Monthly Student Enrollment Updates Data File Specs
On the 10th of each month, beginning in October, you will provide an add/drop report that captures all
students who withdrew from the 2018 Cohort in the prior month, and all students who were added to the
2018 Cohort in the prior month. Please note the following:
1. These updates must be submitted in excel format. The exact format of these reports may vary, but
they must include certain data elements, listed below.
2. Most data liaisons will find it easier to submit ‘adds’ in one report, or on one tab of an excel document,
and ‘drops/withdrawals’ in another report, or on a separate tab of the excel document, because the
data elements required for ‘adds’ are quite different from the data elements required for
‘withdrawals.’
3. ADE encourages school districts to update students’ withdrawal codes when new information is
received about a student’s status (e.g., a student is withdrawn as W-2 – chronic illness or W-4 – status
unknown. You later receive a request for the student’s record from a new school to which the student
has transferred. You are supposed to go into your Student Information System and change the W
code (to W-1) but not the date.) This policy creates some challenges in ensuring all data is up to date,
when reports are run for monthly timeframes. Please do your best to include updates to withdrawal
codes when the actual withdrawal date was from a previous month, but be aware that I, or your GEAR
UP Coordinator, may contact you and ask whether there have been any changes to the status of
students who are in our system with a withdrawal code that counts as a dropout (e.g., W2, W3, W4,
W5 and W11).
4. E-mail the password protected, completed excel Workbook to me at barbara.soby@nau.edu
Data Elements Required for Monthly Withdrawal Report
Field Name (Column
Header on Excel
Spreadsheet)
School Name
Required or
Optional
Instructions / Definitions
Required
Your GEAR UP high schools are listed below.
Student’s SAIS ID
First Name
Middle Name
Last Name
Withdrawal Code
Required
Required
Optional
Required
Required
Withdrawal Date
Required
State Student ID, i.e., SAIS ID Number
Student First Name
Student Middle Name
Student Last Name
Standard AZ withdrawal code – a W or an S, followed by a
number, e.g., W1, W2, W3, W4, W5, S1, S2, S3… etc..
dd/mm/yyyy
Data Elements Required for Monthly Add (New Student) Report
Please follow the same format as shown in the Student Information Data Specifications in Section A,
above. -- 26 Data Fields for each student, 21 of which are required. You may find you can use the same
query you built for the initial Student data set, filtering for entry dates that fall within the specified
monthly date range (e.g., 9/1/2015-9/30/2015 for the October 10th report) to capture only those
students in the 2018 cohort who were new in September. Some data liaisons last year simply ran the full
enrollment report each month, saved that on one tab of an excel workbook, then filtered for that
month’s entry date range, and pasted the filtered results on to another tab. This approach proved to be
faster for the data liaisons and worked just as well for us.
AZ GEAR UP Schools – 2015-16:
Casa Grande Union High School District: Casa Grande Union High School, Casa Verde High School, Vista
Grande High School
Colorado River Union High School District: Mohave High School, River Valley High School
Douglas Unified School District: Douglas High School
Holbrook Unified School District: Holbrook High School
Humboldt Unified School District: Bradshaw Mountain High School
Kingman Unified School District: Kingman High School, Lee Williams High School,
Mingus Union High School District: Mingus Union High School
Winslow Unified School District: Winslow High School
Yuma Union High School District: San Luis High School