Student Setup - SAIS
The following data elements are required for student setup. The first two pages of navigation are removed for brevity:
Start Page > Student.
- On the Start Page select the School link at the top of the page.
- Choose the appropriate school from the pop-up menu.
- Click Submit.
- Select the first letter of the student’s last name.
- Select a student from the list. The last accessed student information page opens for the student selected.
Needs-Only Students
A SAIS “Need” is a term used to indicate that a student requires special support, either within or beyond regular norms, to enhance their capabilities. Need types include language, special education (SPED), giftedness, economic, behavioral, health and academic. Needs submitted to SAIS are valid for one fiscal year. For all Needs other than Homebound, Free Lunch Eligibility and Reduced Lunch Eligibility, create a need record associated with a Support Program.
SAIS Needs-only students do not require enrollment transactions, but do require a SAIS ID. To obtain a SAIS ID for a Needs-only student, the student must be enrolled in a school. Once the SAIS ID is obtained from ADE and entered in PowerSchool, the Needs-only student should be withdrawn as a no-show student, including selecting the “No-Show” exit code and entering the same exit date as the entry date. The student is considered inactive once withdrawn, so they must be located in PowerSchool as an inactive student. SAIS Needs functionality is allowed for an inactive student unless they are enrolled in another school within the district. Follow the steps below to generate SAIS Needs transactions:
- Enroll the SAIS Needs-only student into PowerSchool. This action generates an Enrollment add transaction to be included in the next SAIS upload file.
- Download the student’s SAIS ID from ADE and enter the ID in PowerSchool.
- Withdraw the student with an exit code equivalent to No-Show and the same exit date as the entry date. This action generates a Withdraw transaction to be included in the next SAIS upload file.
- On the Start Page, enter the forward slash “/” symbol in front of the student’s last name in the Search Students text box. Click the Search button to locate the student. The forward slash is required to locate inactive students.
- Enter Needs-related records for the student via Start Page > Student > State/Province – AZ > SAIS Needs. See the appropriate section in the table below for more information.
Data Element | Additional Information | [Table]FieldName | Length | Used in these Reports | |
Name (last, first MI) | Enter the student’s name. Format: LastName, FirstName MiddleName | [Students]LastFirst [Students]Last_Name [Students]First_Name [Students]Middle_Name | N/A | 005 PersonalInfo Student Needs Extract Community College Extract Early Childhood Extract | |
Address | Enter the student’s address. | [Students]Street [Students]City [Students]State [Students]Zip | N/A | 005 PersonalInfo | |
DOB | Enter the student’s date of birth. | [Students]DOB | N/A | 005 PersonalInfo Student Needs Extract Community College Extract Early Childhood Extract | |
Federal Ethnicity and Race: Ethnicity | Choose Yes or No to indicate if the student is Hispanic or Latino. If you set up the option to allow the student to decline to specify ethnicity (District level setting), then select this value, if appropriate. Valid Values:
| [Students]Fedethnicity | N/A | 005 PersonalInfo | |
Federal Ethnicity and Race: Race | Select the checkbox for the appropriate federal race category. If you set up the option to allow the student to decline to specify race then select this value, if appropriate. | [StudentRace]Racecd [Students]Fedracedecline | N/A | 005 PersonalInfo | |
Scheduling/Reporting Ethnicity | Choose the student’s ethnicity, to be used in PowerSchool reports. | [Students]Ethnicity | N/A | Student Needs Extract Community College Extract Early Childhood Extract | |
Gender | Choose either female or male from the pop-up menu. Valid values:
| [Students]Gender | N/A | 005 PersonalInfo Student Needs Extract Community College Extract Early Childhood Extract | |
Student Number | Enter the locally assigned student number. | [Students]Student_Number | N/A | Student Needs Extract Community College Extract Early Childhood Extract | |
