Click on the Submission List at the bottom left side of the screen CEDARS Logical Delete Process

10 In this example, Student Schedule and Staff Schedule reached the threshold CEDARS Logical Delete Process

11 Select one of the tables to view CEDARS Logical Delete Process

12 The records pending logical delete will be displayed CEDARS Logical Delete Process

13

14 Skyward Data on your district Export drive 1. Thirteen files are created from Skyward for CEDARS. These "source" files are stored on your Export drive in Citrix. 2. On your Citrix desktop, double click on the ESD101-MF-## icon. Double click on your Export (X) drive.

15 Skyward Data on your district Export drive 3. In your export drive, look for folders with little zippers on them. The folders are named: DistrictNumber_0000_CEDARS_YearMonthDay_SchoolYear.ZIP Right click on that file and choose Extract All from the resulting menu. An Extraction Wizard will walk you through the few steps necessary to unzip the files and will save them into a new folder that will be created in your Export drive. The name of this folder will include the date of the extract from WSIPC. 4. After clicking Finish on the Wizard, you will see 13 text files listed on your screen. Find the file that has your errors, Staff, Location, etc.

16 Skyward Data on your district Export drive 5.To open a file to review the data, right click on it and choose Open With/Choose Program from the resulting menu. Within the box that appears, choose Microsoft Excel. Locate your errors. 6.Errors cannot be corrected on EDS or in the source files; errors must corrected in Skyward. 7.CEDARS data will be sent to OSPI every Thursday night at midnight. Remember: The goal is for all of us to maintain as accurate data as possible.

17 SSID extracts and imports This is a two part process: 1.Create an Extract file with the new SSIDs from EDS 2.Import the new SSIDs into Skyward

18 SSID extracts and imports Part 1 – Create The Extract File There are two ways to Create the Extract File: A.Use the CEDARS Match Process and Export (see the CEDARS FAQ instructions) B.Use the two step process in Skyward, Import them into EDS, Use the CEDARS Match Process and Export Both processes conclude with a file of student names and SSID numbers.

19 SSID extracts and imports Part 1 – Create The Import file If you choose Step B to create the Export file: WS/State Reports/WA/SSID (Entity 000) Run the Export Students without State IDs choosing to ‘Create an SSID Extract File and Report’ Run the View/Save Locally for State Transfer, selecting the correct file. This places the file in the Export drive. This creates the file in your district’s Export Drive. Import the SSIDReport.txt file into EDS, use the EDS Match process and Export the file to your Export Drive.

20 SSID extracts and imports Part 2 –Import SSIDs Into Skyward WS/State Reports/WA/SSID (Entity 000) Run the Import Student State IDs Browse for the SSIDReport.txt Import the SSIDs

21 Skyward Data Cross Reference

22 CEDARS Location File (A) This file contains information about each district with an OSPI assigned County-District Code and each school within the district. Each of the District’s schools with enrolled students will be reported in this file using the OSPI assigned school code. Additional district and school information will continue to be collected through the Education Data System (EDS) Profile. This CEDARS file is necessary to link data between the thirteen (13) CEDARS files. Placeholder records that districts may use for programs or sub-sets of schools should not be reported in this file.

23 Element A01 – School Year CEDARS Field Name: SchoolYear Web Access Path: SM/PS/PS/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition CEDARS Location File (A)

24 Element A02 – County District Code CEDARS Field Name: CountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element A03– District NameCEDARS Field Name: DistrictName Web Access Path: PS/CA/DS/CF/DI/District Name WESPaC Path: SA/SY/DC/DI/District Name

25 CEDARS Location File (A) Element A04 – Location IDCEDARS Field Name: LocationID Web Access Path: Entity selected WESPaC Path: Entity selected

26 CEDARS Location File (A) Element A06 – School NameCEDARS Field Name: SchoolName Web Access Path: WS/OF/PS/CO/SC/School Name WESPaC Path: SM/EN/Edit Entity/EntitySchool/School Element A05 – School CodeCEDARS Field Name: SchoolCode Web Access Path: WS/OF/PS/CO/SC/School Number WESPaC Path: SM/EN/Edit Entity/Edit School/School #

27 CEDARS District Student File (B) This file consists of a record(s) for each student served in the district during the current school year along with the basic demographic data associated with the student. A student should have a record for each enrollment. Multiple enrollment records within one district will be necessary if the student enters, exits, and reenters a district. Entry and exit dates may not overlap for individual students.

28 CEDARS District Student File (B) In some cases a student may need to be excluded from CEDARS

29 Element B01 – School Year CEDARS Field Name: SchoolYear Web Access Path: SM/PS/PS/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition CEDARS District Student File (B)

30 Element B02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode Web Access Path: : PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element B03 – Resident County District Code CEDARS Field Name: ResidentCountyDistrictCode Web Access Path: WS/ST/PR/Entry-With/Edit/Res Dist WESPaC Path: SM/ST/Entry-With/Edit/Res Dis Element B04 – District Student IDCEDARS Field Name: DistricStudentID Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID

