2009 - 2010 School District Review Program (Annotation Phase)

Attachment D: School District Review Program
Guidelines for Completing the Submission Log

Attachment E

Attachment D: Submission Log Guidelines

2009-2010

The Submission Log
The submission log is a spreadsheet where we request state participants to document one
record for each change made during the School District Review Program (SDRP)
process. The submission log will include most changes, whether it is an actual geographic
change or just an attribute change (like a name change). If a district has more than one
kind of change associated with it, document each change as a separate record in the log.
The Census Bureau provides a blank submission log to all participants as an Excel file on
the CD/DVD.
Who fills out the Submission Log?
Participants Using:
1. Paper maps: This method requires the participant to fill-out the form for every
type of change manually.
2. MTPS: Only for users submitting NAME, GRADE RANGE, LEVEL, LEA
CODE, SIMPLE CONSOLIDATIONS, and SIMPLE DISSOLUTIONS.
Note: For MTPS users submitting spatial updates, the submission log is
contained within the MTPS application. See Attachment A for more information
on the submission log within the MTPS.
What fields require data in the Submission Log?
The type of change made by the participant determines what fields require information.
1. NAME: Type of Change, County(ies) FIPS code(s), Local Education Agency (LEA)
of Change, Old Name, and New Name are fields in the Excel spreadsheet requiring
information for this type of change. Example:

A name change is usually a result of a misspelled school district or a legal name change.

Attachment D: Submission Log Guidelines

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2. GRADE RANGE (GR): Type of Change, County(ies) FIPS code(s), LEA of Change,
Old GR Low, Old GR High, New GR Low, and New GR High are fields in the Excel
spreadsheet requiring information for this type of change. Example:

A grade range change could be the result of an incorrect grade range previously reported
to the Census Bureau. NOTE: If correcting the grade range for an elementary school
district, you must also report a grade range change for the corresponding secondary
school district. There can be no gaps or overlaps in grade ranges.

3. LEA CODE: Type of Change, County(ies) FIPS code(s), LEA of Change, Old LEA
(same as LEA of Change), and New LEA are fields in the Excel spreadsheet requiring
information for this type of change. Example:

A correction to a previously incorrect LEA code or replacing a temporary LEA code
(99***) with a permanent code assigned by the Census Bureau’s Governments Division
are examples of LEA code changes.

Attachment D: Submission Log Guidelines

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4. SIMPLE CONSOLIDATION: Type of Change, County(ies) FIPS code(s), New
Name, New GR Low, New GR High, New Level, Consolidation1 LEA, Consolidation2
LEA, Consolidation New LEA (place new LEA in the field, if known, or place
“unknown” in field), and Narrative/Description are fields in the Excel spreadsheet
requiring information for this type of change. Consolidation 3 LEA and Consolidation 4
LEA fields only require information if three or more school districts are consolidating.
Example:

A simple consolidation refers to the situation where two or more school districts merge
to create a new school district with a new name and new LEA code, with no additional
boundary changes/corrections. There is no change in the overall boundaries of the former
school districts.

5. SIMPLE DISSOLUTION (into existing district): Type of Change, County(ies)
FIPS code(s), LEA of Change, Added Area LEA (same as LEA of Change), Deleted
LEA, and Narrative/Description (include county/counties FIPS code(s)) are fields in the
Excel spreadsheet requiring information for this type of change, and if applicable, Old
GR Low, Old GR High, New GR Low, New GR High, Old Level, and New Level.
Example:

A simple dissolution refers to the situation where one or more existing school districts
entirely dissolve into one existing school district. A simple dissolution never results in
the creation of a new school district. The receiving school district retains its name and
LEA code. NOTE: The Census Bureau requires an entry for each school district that
dissolves into an existing school district through this change.
Attachment D: Submission Log Guidelines

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NOTE: The previous five school district changes are the only types requiring updates in
the Manual Submission Log for MTPS participants.
Only paper map participants must fill out the submission log manually for the
following changes:
6. COMPLEX CONSOLIDATION (with associated boundary changes): Type of
Change, County(ies) FIPS code(s), New GR Low, New GR High, New Level,
Consolidation1 LEA, Consolidation2 LEA, Consolidaton3 LEA (if applicable),
Consolidation4 LEA (if applicable), Consolidation New LEA (place new LEA in the
field, if known, or place “unknown” in field), and Narrative/Description are fields in the
Excel spreadsheet requiring information for this type of change.
NOTE: Please include each individual associated boundary change as separate
BOUNDARY CORRECTION records directly beneath the COMPLEX
CONSOLIDATION record. Example:

Attachment D: Submission Log Guidelines

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7. COMPLEX DISSOLUTION: Type of Change, County(ies) FIPS code(s), LEA of
Change (for each school district which gains territory), Added Area LEA (same as LEA
of Change), Lost Area LEA, Deleted LEA, and Narrative/Description are fields in the
Excel spreadsheet requiring information for this type of change. Example:

8. BOUNDARY: Type of Change, County(ies) FIPS code(s), LEA of Change (the
district gaining territory), Added Area LEA, Lost Area LEA, and Narrative/Description
are fields in the Excel spreadsheet requiring information for this type of change.
Example:

Filling Out the Narrative/Description Field for Boundary Changes
The Narrative/Description field in the submission log is where participants can enter any
comments that they feel might help the Census Bureau to interpret various school district
updates.

Attachment D: Submission Log Guidelines

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