SAIS Student Number | Enter the student’s SAIS ID. The value for State_EnrollFlag is updated to 1 (True) if a SAIS ID is entered and the page is submitted. The default value is 0 (False). This field indicates that the student is enrolled in SAIS. The State_EnrollFlag field is also automatically updated when importing SAIS IDs using the Import SAIS Student IDs function from the SAIS Menu (Start Page > Special Functions > Interfaces to Other Systems > SAIS). When importing SAIS IDs using the Quick Import function, include the State_EnrollFlag field with a value of 1 for each student. | [Students]State_StudentNumber [Students]State_EnrollFlag | N/A | SAIS Membership Student Needs Extract Community College Extract Early Childhood Extract | |
School Student Number | The student’s locally assigned identifier, entered on the Demographics page. | [Students]Student_Number | N/A | Student Needs Extract Community College Extract Early Childhood Extract | |
Grade Level Code | The student’s grade level, entered on the Transfer Info > Edit Enrollment page. | [Students]Grade_Level | N/A | 001 Enrollment 003 Withdrawal | |
Entry Date | The student’s entry date, entered on the Transfer Info > Edit Enrollment page. | [Students]EntryDate | N/A | 001 Enrollment 003 Withdrawal Student Needs Extract Community College Extract Early Childhood Extract | |
Full-Time Equivalency | The student’s FTE, entered on the Transfer Info > Edit Enrollment page. | [Students]FTE | N/A | 004 Absence | |
Tuition Payer | The student’s tuition payer status, entered on the Transfer Info > Edit Enrollment page. Valid values:
| [Students]TuitionPayer | N/A | Required Setup | |
Special Enrollment Code | The student’s special enrollment code, entered on the Transfer Info > Edit Enrollment page. Valid values:
| [Students]EnrollmentCode | N/A | Required Setup | |
Enrollment Type | The student’s enrollment type, entered on the Transfer Info > Edit Enrollment page. Valid values:
Note: The “T” option is only available if the School Type field is set to AOI School. | [Students]EnrollmentType | N/A | Required Setup | |
Concurrent School CTDS | Enter the ID of the school the student attends concurrently with (at the same time as) the current school. | [S_AZ_STU_X]ConcurrentSchoolID | N/A | Required Setup | |
Concurrent School Student Number | Enter the ID assigned to the student by the concurrent school. | [S_AZ_STU_X]ConcurrentStudentID | N/A | Required Setup | |
Previous School State | Choose the state in which the student previously attended school from the pop-up menu, if applicable. | [S_AZ_STU_X]PreviousStateCode | N/A | Required Setup | |
Previous School CTDS | Enter the CTDS of the school the student previously attended, if applicable. | [S_AZ_STU_X]PreviousSchoolID | N/A | Required Setup | |
Previous School Student Number | Enter the student’s identifier, assigned by their previous school, if applicable. | [S_AZ_STU_X]PreviousStudentID | N/A | Required Setup | |
Normal Graduation Year | Enter the student’s expected year of graduation. | [S_AZ_STU_X]NormalGraduationYear | N/A | Required Setup | |
| Initial Enrollment in Arizona School/Preschool | Enter the date the student was first enrolled in an Arizona school. | [S_AZ_STU_X]FirstAZSchooling | N/A | Immunization Record Card | |
Name (last, first MI) | Enter the student’s last, first, and middle names. Note: The values are populated from the Demographics page. | [Students]Last_Name [Students]First_Name [Students]Middle_Name | N/A | Student Needs Extract Community College Extract Early Childhood Extract | |
Last name goes by | Enter the last name used to by the student, if applicable. | [S_AZ_STU_X]LastNameBirth | N/A | Required Setup | |
Tribal Name | Enter the student’s tribal name, if applicable. | [S_AZ_STU_X]TribalName | N/A | Required Setup | |
Gender | Choose the student’s gender from the pop-up menu. Note: This value is populated from the Demographics page. | [Students]Gender | N/A | Student Needs Extract Community College Extract Early Childhood Extract | |
Ethnicity | Choose the student’s ethnicity from the pop-up menu. Note: This value is populated from the Demographics page. | [Students]Ethnicity | N/A | Student Needs Extract Community College Extract Early Childhood Extract | |