31 CEDARS District Student File (B) Element B06 – Legal Last NameCEDARS Field Name: LegalLastName Web Access Path: WS/ST/PR/General/Profile/Edit/Last WESPaC Path: SM/ST/General 1 tab/Edit/Last Name Element B07 – Legal First NameCEDARS Field Name: LegalFirstName Web Access Path: WS/ST/PR/General/Profile/Edit/First WESPaC Path: SM/ST/General 1 tab/Edit/First Name Element B08 – Legal Middle NameCEDARS Field Name: LegalMiddleName Web Access Path: WS/ST/PR/General/Profile/Edit/Middle WESPaC Path: SM/ST/General 1 tab/Edit/Middle Name Element B09 – Birth DateCEDARS Field Name: Birthdate Web Access Path: WS/ST/PR/General/ Birth Hist/Edit/Date of Birth WESPaC Path: SM/ST/General 1 tab/Edit/Date of Birth

32 CEDARS District Student File (B) Element B10 – Birth CountryCEDARS Field Name: BirthCountry Web Access Path: WS/ST/PR/General/Birth Hist/Edit/Birth Country WESPaC Path: N/A

33 CEDARS District Student File (B) Element B11 – Ethnicity Code This is no longer an Active Data Element Element B12 – GenderCEDARS Field Name: Gender Web Access Path: WS/ST/PR/General/Profile/Edit/Gender WESPaC Path: SM/ST/General 1 tab/Edit/Gender

34 CEDARS District Student File (B) Element B13 – Grade LevelCEDARS Field Name: GradeLevelCode Web Access Path: N/A WESPaC Path: N/A Grade Level is calculated as: (SCHOOLYEAR – SKYWARD.STUDENT.GRAD-YR) If the grade level is greater than 12, GD is reported. This is not a valid value for this element. Therefore, an error will be received and the student status must be reviewed in the database. (For active students only), If the grade level is less than zero, PK is reported. If the grade level is equal to zero, K is reported and the GLO Grade Level Override field (STUDENT.STUDENT-ECP) is checked for a K1 or K3. If the GLO is a K1 or K3, student is reported as a K1 grade level; otherwise, the student is reported as a K2 grade level. Use the following chart to determine the correct values for entry in the GLO field for Kindergarten students (note that the P223 Reporting Requirement is different but is based on the same values that are entered in the GLO field in Skyward):

35 CEDARS District Student File (B) Element B14 – Date Enrolled in DistrictCEDARS Field Name: DistrictEnrollmentDate Web Access Path: WS/ST/PR/Entry-With/Edit/Most Recent District Entry Date, if C08 is blank - or - WS/ST/PR/Entry-With/Edit/ District Enrollment Date as of Withdrawal Date, if Element C08 is not blank WESPaC Path: SM/ST/Entry-With/Edit/Most Recent District Entry Date - if Element C08 is blank - or - SM/ST/Entry-With/Edit/District Enrollment Date as of Withdrawal Date, if Element C08 is not blank Element B15 – Date Exited from DistrictCEDARS Field Name: DistrictExitDate Web Access Path: WS/ST/PR/Entry-With/Edit/Withdrawal Date WESPaC Path: SM/ST/Entry-With tab/Edit/Withdrawal Date

36 CEDARS District Student File (B) Element B16 – Disability CodeCEDARS Field Name DisabilityCode Web Access Path: WS/SS/SE/PR/Disabilities/Edit/Disability/State Report Code WESPaC Path: SM/SS/SE/Disability(s) tab/Disability Code/State Report Code

37 CEDARS District Student File (B) Element B17 – Student Primary Language Code CEDARS Field Name: PrimaryLanguageCode Web Access Path: WS/ST/PR/General/Profile/Edit/Native Language/Edit/Type WS/ST/PR/General/Profile/Edit/Language/Edit/Type Element B18 – Student Language Spoken at Home CEDARS Field Name: LanguageSpokenAtHome Web Access Path: WS/ST/PR/General/Profile/Edit/Home Language/Edit/Type or WS/ST/PR/Family tab/Edit/Home Language/Edit/Type

38 CEDARS District Student File (B) Element B19 – Social Security Number (SSN) CEDARS Field Name: SSN Web Access Path: WS/ST/PR/WA-NCLB)/SSN WESPaC Path: SM/ST/WA-NCLB tab/Edit/SSN

39 CEDARS District Student File (B) Element 20 – Residential Zip Code + 4 CEDARS Field Name: ZipCode Web Access Path: WS/ST/PR/General/Address/Edit Home/Zip Code WESPaC Path: SM/ST/Family tab/Edit/Zip Code

40 CEDARS District Student File (B) Element B21 – Is Student Homeless? CEDARS Field Name: IsHomeless Web Access Path: WS/ST/PR/NCLB-2/Homeless WESPaC Path: SM/ST/NCLB-2 tab/Homeless

41 CEDARS District Student File (B) Element B22 – Is Student an Approved Private School Student Attending Class Part-Time? CEDARS Field Name: IsApprovedPrivateSchoolStudentAttendingPartTime Web Access Path: WS/ST/PR/Categories/District/Edit Catg WESPaC Path: SM/ST/General 2 tab/Edit Catg - or - SM/ST/Entity tab/Edit Catg 7

42 CEDARS District Student File (B) Element B23 – Is Student a Home-Schooled Student Attending Class Part-Time? CEDARS Field Name: IsHomeBasedStudentAttendingPartTime Web Access Path: WS/ST/PR/Categories/District/Edit Catg WESPaC Path: SM/ST/General 2 tab/Edit Catg - or - SM/ST/Entity tab/Edit Catg

