State Reporting - SECC Extract

Synergy SE – Running SE Snapshots for the December SECC Extract (Oregon)

This article explains the yearly process for running SE snapshots in Synergy SE and then creating the December SECC extract in Synergy SIS so that student data is correctly reported to the state.

✅ Step 1 – Run the SE Snapshot in Synergy SE

First, create the snapshot of Special Education data. The snapshot is what the SECC extract reads from.

1. In Synergy SE, go to:
   OR > State Reporting Process
2. In Snapshot Type, select:
   SECC - December Special Education Child Count
3. For Students to Migrate:
   • Leave it blank to include all SE students, or
   • Use the chooser if you need to limit the snapshot to a specific group of students.
4. Click Run.
   What this does: This writes a “point in time” record of each student’s SE data to the Special Ed Student Services (SESS) area so state reporting can pull from it later.

🔍 Step 2 – Verify the Snapshot Populated in SESS

Next, confirm that the snapshot actually wrote records for your students.

1. In Synergy SIS, go to:
   Student Programs > Special Ed Student Services
2. Search for a student who should be included in the December SECC count and open their record.
3. Go to the Snapshots tab.
4. In the Special Ed Snapshots grid, verify that there is a row for:
   SECC - December Special Education Child Count
   and that the fields are populated.

📤 Step 3 – Create the December SECC Extract in Synergy SIS

Once snapshots exist, you can generate the actual SECC extract file for submission to the state.

1. In Synergy SIS, go to:
   OR > State Reporting
2. Open the Extracts tab.
3. In the Extract dropdown, select:
   SECC - December
4. Confirm the As of Date is set to the correct December count date required by the state.
5. Optionally, use the grids at the bottom to filter to specific schools or students. If you want the full count, leave these filters blank.
6. Click Create to run the extract.

📄 Step 4 – Review the Extract Output and Error Log

After the job finishes, Synergy will display the Job Result Files window.

• SECC December extract CSV – this is the file you send to the state.
• Error Log SECC December CSV – this file lists students or records that did not pass validation.

📌 Optional – December II and June Exit Collections

• December II: Later in the year, you can run a separate snapshot type for SECC - December II without overwriting the original December snapshot. Follow the same process as above, but choose the December II snapshot type.
• June Exit: For end-of-year reporting, use the SECC - June Special Education Exit Collection snapshot and then run the matching June extract from OR > State Reporting.