Date of Birth | Enter the student’s date of birth. Note: This value is populated from the Demographics page. | [Students]DOB | N/A | Student Needs Extract Community College Extract Early Childhood Extract | |
Country of Birth | Choose the student’s country of birth from the pop-up menu. | [S_AZ_STU_X]CountryBirthCode | N/A | Required Setup | |
State of Birth | Choose the student’s State of Birth from the pop-up menu. | [S_AZ_STU_X]StateBirthCode | N/A | Required Setup | |
Mother Name | Enter the name of the student’s mother in the format last, first. Note: This value is populated from the Demographics page. | [Students]Mother | N/A | Required Setup | |
Father Name | Enter the name of the student’s father in the format last, first. Note: This value is populated from the Demographics page. | [Students]Father | N/A | Required Setup | |
Home Language | Choose the student’s home language from the pop-up menu. | [S_AZ_STU_X]HomeLanguageCode | N/A | Required Setup | |
Next School | Choose the next school the student is scheduled to attend from the pop-up menu. Note: Set up Next School values via Start Page > School Setup > Next School. | [Students]Next_School | N/A | SAIS End-of-Year | |
Next Year Grade Level | Enter the student’s scheduled grade level for the upcoming school year. | [Students]Sched_NextYearGrade | N/A | SAIS End-of-Year | |
Exit Date | Enter the date the student is scheduled to exit school for this school year. | [Students]ExitDate | N/A | SAIS End-of-Year | |
Exit Code | Choose the exit code scheduled for the student’s school enrollment for this school year from the pop-up menu. | [Students]ExitCode | N/A | SAIS End-of-Year | |
Grade Level | Enter the student’s grade level for the new school enrollment. | [Students]Grade_Level | 2 | SAIS Membership | |
District of Residence | Choose the student’s district of residence for the new school enrollment. The district of residence is used as the District of Funding for Arizona. Funding is provided to the district for each student whose school enrollment is associated with the district. The district of residence must be a nine-digit value that does not include dashes. See http://azed.gov/ to locate a list of district of residence numbers. | [Students]DistrictOfResidence | 9 | SAIS Membership | |
Full-Time Equivalency | Choose the student’s FTE for the new school enrollment. | [Students]FTE | NA | Required Setup 004 Absence | |
Tuition Payer | Choose the student’s tuition payer status from the pop-up menu. Valid values:
| [Students]TuitionPayer | N/A | Required Setup | |
Special Enrollment Code | The student’s special enrollment code, entered on the Transfer Info > Edit Enrollment page. Valid values:
| [Students]EnrollmentCode | N/A | Required Setup | |
Comment | Enter a comment regarding the enrollment change. | [Students]Comment | N/A | Not Required | |
Effective Date of Change | Enter the date that the change of enrollment becomes effective. | [Students]EffectiveDate | N/A | Required Setup | |
A SAIS “Need” is a term used to indicate that a student requires special support, either within or beyond regular norms, to enhance their capabilities. Need types include language, special education (SPED), giftedness, economic, behavioral, health and academic. Needs submitted to SAIS are valid for one fiscal year. From the ADE’s ‘Transaction Requirements: Needs’ document: While this transaction may be used to report a need from any need group, it's only necessary for reporting a Need for a student who is not also receiving a Program or Service for that Need. For the needs associated with a program or service the student is receiving, it's far more efficient to simply use the 014 SPED Service Participation, the 013 Language Program Participation, or the 015 Support Program Participation transactions to add the need to SAIS. When the Need record is saved, the School field automatically displays based on the value entered in [S_AZ_STU_SupportProgram_C]SchoolID. Note: Students who participate in programs or services related to Needs require a SAIS ID. With the exception of Needs-only students, students must be enrolled in school and be included in SAIS Membership. Student Needs can also be imported using the Quick Import function. See Virtual Tables for more information. | |||||