43 CEDARS District Student File (B) Element B24 – Is Student from a Foreign Country with an F-1 Visa? CEDARS Field Name: IsF1VisaForeignExchangeStudent Web Access Path: WS/ST/PR/Categories/District/Edit Catg WESPaC Path: SM/ST/General 2 tab/Edit Catg - or - SM/ST/Entity tab/Edit Catg

44 CEDARS District Student File (B) Element B25 – Is Student In Foster Care? CEDARS Field Name: IsStudentInFosterCare Web Access Path: WS/ST/PR/Categories/District/Edit Catg WESPaC Path: SM/ST/General 2 tab/Edit Catg - or - SM/ST/Entity tab/Edit Catg

45 CEDARS District Student File (B) Element B26 – Graduation Requirements Year CEDARS Field Name: GradRequirementsYear Web Access Path: WS/ST/PR/General/Profile/Grad Req Base Yr WESPaC Path: SM/ST/General 1 tab/Edit/Grad Req Base Yr

46 CEDARS District Student File (B) Element B27 – Student Expected Year of Graduation CEDARS Field Name: ExpectedGradYear Web Access Path: WS/ST/PR/General/Profile/WA Grad Yr WESPaC Path: SM/ST/General 1 tab/Edit/WA Grad Yr Element B28 – Cumulative Grade Point AverageCEDARS Field Name: GPA Web Access Path: WS/ST/PR/GPA/WA GPA/GPA WESPaC Path: N/A Element B29 – Credits AttemptedCEDARS Field Name: CreditsAttempted Web Access Path: WS/ST/PR/GPA/WA GPA/Credits Attemped WESPaC Path: N/A Element B30 – Credits EarnedCEDARS Field Name: CreditsEarned Web Access Path: WS/ST/PR/GPA/WA GPA/Credits Earned WESPaC Path: N/A

47 CEDARS School Student File (C) This file consists of a record(s) for each student of the enrollment data associated with each entry and exit for every school that served the student within the current school year. A student should have a record for each enrollment. Multiple enrollment records within one school will be necessary if the student enters exits and reenters a school. Entry and exit dates may not overlap for individual students.

48 Element C01 – School Year CEDARS Field Name: SchoolYear Web Access Path: SM/PS/PS/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition CEDARS School Student File (C)

49 Element C02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element C03 – District Student IDCEDARS Field Name: DistricStudentID Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID

50 CEDARS School Student File (C) Element C04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/State SSID Number WESPaC Path: SM/ST/WA-NCLB/State SSID Number

51 CEDARS School Student File (C) Element C05 – Location IDCEDARS Field Name: LocationID Web Access Path: Entity selected WESPaC Path: Entity selected Element C06 – Date Student Enrolled in School CEDARS Field Name: SchoolEnrollmentDate Web Access Path: WS/ST/PR/Entry-With/Edit/Entry WESPaC Path: SM/ST/Entry-With tab/Edit/Entry Date Element C07 –School Entry Code CEDARS Field Name: SchoolEntryCode Web Access Path: WS/ST/PR/Entry-With/Edit/Entry Code WESPaC Path: SM/ST/Entry-With tab/Edit/Entry Code

52 CEDARS School Student File (C) Element C09 – School Withdrawal CodeCEDARS Field Name: SchoolWithdrawalCode WS/ST/PR/Entry-With/Edit/Withdrawal Information/Code WESPaC Path: SM/ST/Entry-With tab/Edit/Withdrawal Information/Code Element C08 – Date Student Exited From School CEDARS Field Name: SchoolExitDate Web Access Path: WS/ST/PR/Entry-With/Edit/Entry WESPaC Path: SM/ST/Entry-With tab/Edit/Entry Date

53 CEDARS School Student File (C) Element C10 – Is this the School that is Primarily Responsible for the Student? CEDARS Field Name: IsPrimarySchool Web Access Path: WS/ST/Entity/Entity Info/Edit/WA Primary School or WS/ST/Entity/Entity Info/Edit/Default Entity or WS/ST/PR/Entry-With/Edit/Withdrawal Information/Default Entity WESPaC Path: SM/ST/Entity tab/Edit/WA Primary School or SM/ST/Entity tab/Edit/ Default Entity

54 CEDARS School Student File (C) Element C11– School Choice Code CEDARS Field Name: IsSchoolChoiceCode Web Access Path: WS/ST/PR/NCLB-2/Non-Res In/Edit/Enrolled In Type WESPaC Path: SM/ST/NCLB-2 tab/Non-Res Enrl In/Edit/Enrolled In Type

55 CEDARS School Student File (C) Element C12 – Cumulative Days Present this Enrollment Period CEDARS Field Name: CumulativeDaysPresent Web Access Path: N/A WESPaC Path: N/A Element C13 – Cumulative Number of Unexcused Absences Enrollment Period CEDARS Field Name: NumUnexcusedAbsences Web Access Path: N/A WESPaC Path: N/A

56 CEDARS Course Catalogue File (D) This file is a catalog of all courses for all grades in the current school year offered at each school in the district. There should be one record for each course offered at each school within the district. For example, if Eng101 is offered at two schools, there would be two records in this file for Eng101, one for each school in the district offering the course.

