2013-2014 School District Review Program

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

Attachment B: Submission Log Guidelines

2013-2014

The Excel Submission Log
What is the Excel Submission Log?
The Excel 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. For some participants, the Excel submission log will include every
change, whether it is an actual geographic change or just an attribute change, like a name
or grade range. If a school district has more than one kind of change associated with it,
each type of change should be documented as a separate record in the log. A blank Excel
Submission Log has been provided to all participants as a file (Submission_Log.xls) on
their data CD/DVD.
When to fill out the Excel Submission Log?
Use this form only for submitting the following changes: Name, Grade Range, LEA
code, Simple Consolidations and Simple Dissolutions.
For all other changes, a submission log is automatically produced within the MTPS
application. See Attachment A for more information on the Submission Log within the
MTPS.
What fields require data in the Excel Submission Log?
The type of change made by the participant determines what fields require information.
1. NAME
A name change is usually a result of a misspelled or legal school district name change.
Example:

Fields in the log requiring information are: Type of Change, County(ies) FIPS code(s),
Local Education Agency (LEA) of Change, Old Name, and New Name.
NOTE: Please contact the School District Team if you have a large number of name
changes.

Attachment B: Submission Log Guidelines

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2. GRADE RANGE (GR)
A grade range change could be the result of an incorrect grade range previously reported
to the Census Bureau or a legitimate change; e.g., changing from Kindergarten (K) to
Pre-Kindergarten (PK). 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 and vice-versa. There can be no gaps or overlaps in grade ranges.
Example:

Fields in the log requiring information are: Type of Change, County(ies) FIPS code(s),
LEA of Change, Old GR Low, Old GR High, New GR Low, and New GR High. NOTE:
Please contact the School District Team if you have a large number of Grade Range
changes.
3. LEA CODE
A correction to a previously incorrect LEA code or replacing a temporary LEA code
(99***) with a permanent code are examples of LEA code changes.
Example:

Fields in the log requiring information are: Type of Change, County(ies) FIPS code(s),
LEA of Change, Old LEA (same as LEA of Change), and New LEA.

Attachment B: Submission Log Guidelines

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4. SIMPLE CONSOLIDATION (school district with new name and new LEA code)
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 outside boundaries of the
former school districts. See the Quick Start Guide for additional information.
Example:

Fields in the log requiring information are: Type of Change, County(ies) FIPS code(s),
New Name, New GR Low, New GR High, New Level, Consolidation1 LEA (first school
district being merged), Consolidation2 LEA (other school district being merged),
Consolidation New LEA (LEA of newly formed school district, if known; otherwise
place “unknown” in this field), and Narrative/Description. Consolidation 3 LEA and
Consolidation 4 LEA fields only require information if three or more school districts are
consolidating (merging).
5. SIMPLE DISSOLUTION (into existing district)
A simple dissolution refers to the situation where one or more existing school districts
entirely dissolve(s) into one other 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. PLEASE NOTE: A separate entry is required for each school
district that dissolves into the existing school district through this change. See the Quick
Start Guide for additional information.
Example:

Attachment B: Submission Log Guidelines

4

Fields in the log requiring information are: Type of Change, County(ies) FIPS code(s),
LEA of Change (school district that is gaining area), Added Area LEA (same as LEA of
Change), Deleted LEA(school district being dissolved), and Narrative/Description
(include county/counties FIPS code(s)) and if applicable, the Old GR Low, Old GR High,
New GR Low, New GR High, Old Level, and New Level fields.

NOTE: The previous five school district changes are the only types requiring updates in
the Excel Submission Log. You do not need to use the MTPS at all to report these
changes. Participants will use the MTPS to report change types 6 – 8 below and the
submission log in the MTPS will automatically record those changes.
6. COMPLEX CONSOLIDATION (has associated boundary changes)
A complex consolidation refers to the situation where two or more school districts
merge to create a new school district with a new name and a new LEA code and there
is/are additional boundary change(s) that modify the outer edge of the new school
district. See Quick Start Guide for additional information.

COMPLEX CONSOLIDATION
BOUNDARY CHANGE
025
COMPLEX CONSOLIDATION
BOUNDARY CHANGE
051

NE
W
GR
NE
LO
W
GR W
NE
HI
CO
GH
W
NS
L
OL EVE
ID
L
AT
CO
IO
NS
N1
OL
LE
ID
A
AT
CO
IO
NS
N2
OL
LE
ID
A
AT
CO
IO
NS
N
3
CO
O
LE
NS LID
A
A
OL
ID TIO
N4
AT
IO
LE
N
NE A
W
AD
LE
DE
A
D
AR
EA
LO
LE
ST
A
AR
NA
EA
RR
LE
AT
A
IV
E/
DE
SC
RI
PT
IO
N

E
NA
M
NE
W

CO
UN
TY

TY
PE

OF

CH
AN
GE

Example:

Farmcork Symphony Unified

Turnpike-Sonestown Elementary

PK

PK

12

06

U

E

39504

28796

40597

12864

15632

Unknown

15932

00235

23008

Farm Market School District
(39054), Corkville School District
(40597) and Symphony Hill School
District (15632) merged. The new
school district added area from
Bellows School District (00235)
Turnpike and Sonestown merged.
The new school district lost area
to Pedro School District (23008)

Fields in the log requiring information are: Type of Change, County(ies) FIPS code(s),
New GR Low, New GR High, New Level, Consolidation1 LEA (first school district
being merged), Consolidation2 LEA (second school district being merged),
Consolidaton3 LEA (if applicable), Consolidation4 LEA (if applicable), Consolidation
New LEA (LEA of newly formed school district, if known; or place “unknown” in this
field), and Narrative/Description.
NOTE: Please include each individual boundary change associated with the COMPLEX
CONSOLIDATION record.

Attachment B: Submission Log Guidelines

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7. COMPLEX DISSOLUTION
The term complex dissolution refers to the situation where a single school district is
completely dissolved and its area is split between two or more other existing school
districts, with or without additional boundary changes/corrections. Again, a new school
district is not created, and the names and LEA codes of the receiving school districts are
retained. See Quick Start Guide for additional information.
Example:

Fields in the log requiring information are: 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 (school district losing area), Deleted LEA (school
district being dissolved), and Narrative/Description.
8. BOUNDARY
A boundary change refers to the situation when one school district adds area from or
loses area to one or more other school districts, but does not dissolve completely into (an)
other school district(s). See Quick Start Guide for additional information.
Example:

Fields in the log requiring information are: Type of Change, County(ies) FIPS code(s),
LEA of Change (the district gaining area), Added Area LEA (same as LEA of Change),

Attachment B: Submission Log Guidelines

6

Lost Area LEA (school district losing area), and Narrative/Description. The LEA of
Change will always be the school district that is adding area.
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/changes.

Attachment B: Submission Log Guidelines

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