Need Code | Choose the appropriate Need Code from the pop-up menu, if applicable. Note: When you click Submit, this field becomes read-only. To edit the selection, delete the record and create a new record. Beginning in fiscal year 2007, a student should not have an Immigrant Need in three or more fiscal years. | [S_AZ_STU_StudentNeed_C]NeedCode | N/A | 011 Student Needs Student Needs Extract | |
Need Entry Date | Enter the day the student enrolled in the Need program. The entry date must fall within the current year term dates. Note: SAIS uses entry dates as record keys. After you click Submit, this field is read-only. To edit the date, you must delete the record and create a new record. | [S_AZ_STU_StudentNeed_C]EntryDate | 10 | 011 Student Needs Student Needs Extract | |
Need Exit Date | If applicable, enter the day after the student’s last day in the Need program. The exit date must occur within the year term dates and after the entry date. Note: It is recommended to leave Exit Date blank or 0/0/0 until the student actually exits the Need. A student is automatically exited from Needs when transferred out of school and by the SAIS End of Year Function. | [S_AZ_STU_StudentNeed_C]ExitDate | 10 | 011 Student Needs Student Needs Extract | |
Primary Nighttime Residence | If the Need Code is Homeless, choose the appropriate code from the pop-up menu. Valid values:
Note: Primary Nighttime Residence is required for a need code of Homeless in fiscal year 2007 and forward. | [S_AZ_STU_StudentNeed_C] PrimaryNighttimeResidence | N/A | 011 Student Needs Student Needs Extract | |
When the Need record is saved, the School field automatically displays based on the value entered in [S_AZ_STU_SupportProgram_C]SchoolID. Note: Student Assessment data can be entered for any school year, however as of fiscal year 2008-2009, 012 transactions are not generated for SAIS. | |||||
Oral – Assessment Date | Enter the date of the oral assessment. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_ELLAssessmentFY06_C] OralAssessmentDate | 8 | 012 Student Assessments Student Needs Extract | |
Oral – Assessment Score | Enter the oral assessment score. | [S_AZ_STU_ELLAssessmentFY06_C] OralAssessmentScore | 3 | 012 Student Assessments Student Needs Extract | |
Oral – Proficiency Level | Choose the appropriate oral proficiency level from the pop-up menu. Valid values:
| [S_AZ_STU_ELLAssessmentFY06_C] OralProficiencyLevel | 3 | 012 Student Assessments Student Needs Extract | |
Reading – Assessment Date | Enter the date of the reading assessment. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_ELLAssessmentFY06_C] ReadingAssessmentDate | 8 | 012 Student Assessments Student Needs Extract | |
Reading – Assessment Score | Enter the reading assessment score. | [S_AZ_STU_ELLAssessmentFY06_C] ReadingAssessmentScore | 3 | 012 Student Assessments Student Needs Extract | |
Reading – Proficiency Level | Choose the appropriate reading proficiency level from the pop-up menu. Valid values:
| [S_AZ_STU_ELLAssessmentFY06_C] ReadingProficiencyLevel | 3 | 012 Student Assessments Student Needs Extract | |
Writing – Assessment Date | Enter the date of the writing assessment. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_ELLAssessmentFY06_C] WritingAssessmentDate | 8 | 012 Student Assessments Student Needs Extract | |
Writing – Assessment Score | Enter the writing assessment score. | [S_AZ_STU_ELLAssessmentFY06_C] WritingAssessmentScore | 3 | 012 Student Assessments Student Needs Extract | |
Writing – Proficiency Level | Choose the appropriate writing proficiency level from the pop-up menu. Valid values:
| [S_AZ_STU_ELLAssessmentFY06_C] WritingProficiencyLevel | 3 | 012 Student Assessments Student Needs Extract | |
Overall Assessment Result | Choose the overall assessment result from the pop-up menu. Valid values:
| [S_AZ_STU_ELLAssessmentFY06_C] OverallAssessmentResult | 2 | 012 Student Assessments Student Needs Extract | |
Overall Total Composite Scaled Score | Enter the overall total composite score. | [S_AZ_STU_ELLAssessmentFY06_C] OverallTotComposScaledScore | 3 | 012 Student Assessments Student Needs Extract | |