57 Element D01 – School Year CEDARS Field Name: SchoolYear Web Access Path: SM/PS/PS/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition CEDARS Course Catalogue File (D)

58 CEDARS Course Catalog File (D) Element D02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element D03 – Location ID CEDARS Field Name: LocationID Web Access Path: Entity selected WESPaC Path: Entity selected

59 CEDARS Course Catalogue File (D) Element D04 – Course ID CEDARS Field Name: CourseID Web Access Path: WS/OF/SC/BC/CM/Edit Course/Course Key WESPaC Path: SM/OF/CS/MA/Edit Course/Course Key Element D05 – Course Title CEDARS Field Name: CourseTitle Web Access Path: WS/OF/SC/BC/CM/Edit Course/Long Description WESPaC Path: SM/OF/CS/MA/Edit Course/Long Description

60 CEDARS Course Catalogue File (D) Element D06 – Content Area Code CEDARS Field Name: ContentAreaCode Web Access Path: WS/OF/SC/BC/CM/Edit Course/State Details/Content Area Code WESPaC Path: N/A

61 CEDARS Course Catalogue File (D) Element D07 – Course Designation Code CEDARS Field Name: CourseDesignationCode Web Access Path: WS/OF/SC/BC/CM/Edit Course/Washington State Specific WESPaC Path: SM/OF/CS/MA/Edit Course/More button – Online Course and Cambridge Program Not Available

62 CEDARS Course Catalogue File (D) Element D08 – State Course Code CEDARS Field Name: StateCourseCode Web Access Path: WS/OF/SC/BC/CM/Edit Course/State Details/State Course Code WESPaC Path: N/A CEDARS State Course Codes for Mathematics EOC Testing:

63 CEDARS Course Catalogue File (D) Element D09 – Advanced Placement (AP) and International Baccalaureate (IB) Code CEDARS Field Name: APIBCourseCode Web Access Path: WS/OF/SC/BC/CM/Edit Course/Washington State Specific/Advanced Placement WESPaC Path: SM/OF/CS/MA/Edit Course/More button/Adv Placement

64 CEDARS Course Catalogue File (D) Element D10 – Classification of Instructional Program (CIP) Code Number CEDARS Field Name: CIPCode Web Access Path: WS/OF/SC/BC/CM/Edit Course/General Properties/CIP Code WESPaC Path: SM/OF/CS/MA/Edit Course/CIP Code Element D11 – Is Career and Technical Education (CTE) Direct Transcription Available? CEDARS Field Name: IsDirectTranscriptionAvailable Web Access Path: WS/OF/SC/BC/CM/Edit Course/Washington State Specific/Direct Transcription Available WESPaC Path: SM/OF/CS/MA/Edit Course/More button/Direct Transcription Available

65 CEDARS Student Schedule File (E) Schedules for each student in grade PK through grade 12 will be provided in this file. Only include those courses the student is currently taking during the term effective at the time of submission.

66 CEDARS Student Schedule File (E) Element E01 – School Year CEDARS Field Name: SchoolYear Web Access Path: SM/PS/PS/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition

67 CEDARS Student Schedule File (E) Element E02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element E03 – District Student ID CEDARS Field Name: DistrictStudentId Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID Element E04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number WESPaC Path: SM/ST/WA-NCLB/Edit/State SSID Number

68 CEDARS Student Schedule File (E) Element E05 – Location ID CEDARS Field Name: LocationID Web Access Path: Entity selected WESPaC Path: Entity selected

69 CEDARS Student Schedule File (E) Element E06 – Course ID CEDARS Field Name: CourseId Web Access Path: WS/OF/SC/BC/CM/Edit Course/Course Key WESPaC Path: SM/OF/CS/MA/Edit Course/Course Key Element E07 – Section ID CEDARS Field Name: SectionID Web Access Path: WS/ST/PR/ Scheduling/Current/Edit/Course and Class Information/Section WESPaC Path: SM/ST/ Scheduling tab/Edit/Edit/Course and Class Information/Section Element E08 – Term CEDARS Field Name: Term Web Access Path: WS/ST/PR/Scheduling/Current/Edit/Course and Class Information/Term WESPaC Path: SM/ST/Scheduling tab/Edit/Edit/Course and Class Information/Term

70 CEDARS Staff File (F) This file contains information about district staff teaching a course or assigned to a homeroom for the current school year in grades PK–12. There should be one entry for each staff type for each staff member. If a staff member serves more than one school, then that information is captured in the Staff Schedule File G.

