Breadcrumbs

Freshman On Track

Reports → Compliance → Freshman On Track

Report Purpose

This report produces the Freshman On Track state compliance extract, containing student-level demographic and academic progress data required for submission to the state.

The output is generated in the state-defined file format, where each row represents a single qualifying freshman student and each column aligns to a specific state reporting field.

This report supports:

  • State reporting compliance for freshman progress monitoring

  • Identification of students meeting “On Track” credit requirements

  • Submission of student demographic and program participation data

  • Validation of ninth-grade cohort progress toward graduation

Report Output Format

  • File Type: Structured extract (state-defined layout)

  • Grain: One row per qualifying freshman student

  • Ordering: Not guaranteed; downstream systems should not assume sort order

  • Field Definitions: Strictly aligned to state specifications

Each column corresponds to a required state field (e.g., SSID, Enrollment Grade, On Track Flag).

Parameters

Required Parameters

School Year

Defines the academic year for which freshman eligibility and credits are evaluated.

Schools

Select one or more schools to include in the extract.

Note: This report does not utilize student-level filtering.

Data Included

Student Population

The report includes students who:

  • Are enrolled in the selected school year

  • Have at least one enrollment record during that year

  • Are members of the freshman cohort for the reporting year

  • Have earned high school credit during the reporting year

  • Meet the minimum credit threshold for “On Track” status

Freshman cohort membership is determined using the student’s high school entry year.

On Track Criteria

Students are included only when:

  • Total earned high school credits for the reporting year are greater than or equal to 6.0

  • They are part of the 9th grade cohort for the collection year.

  • Enrolled in the district at any point during the school year.

Only students determined to be “On Track” are submitted in this collection.

Key Data Domains

1. Student Identifiers & Demographics

Includes:

  • SSID (ChkDigitStdntID) – State-issued student identifier

  • District Student ID (DistStdntID)

  • Resident & Attending Institutions

  • Legal and preferred names

  • Birth date and gender

  • Race and ethnicity flags

  • Language of origin

  • Mailing address information

  • High school entry year

These fields align directly to state definitions.

2. Enrollment & Program Indicators

Includes flags indicating student participation in:

  • Economically Disadvantaged programs

  • Title I

  • Special Education (IEP)

  • Section 504

  • Migrant Education

  • Indian Education

  • English Learner programs

  • Distance Learning

  • Homeschooling

  • Alternative Education

  • Talented and Gifted (TAG)

Each flag is reported as:

  • Y = Yes

  • N = No

3. Academic Progress Indicators

The report evaluates cumulative credits earned during the reporting year.

Included data elements:

  • High School Entry Year (HSEntrySchlYr)

  • Enrollment Grade Code (EnrlGrdCd)

  • On Track Flag (OnTrackFg)

Students meeting the required earned credit threshold are reported with:

  • OnTrackFg = Y

Data Transformations & Business Rules

Student Identifiers

SSIDs are zero-padded to 10 digits.

Gender Mapping

Source Value

Output

Female

F

Male

M

Non-binary

X

Race & Ethnicity

Hispanic ethnicity is reported separately from race flags.

Race indicators are independently flagged (Y/N):

  • American Indian/Alaska Native

  • Asian

  • Black

  • White

  • Pacific Islander

High School Entry Year

The high school entry year is transformed into the state-required abbreviated format.

Example:

Source

Output

2024-2025

2425

Credits Calculation

Earned credits are calculated from transcript marks where:

  • High school credit indicator = Yes

  • Latest mark indicator = Yes

Credits are summed across all qualifying coursework for the student.

On Track Determination

A student is considered “On Track” when:

  • Total earned credits for the reporting year are 6.0 or greater

Students not meeting the threshold are excluded from the extract.

Program Indicators

Program participation values are normalized to state reporting values:

Source Value

Output

Yes

Y

No / Null

N

How to Use This Report

1. Set Parameters

Select:

  • School Year

  • Schools

2. Generate Extract

Run the report to produce the output file.

3. Validate Output

Confirm:

  • Required fields are populated

  • SSIDs and institution IDs are valid

  • Students meet freshman cohort eligibility

  • Earned credits meet On Track requirements

  • Program indicators display correctly

4. Submit to State

Upload the generated file to the state submission system per reporting guidelines.

Notes

  • Each row represents a single qualifying freshman student

  • Only students meeting the On Track credit threshold are included

  • Credits are derived from finalized marks only

  • Student demographic values reflect the current reporting-year record

  • Null or invalid placeholder values are suppressed where required

  • The extract strictly adheres to the state file layout and field definitions

  • Results reflect current permissions and data available at the time of report execution

  • This report does not utilize the student filter