Overall Proficiency Level | Choose the appropriate overall proficiency level from the pop-up menu. Valid values:
| [S_AZ_STU_ELLAssessmentFY06_C] OverallProficiencyLevel | 3 | 012 Student Assessments Student Needs Extract | |
Note: All students who participate in programs or services related to Needs require a SAIS ID. With the exception of Needs-only students, all students must be enrolled in school and be included in SAIS Membership. Student Needs can also be imported using the Quick Import function. See Virtual Tables for more information. | |||||
Program Need Code | Choose English Language Learner from the pop-up menu, if applicable. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_LanguageProgram_C] ProgramNeedCode | N/A | 013 Student Language Program Participation Student Needs Extract | |
Program Code | Choose the appropriate code from the pop-up menu, if applicable. Valid values:
Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_LanguageProgram_C]ProgramCode | N/A | 013 Student Language Program Participation Student Needs Extract | |
Program Entry Date | Enter the day the student entered the language program. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_LanguageProgram_C]EntryDate | 8 | 013 Student Language Program Participation Student Needs Extract | |
Program Exit Date | If applicable, enter the day after the student’s last day in the Need program. The exit date must occur within the year term dates and after the entry date. Note: It is recommended to leave Exit Date blank or 0/0/0 until the student actually exits the Need. A student is automatically exited from Needs when transferred out of school and by the SAIS End of Year Function. | [S_AZ_STU_LanguageProgram_C]ExitDate | 8 | 013 Student Language Program Participation Student Needs Extract | |
Program Exit Reason Code | Choose the appropriate code from the pop-up menu, if applicable. Valid values:
| [S_AZ_STU_LanguageProgram_C] ProgramExitReasonCode | N/A | 013 Student Language Program Participation Student Needs Extract | |
Note: All students who participate in programs or services related to Needs require a SAIS ID. With the exception of Needs-only students, all students must be enrolled in school and be included in SAIS Membership. Student Needs can also be imported using the Quick Import function. See Virtual Tables for more information. | |||||
SPED Need Code | Choose the appropriate Need Code from the pop-up menu, if applicable. Note: To change the selection, you must delete the existing record and create a new record. Beginning in fiscal year 2007, a student should not have an Immigrant need in any three or more fiscal years. | [S_AZ_STU_SPED_Service_C]NeedCode | N/A | 014 SPED Service Student Needs Extract | |
SPED Service Code | Choose the appropriate code from the pop-up menu, if applicable. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_SPED_Service_C]ServiceCode | 3 | 014 SPED Service Student Needs Extract | |
SPED Service Entry Date | Enter the day the student entered the SPED Service. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_SPED_Service_C]EntryDate | 8 | 014 SPED Service Student Needs Extract | |
SPED Service Exit Date | If applicable, enter the day after the student’s last day in the Sped Service. The exit date must occur within the year term dates and after the entry date. Note: It is recommended to leave Exit Date blank or 0/0/0 until the student actually exits the Need. A student is automatically exited from Needs when transferred out of school and by the SAIS End of Year Function. | [S_AZ_STU_SPED_Service_C]ExitDate | 8 | 014 SPED Service Student Needs Extract | |
SPED Exit Reason Code | Choose the appropriate code from the pop-up menu, if applicable. See the Appendix for valid values. | [S_AZ_STU_SPED_Service_C]ExitReasonCode | N/A | 014 SPED Service Student Needs Extract | |
SPED Grade_Level | Choose the appropriate SPED grade level from the pop-up menu. Grade level for SPED Services is stored in PowerSchool independent of the student’s school enrollment grade level. If a correction to the school enrollment grade level is required, it is necessary to correct grade level for the appropriate SPED Services. SAIS began validating SPED and enrollment grade levels in fiscal year 2005. | [S_AZ_STU_SPED_Service_C]Grade_Level | N/A | 014 SPED Service Student Needs Extract | |