71 CEDARS Staff File (F) Element F01 – School Year CEDARS Field Name: SchoolYear Web Access Path: SM/PS/PS/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition

72 CEDARS Staff File (F) Element F02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element F03 – Staff ID CEDARS Field Name: StaffId Web Access Path: WS/OF/SC/BS/SM/Expand Course/Expand Meet Details/Edit/Tea WESPaC Path: SM/OF/CS/CM/Edit Meet/Teacher

73 CEDARS Staff File (F) Element F04 – Staff Type Code CEDARS Field Name: StaffTypeCode Web Access Path: WS/SF/SF/WA/Staff Type Code/Edit/WA Staff Type WESPaC Path: HR/EM/Main tab/Export CEDARS data from this plan HR/EM/Assignments tab/Edit/Assignment Breakdown button/Duty (for combined districts) Element F05 – Certification Number CEDARS Field Name: CertificationNumber Web Access Path: WS/SF/SF/Edit/Cert Number WESPaC Path: HR module: HR/PR/Credits tab/Edit Certifications/Certification # Student module: SM/SF/Edit Staff/Cert Number

74 CEDARS Staff File (F) Element F06 – Last Name CEDARS Field Name: LastName Web Access Path: WS/SF/SF/Edit/Edit Name/Last Name WESPaC Path: SM/SF/Edit Name/Last Name Element F07 – First Name CEDARS Field Name: FirstName Web Access Path: WS/SF/SF/Edit/Edit Name/First Name WESPaC Path: SM/SF/Edit Name/First Name Element F08 – Middle Name CEDARS Field Name: MiddleName Web Access Path: WS/SF/SF/Edit/Edit Name/Middle Name WESPaC Path: SM/SF/Edit Name/Middle Name

75 CEDARS Staff File (F) Element F09 – Birth Date CEDARS Field Name: BirthDate Web Access Path: WS/SF/SF/Edit/Edit Name/Date of Birth WESPaC Path: SM/SF/Edit Name/Date of Birth

76 CEDARS Staff Schedule File (G) Schedules for each staff member in all grades PK–12 teaching a course or assigned to a homeroom will be detailed in this file. The Staff Schedule File will include all teachers and the courses currently taught by teachers in the current school year. Only include those courses the teacher is currently instructing during the term effective at the time of submission.

77 CEDARS Staff Schedule File (G) Element G01 – School Year CEDARS Field Name: SchoolYear Web Access Path: SM/PS/PS/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition

78 CEDARS Staff Schedule File (G) Element G02 – Serving County District Code CEDARS Field Name:ServingCountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element G03 – Location ID CEDARS Field Name: LocationID Web Access Path: Entity selected WESPaC Path: Entity selected

79 CEDARS Staff Schedule File (G) Element G04 – Staff ID CEDARS Field Name: StaffId WESPaC Source: CLASS-MEET.NAME-ID Web Access Path: WS/OF/SC/BC/SM/Expand Course/Expand Meet Details/Edit/Teacher Element G05 – Course ID CEDARS Field Name: CourseId Web Access Path: WS/OF/SC/BC/SM/Expand Course/Course Key WESPaC Path: SM/OF/CS/MA/Edit Course Element G06 – Section ID CEDARS Field Name: SectionId Web Access Path: WS/OF/SC/BC/SM/Expand Course/Expand Meet Details/Edit/Class (Section number) WESPaC Path: SM/OF/CS/MA/Edit Meet/Class (Section Number) Element G07 – Term CEDARS Field Name: Term Web Access Path: WS/OF/SC/BC/SM/Expand Course/Expand Meet Details/Scheduling Term Start WESPaC Path: SM/OF/CS/MA/Edit Meet/Scheduling Term Start

80 CEDARS Grade History File (H) This file contains records for every student’s high school credit courses where credit was attempted. The final grade for the course must be the same grade that will appear on the student’s transcript. Grade history records for courses the student received from schools outside the serving district should be reported using 9999.

81 CEDARS Grade History File (H) Element H01 – School Year CEDARS Field Name: SchoolYear Web Access Path: SM/PS/PS/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition

82 CEDARS Grade History File (H) Element H02 – Serving County District Code CEDARS Field Name: ServingCountyDistrictCode Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element H03 – District Student ID CEDARS Field Name: DistrictStudentID Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID Element H04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number WESPaC Path: SM/ST/WA-NCLB/Edit/State SSID Number

83 CEDARS Grade History File (H) Element H05 – Location ID CEDARS Field Name: LocationId Web Access Path: Entity selected WESPaC Path: Entity selected

84 CEDARS Grade History File (H) Element H06 – Staff ID CEDARS Field Name: StaffId Web Access Path: WS/OF/SC/BC/SM/Expand Course/Expand Meet Details/Edit/Teacher WESPaC Path: SM/OF/CS/CM/Edit Meet/Teacher Element H07 – Course ID CEDARS Field Name: CourseId Web Access Path: WS/OF/SC/BC/CM/Edit Course/Course Key WESPaC Path: SM/OF/CS/MA/Edit Course/Course Key Element H08 – Course Title CEDARS Field Name: CourseTitle Web Access Path: WS/OF/SC/BC/CM/Edit Course /Short Description WESPaC Path: SM/OF/CS/MA/Edit Course/Short Description

85 CEDARS Grade History File (H) Element H09 – Grade Level Code CEDARS Field Name: GradeLevelCode Web Access Path: WS/ST/PR/Grades tab/Class History/Edit (Current & Historical) WESPaC Path: SM/ST/Grades tab/History/Edit/Grade Element H10 – Letter GradeCEDARS Field Name: LetterGrade Web Access Path: WS/OF/GR/GS/ Expand Student/ Classes/Edit (Current & Historical) WESPaC Path: SM/OF/GR/GE - or SM/ST/Grades tab/History/ Edit/Grade History Entry

