The Physical Fitness Extract file can only be created in Aeries Web version for the 2018-19 school year forward. Aeries Client can be used to create Physical Fitness Extract files for school years up to 2017-18. This article includes directions for the extract from Aeries Web. Please contact support for Client directions if an extract needs to be run on a 2017-18 or earlier database.
Physical Fitness Extract for Reporting to the State - Web
The Physical Fitness Extract screen is used to create the Physical Fitness (PFT) file that will be uploaded to the state. This file contains student data and test results for physical fitness reporting in the format required by the most recent Physical Fitness Test (PFT) Student Data File Layout.
The Physical Fitness Extract screen can be found in School Info | Imports and Exports | Physical Fitness Extract in the navigation, or by typing fitness in the page filter. The Security for Physical Fitness Testing article explains the permissions needed to use this screen.
Prior to creating the extract file in Web we highly recommend running the error report and correcting all errors. The error report can be generated from the Physical Fitness Extract screen or from the Physical Fitness Test Error report in the Reports tab. All errors should be cleared prior to creating the Physical Fitness extract file.
All school settings, code translations, and extract options should be verified/set up prior to creating the extract file. Physical Fitness Extract settings are stored in the District Options (DPT) table.
Clicking on the School Settings header will open up the tab to display the schools to include in the extract. All schools will display in the School Settings tab along with their school number. Inactive schools, schools tagged as DNR (do not report), and Summer Schools will be enclosed in **s. The County, District, School and Charter# codes will automatically display from the School Options (LOC) screen. The All, None and Default buttons can be used to quickly select the schools that will be included in the extract, or schools can be selected individually by clicking in the selection boxes. Click on the Save button to save any changes to this tab.
NOTE: To enter/ update the Charter# go to the School Options screen, select the school, click on the Change button, enter/edit the Charter school number in the Charter field and click on Update to save the changes.
Click on the Code Translations header to review the Parent Education Level and the NSLP Code values. These codes are the same codes that are used for CALPADS reporting. A link to the CALPADS Extracts page is also provided in this tab for users with permission to the CALPADS Extracts screen. Users that do not have permission to the CALPADS Extracts screen will not see the message or the link.
Click on the Create Extract header to review/update the extract options and create the file. The Reset Defaults button will reset the Date Range, Grade(s) and Honor Reporting Home School options back to their default values. Click on the Save Settings button before creating the extract file or leaving the screen. We highly recommend running the Physical Fitness Error Report and clearing all errors prior to creating the extract file. A link to the Error Report is included in the yellow information box.
Click on the Create Physical Fitness File button to create the extract file. A Loading message will display at the top of the page while the system is processing the file.
Once the file is created it will display in the File Download area at the bottom of the screen. Click on the download icon to download the extract file. The downloaded file can then be uploaded through the California Physical Fitness Test District Portal.
NOTE: The Physical Fitness Extract supports the nonbinary gender value 'N' in the Gender field of the extract per the 2018-19 Physical Fitness Test Student Data File Layout. Any user-defined non-Male or non-Female gender in the Code (COD) table will be translated to a "N" in the extract.