SPED Special Enrollment Code | Choose the appropriate code from the pop-up menu, if applicable. Valid values:
| [S_AZ_STU_SPED_Service_C] SpecialEnrollmentCode | N/A | 014 SPED Service Student Needs Extract | |
District of Residence | Choose the appropriate code from the pop-up menu. | [S_AZ_STU_SPED_Service_C] SPED_DistrictOfResidence | N/A | 014 SPED Service Student Needs Extract | |
Federal Primary Need Indicator | Choose Yes or No from the pop-up menu. Note: The student can only have one current “True” Federal Primary Need Indicator for all of their Student SPED Service Participation records for a particular date range. | [S_AZ_STU_SPED_Service_C] FederalPrimaryNeedIndicator | N/A | 014 SPED Service Student Needs Extract | |
SPED School Concurrency | Choose the appropriate value from the pop-up menu if the student has two concurrent SPED Service Participation records during the same school year. Valid values:
| [S_AZ_STU_SPED_Service_C] ConcurrencyType | 1 | 014 SPED Service | |
Note: All students who participate in programs or services related to Needs require a SAIS ID. With the exception of Needs-only students, all students must be enrolled in school and be included in SAIS Membership. When the Need record is saved, the School field automatically displays based on the value entered in [S_AZ_STU_SupportProgram_C]SchoolID. Student Needs can also be imported using the Quick Import function. See Virtual Tables for more information. | |||||
Support Need Code | Choose the appropriate Need Code from the pop-up menu, if applicable. If one of the following support program codes is selected, this field defaults to (NOND) No Need: Cont-Yr2, Cont-Yr3, Cont-Yr4, Cont-Yr5, Cycle14, CE-RE, CE-MA, CE-BE, or CE-OT. Notes: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_SupportProgram_C] SupportNeedCode | N/A | 015 Support Program Student Needs Extract | |
Support Program Code | Choose the appropriate Support Program Code from the pop-up menu. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_SupportProgram_C] SupportProgramCode | N/A | 015 Support Program Student Needs Extract | |
Support Entry Date | Enter the day the student entered the support program. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_SupportProgram_C]EntryDate | 8 | 015 Support Program Student Needs Extract | |
Support Exit Date | If applicable, enter the day after the student’s last day in the support program. The exit date must occur within the year term dates and after the entry date. Note: It is recommended to leave Exit Date blank or 0/0/0 until the student actually exits the Need. A student is automatically exited from Needs when transferred out of school and by the SAIS End of Year Function. | [S_AZ_STU_SupportProgram_C]ExitDate | 8 | 015 Support Program Student Needs Extract | |
Receiving CTDS | Enter the receiving school CTDS. This field is required when reporting a transportation/school choice support program. | [S_AZ_STU_SupportProgram_C] Receiving_CTDS | 9 | 015 Support Program Student Needs Extract | |
From the ADE’s ‘Transaction Requirements: Needs’ document: While this transaction may be used to report a need from any need group, it's only necessary for reporting a Need for a student who is not also receiving a Program or Service for that Need. For the needs associated with a program or service the student is receiving, it's far more efficient to simply use the 014 SPED Service Participation, the 013 Language Program Participation, or the 015 Support Program Participation transactions to add the need to SAIS. When the Need record is saved, the School field automatically displays based on the value entered in [S_AZ_STU_SupportProgram_C]SchoolID. Note: All students who participate in programs or services related to Needs require a SAIS ID. With the exception of Needs-only students, all students must be enrolled in school and be included in SAIS Membership. Student Needs can also be imported using the Quick Import function. See Virtual Tables for more information. | |||||