86 CEDARS Grade History File (H) Element H11 – Credits Attempted CEDARS Field Name: CreditsAttempted Web Access Path: N/A WESPaC Path: N/A Element H12 – Credits Earned CEDARS Field Name: CreditsEarned Web Access Path: N/A WESPaC Path: N/A Element H13 – Course Designation Code CEDARS Field Name: CourseDesignationCode Web Access Path: WS/OF/SC/BC/MA/Edit Course/Washington State Specific WESPaC Path: SM/OF/CS/MA/Edit Course/More button

87 CEDARS Grade History File (H) Element H14 – Content Area Code CEDARS Field Name: ContentAreaCode Web Access Path: WS/OF/SC/BC/CM/Edit Course/State Details/Content Area Code WESPaC Path: N/A Element H15 – State Course Code CEDARS Field Name: StateCourseCode Web Access Path: WS/OF/SC/BC/CM/Edit Course/State Details/State Course Code WESPaC Path: N/A

88 CEDARS Grade History File (H) Element H16 – Advanced Placement (AP) and International Baccalaureate (IB) Code CEDARS Field Name: APIBCourseCode Web Access Path: WS/OF/SC/BC/CM/Edit Course/Washington State Specific/Advanced Placement WESPaC Path: SM/OF/CS/MA/Edit Course/More button/Adv Placement

89 CEDARS Grade History File (H) Element H17 – Classification of Instructional Program (CIP) Code Number CEDARS Field Name: CIPCode Web Access Path: WS/OF/SC/BC/CM/Edit Course/General Properties/CIP Code WESPaC Path: SM/OF/CS/MA/Edit Course/CIP Code Element H18 – Term End Date CEDARS Field Name: TermEndDate Web Access Path: WS/OF/GR/PS/CF/CL/expand ID/expand Class Control Sets/Edit/Class End Date WESPaC Path: SM/OF/GR/CO/GR/Course Length Sets tab/Edit Control/Class Stop Date Element H19 – Term CEDARS Field Name: Term Web Access Path: WS/OF/GR/PS/CF/CL/Class Control Sets/Edit/Scheduling Values/Start Term WESPaC Path: SM/OF/GR/CO/GR/Course Length Sets tab/Schedule Value/Start Term

90 CEDARS Grade History File (H) Element H20 – Is the Student a Career and Technical Education (CTE) Program Completer? CEDARS Field Name: IsVocationalCompleter Web Access Path: WS/ST/PR/CTE tab/Add/CTE Completer WESPaC Path: N/A Element H21 – Did Student Receive a State or Nationally Recognized Industry Certification? CEDARS Field Name: HasIndustryCertification Web Access Path: WS/ST/PR/CTE tab/Add/Industry Certificate WESPaC Path: N/A

91 CEDARS Grade History File (H) Element H22 – Is Career and Technical Education (CTE) Direct Transcription Available? CEDARS Field Name: IsDirectTranscriptionAvailable Web Access Path: WS/OF/SC/BC/MA/Edit Course/Washington State Specific/Direct Transcription Available WESPaC Path: SM/OF/CS/MA/Edit Course/More button/Direct Transcription Available Element H23 – Is Tech Prep Completer? CEDARS Field Name: IsTechPrepCompleter Web Access Path: WS/ST/PR/CTE tab/Add/Tech Prep Completer WESPaC Path: NA

92 CEDARS Grade History File (H) Element H24 – Did the Student Take or Pass a State or Nationally Recognized Assessment of Technical Skill and Knowledge? Web Access Path: WS/ST/PR/Test Scores/expand CTE Assessment test/expand Scores/Score column WESPaC Path: SM/ST/Test Scores tab/Edit/Score column of the CTE Assessment test

93 CEDARS Student Programs File (i) This file details student participation in various programs for the current school year. There should be one record per student per program for the current school year. For example, if a student enters, exits and re-enters a program, there should be two records to reflect these two separate enrollments into the program. If a student is participating in or received services from more than one program, there should be a record for each program. Information for the State Transitional Bilingual Instruction Program is not included in this file. It is reported separately in the Student Bilingual Programs File J. Information for the Special Education Program is not included in this file. It is reported separately in the Student Special Education Programs File K.

94 CEDARS Student Programs File (i) Element I01 – School Year CEDARS Field Name: School Year Web Access Path: PS/SM/ES/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition Element I02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element I03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID

95 CEDARS Student Programs File (i) Element I05 – Location ID CEDARS Field Name: Location Id Web Access Path: Entity selected WESPaC Path: Entity selected Element I04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number WESPaC Path: SM/ST/WA-NCLB/Edit/State SSID Number

96 CEDARS Student Programs File (i) Element I06 – Program Code CEDARS Field Name: Program Code ALL Program Codes are on WA/NCLB Student Programs with the exception of #16 and #19 Web Access Path: WS/ST/PR/WA-NCLB/Student Programs button/Edit/Funding Source #16 - WS/ST/PR/NCLB-2 tab/Section 504 #19 - WS/ST/PR/Food Service tab/Lunch Code WESPaC Path: SM/ST/WA-NCLB tab/Student Programs button/Edit/Funding Source #16 - SM/ST/NCLB-2 tab/Section 504 #19 - SM/FS/PM/MP - or- SM/FS/PM/MA - or- SM/FS/PM/MC - or- SM/ST/FS tab

