The School District Review Progrram

School District Review Program
User Guide for the Excel Submission Log

Issued
August 2015

Paperwork Reduction Act (PRA) Statement:
A federal agency may not conduct or sponsor, nor shall a person be subject to a penalty
for failure to comply with a collection of information subject to the requirements of the
Paperwork Reduction Act unless that collection of information displays a current valid
OMB Control Number. This collection is voluntary. The authority for conducting this
collection comes from Title 13 U.S.C, Sections 16, 141, and 193.
The OMB Control Number for this information collection is 0607-xxxx. Public reporting
for this collection of information is estimated to be approximately 30 hours per response,
including the time for reviewing instructions, completing and reviewing the collection of
information.
Comments concerning the accuracy of this burden and suggestions for reducing the
burden should be directed to: Paperwork Reduction 0607-xxxx, United States Census
Bureau, 4600 Silver Hill Road, Room 3K138, Washington, DC 20233. You may email
comments to [email protected]; use “Paperwork Project 0607-xxxx” as the subject.

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Table of Contents
The Excel Submission Log.............................................................................................................. 4
What is the Excel Submission Log? ................................................................................................ 4
When to fill out the Excel Submission Log? ................................................................................... 4
What fields require data in the Excel Submission Log? .................................................................. 4
1. Name Change .......................................................................................................................... 4
2. Grade Range (GR) Change ...................................................................................................... 5
3. LEA Code Change................................................................................................................... 5
4. Simple Consolidation (school district with new name and new LEA code) ........................... 6
5. Simple Dissolution (into existing district) ............................................................................... 6
6. Complex Consolidation (has associated boundary changes) ................................................... 7
7. Complex Dissolution ............................................................................................................... 7
8. Boundary Change .................................................................................................................... 7
Filling Out the Narrative/Description Field .................................................................................... 8
APPENDIX A: Excel Submission Log ........................................................................................... 9

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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 MTPS Data disc and available for download from the SDRP website located at
http://www.census.gov/geo/partnerships/sdrp.html in the Annotation Phase Program
Materials section. Appendix A contains an image of a blank Submission Log.
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 the document titled User Guide for the MAF/TIGER Partnership
Software (MTPS) 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.
All fields are not displayed in the examples.
1. Name Change
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 will submit a large number of
name changes (more than 25).

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2. Grade Range (GR) Change
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 (more than 25).
3. LEA Code Change
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.

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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). If five of more school districts are consolidating, enter the
remaining LEA codes on the next row starting in the Consolidation LEA field.
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:

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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. You must use the MTPS to report a complex consolidation. See the Simple and
Complex Consolidations section of the User Guide for the MAF/TIGER Partnership
Software (MTPS) for reporting complex consolidations using the MTPS software.
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. You must use the
MTPS to report complex dissolutions. See the Simple and Complex Dissolutions
section of the User Guide for the MAF/TIGER Partnership Software (MTPS) for
reporting complex dissolutions using the MTPS software.

8. Boundary Change
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). You must use the MTPS to report a boundary change. See the
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Boundary Corrections section of the User Guide for the MAF/TIGER Partnership
Software (MTPS) for reporting boundary changes using the MTPS software.

Filling Out the Narrative/Description Field
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.

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APPENDIX A: Excel Submission Log
This is an image of the blank Excel Submission Log spreadsheet provided to all participants as a file
(Submission_Log.xls) on their MTPS Data disc and available for download from the SDRP website
located at http://www.census.gov/geo/partnerships/sdrp.html in the Annotation Phase Program Materials
section.

Appendix A: Excel Submission Log

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