97 CEDARS Student Programs File (i) Element I08 – Program Exit Date CEDARS Field Name: Exit Date Web Access Path: WS/ST/PR/WA-NCLB/Student Programs button/Edit/Program End Date WESPaC Path: SM/ST/WA-NCLB tab/Student Programs button/Edit/Program End Date Element I07 – Program Start Date CEDARS Field Name: Start Date Web Access Path: WS/ST/PR/WA-NCLB/Student Programs button/Edit/Program Start Date WESPaC Path: SM/ST/WA-NCLB tab/Student Programs button/Edit/Program Start Date

98 CEDARS Student Programs File (i) Element I09 – Exit Reason Code CEDARS Field Name: Exit Reason Code Reporting null due to the fact that the field is optional and is not available in the database. Web Access Path: N/A WESPaC Path: N/A Element I10 – Qualification Code CEDARS Field Name: Qualification Code Food Service Washington Reason Code when Program Code = 19 (Free/Reduced Meals) Web Access Path: WS/ST/PR/Food Service WESPaC Path: SM/FS/PM/MP - or- SM/FS/PM/MA - or- SM/FS/PM/MC - or- SM/ST/Food Service tab

99 CEDARS Student Bilingual Programs File (J) This file captures program information unique to the State Transitional Bilingual Instruction Program. There should be one entry for each student per enrollment into the program for the current school year. For example, if a student enters, exits, and re-enters the State Transitional Bilingual Instruction Program, there should be two entries to reflect these two separate enrollments into the Program. This file also captures students who are eligible for the State Transitional Bilingual Instruction Program, but are not served.

100 CEDARS Student Bilingual Programs File (J) Element J01 – School Year CEDARS Field Name: School Year Web Access Path: PS/SM/ES/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition Element J02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element J03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID

101 CEDARS Student Bilingual Programs File (J) Element J04 – State Student ID (SSID)CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number WESPaC Path: SM/ST/WA-NCLB/Edit/State SSID Number Element J05 – Location ID CEDARS Field Name: Location Id Web Access Path: Entity selected WESPaC Path: Entity selected

102 CEDARS Student Bilingual Programs File (J) Element J06 – Instructional Model Code CEDARS Field Name: Instructional Model Code Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Instructional Model WESPaC Path: N/A

103 CEDARS Student Bilingual Programs File (J) Element J07 – Program Start Date CEDARS Field Name: Start Date Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Start Date WESPaC Path: SM/ST/NCLB-2 tab/Limited Eng Prof/Edit/Start Date

104 CEDARS Student Bilingual Programs File (J) Element J08 – Program Exit Date CEDARS Field Name: Exit Date Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/End Date WESPaC Path: SM/ST/NCLB-2 tab/Limited Eng Prof/Edit/End Date

105 CEDARS Student Bilingual Programs File (J) Element J09 – Exit Reason Code CEDARS Field Name: Exit Reason Code Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Exit Reason WESPaC Path: N/A Valid Reasons: a – Re-designated/Transitioned b – Graduated c – Drop-out d – Left for other Reasons e – Transferred/Moved out of district g – Primary LEP factors attributed to Special Education

106 CEDARS Student Bilingual Programs File (J) Element J10 – Placement Test Scale Score CEDARS Field Name: Placement Test Scale Score Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Placement Test/Scale Score WESPaC Path: N/A Element J11 – Placement Test Level Score CEDARS Field Name: Placement Test Level Score Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Placement Test/Level Score WESPaC Path: N/A Element J12 – Placement Test Date CEDARS Field Name: Placement Test Date Web Access Path: WS/ST/PR/NCLB-2/Ltd Eng Prof/Edit/Placement Test/Test Date WESPaC Path: N/A

107 CEDARS Student Bilingual Program File (J) Element J14 – Initial USA Placement Date CEDARS Field Name: Initial USA Placement Date Reporting null due to the fact that the field is optional and is not available in the database. Web Access Path: N/A WESPaC Path: N/A Element J15 – Number of Months US Attendance CEDARS Field Name: Num Months US Attendance If using I06 Program Code 15, Title III Immigrant, report the number of months the student attended school in the US (grades PK-12) prior to enrolling in this district. Web Access Path: WS\ST\PR\WA-NCLB\Nbr Of Mnths US Attn WESPaC Path: N/A

108 CEDARS Student Bilingual Program File (J) Element J16 – Number of Months Non US Formal Education CEDARS Field Name: Num Months Non US Formal Attendance Reporting null due to the fact that the field is optional and is not available in the database. Web Access Path: N/A WESPaC Path: N/A

109 CEDARS Special Education Programs File (K) This file captures program information unique to the Special Education Program. There should be one entry for each student per enrollment into the program for the current school year. For example, if a student enters, exits and re-enters the Special Education Program, there should be two entries to reflect these two separate enrollments into the Program.

110 CEDARS Special Education Programs File (K) A student is considered Special Education by CEDARS if: The student has any data elements required for File K AND The student does NOT have a District Exit Date (B15) AND The student does NOT have an Exit Reason Date and an Exit Reason Code (K08 & K09)

111 CEDARS Special Education Programs File (K) Element K01 – School Year CEDARS Field Name: School Year Current School Year on Entity 000 Web Access Path: PS/SM/ES/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition Element K02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element K03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID

112 CEDARS Special Education Programs File (K) Element K05 – Location ID CEDARS Field Name: Location Id Web Access Path: Entity selected WESPaC Path: Entity selected Element K04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number WESPaC Path: SM/ST/WA-NCLB/Edit/State SSID Number

113 CEDARS Special Education Programs File (K) Element K06 – Least Restrictive Environment (LRE) Code CEDARS Field Name: LRE Code Web Access Path: WS/SS/SE/PR/IEP Information/IEP Information/Edit/Least Restrictive Environment WESPaC Path: SM/SS/SE/IEP Info tab/LRE button/LRE Training Information: The LRE Code is reported from the student’s most current IEP record, even if the IEP has a future date. Element K07 – Start Date CEDARS Field Name: Start Date Web Access Path: WS/SS/SE/PR/IEP Information/IEP Information/Edit/Start IEP WESPaC Path: SM/SS/SE/Gen. Info button/Upd Place/Begin Date

114 CEDARS Special Education Programs File (K) Element K08 – Exit Date CEDARS Field Name: Exit Date Web Access Path: WS/SS/SE/PR/State Reporting/Edit/Exit Date WESPaC Path: SM/SS/SE/State Rpt button/Exit Date Element K09 – Exit Reason Code CEDARS Field Name: Exit Reason Code Web Access Path: WS/SS/SE/PR/State Reporting/Edit/Exit Reason/Edit/State Rpt Code WESPaC Path: SM/SS/SE/State Rpt button/Exit Code 1 = re-evaluated, no longer SPED; 2 = aged out; 3 = grad w/diploma; 4 = parent revokes consent

115 CEDARS Special Education Programs File (K) Element K10 – Initial Referral Date CEDARS Field Name: Initial Referral Date This field is optional. Web Access Path: SM/SS/PR/SE/Referrals tab/ Date of Referral WESPaC Path: N/A Element K11 – Initial Eligibility Date CEDARS Field Name: Initial Eligibility Date Reporting blank due to the fact that the field is optional and is not available in the database. Web Access Path: N/A WESPaC Path: N/A

116 CEDARS Special Education Programs File (K) Element K12 – Last IEP Review Date CEDARS Field Name: Last IEP Review Date Web Access Path: WS/SS/SE/PR/IEP Information/Edit/Last IEP Meeting WESPaC Path: SM/SS/SE/IEP Info tab/Last IEP Meeting

117 CEDARS Special Education Programs File (K) Element K13 – Last Evaluation Date CEDARS Field Name: Last Evaluation Date This field is optional. Web Access Path: WS/SS/SE/PR/Evaluation Info/Edit/Evaluation Completed WESPaC Path: SM/SS/SE/Eval Info tab/Eval Compl Date

118 This file captures ethnicity information unique to each student. This file consists of at least one record for each student served in the district during the current school year along with ethnicity data associated with the student. If Ethnicity Code equals ‘10’ (Non-Hispanic), there cannot be other records in this file for the same student. If Ethnicity Code contains one of the Hispanic ethnicities, there can be multiple records for the student. CEDARS Special Education Ethnicity File (L)

119 Element L01 – School Year CEDARS Field Name: School Year Current School Year on Entity 000 Web Access Path: PS/SM/ES/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition Element L02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element L03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID Element L04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number WESPaC Path: SM/ST/WA-NCLB/Edit/State SSID Number

120 CEDARS Special Education Ethnicity File (L) Element L05 – Ethnicity CodeCEDARS Field Name: Ethnicity Code Web Access Path: WS/ST/PR/General Tab/Eth-Race/ Federal/State Ethnicity WESPaC Path: N/A

121 This file captures race information unique to each student. This file consists of at least one record(s) for each student served in the district during the current school year along with race data associated with the student. For students who are multiracial, individual records will be submitted; one for each race selected. CEDARS Special Education Race File (M)

122 CEDARS Special Education Race File (M) Element M01 – School Year CEDARS Field Name: School Year Current School Year on Entity 000 Web Access Path: PS/SM/ES/CF/EY/Entity 000/Current School Year/ /Scheduling/Term Definitions/Start Date of first term definition WESPaC Path: SM/EN/Edit/Edit Year/Term Def/Start Date of first term definition Element M02 – Serving County District Code CEDARS Field Name: Serving County District Code Web Access Path: PS/CA/DS/CF/DI/District Code WESPaC Path: SA/SY/DC/DI/District Code Element M03 – District Student ID CEDARS Field Name: District Student Id Web Access Path: WS/ST/PR/WA-NCLB/StdID WESPaC Path: SM/ST/WA-NCLB/StID Element M04 – State Student ID (SSID) CEDARS Field Name: SSID Web Access Path: WS/ST/PR/WA-NCLB/Edit/State SSID Number WESPaC Path: SM/ST/WA-NCLB/Edit/State SSID Number

123 CEDARS Special Education Race File (M) Element M05 – Race CodeCEDARS Field Name: Race Code Web Access Path: WS/ST/PR/General Tab/Eth-Race/State Race WESPaC Path: N/A

124 Questions?

125 Thank You for Coming! Or call with further questions


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