Need Code | Choose the appropriate code from the pop-up menu, if applicable. Note: To change the selection, you must delete the existing record and create a new record. Valid values:
| [S_AZ_STU_StudentNeed_C]NeedCode | N/A | 011 Needs Student Needs Extract | |
Need Entry Date | Enter the day the student entered the support program. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_StudentNeed_C]EntryDate | 8 | 011 Needs Student Needs Extract | |
Need Exit Date | If applicable, enter the day after the student’s last day in the Need program. The exit date must occur within the year term dates and after the entry date. Note: It is recommended to leave Exit Date blank or 0/0/0 until the student actually exits the Need. A student is automatically exited from Needs when transferred out of school and by the SAIS End of Year Function. | [S_AZ_STU_StudentNeed_C]ExitDate | 8 | 011 Needs Student Needs Extract | |
Note: All students who participate in programs or services related to Needs require a SAIS ID. With the exception of Needs-only students, all students must be enrolled in school and be included in SAIS Membership. The same records appear on the SAIS Needs and SAIS Needs – Lunch page. The SAIS Needs – Lunch page can be made accessible to lunch personnel. Student Needs can also be imported using the Quick Import function. See Virtual Tables for more information. | |||||
Support Need Code | Choose the appropriate code from the pop-up menu. Note: To change the selection, you must delete the existing record and create a new record. Valid values:
| [S_AZ_STU_SupportProgram_C] SupportNeedCode | N/A | 015 Support Program Student Needs Extract | |
Support Program Code | Choose the appropriate Support Program Code from the pop-up menu. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_SupportProgram_C] SupportProgramCode | N/A | 015 Support Program Student Needs Extract | |
Support Entry Date | Enter the day the student entered the support program. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_SupportProgram_C]EntryDate | 8 | 015 Support Program Student Needs Extract | |
Support Exit Date | If applicable, enter the day after the student’s last day in the Need program. The exit date must occur within the year term dates and after the entry date. Note: It is recommended to leave Exit Date blank or 0/0/0 until the student actually exits the Need. A student is automatically exited from Needs when transferred out of school and by the SAIS End of Year Function. | [S_AZ_STU_SupportProgram_C]ExitDate | 8 | 015 Support Program Student Needs Extract | |
Receiving CTDS | Enter the receiving school CTDS. This field is required when reporting a transportation/school choice support program. | [S_AZ_STU_SupportProgram_C] Receiving_CTDS | 9 | 015 Support Program Student Needs Extract | |
Note: Community college records are not associated with a school enrollment, although the Resend Enrollment option on the SAIS page resends community college records as well as school enrollment records. Student Needs can also be imported using the Quick Import function. See Virtual Tables for more information. | |||||
School Name | Choose the school supporting the student’s community college enrollment. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_CommunityCollege_C]SchoolID [Schools]Name | N/A | 020 Transaction Community College Extract | |
College Entity ID | Enter the Community College Entity ID. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_CommunityCollege_C] CollegeEntityID | 9 | 020 Transaction Community College Extract | |
College Entry Date | Enter the date the student began attending the community college (for the given fiscal year). For community college, the entry date may be outside of the current school year term dates. Note: To change the selection, you must delete the existing record and create a new record. | [S_AZ_STU_CommunityCollege_C]EntryDate | 10 | 020 Transaction Community College Extract | |
College Exit Date | Enter the date the student quit attending the community college (for the given fiscal year). For community college, the exit date may be outside of the current school year term dates. This field is not required. | [S_AZ_STU_CommunityCollege_C]ExitDate | 10 | 020 Transaction Community College Extract | |
College Classes (Number) | Enter the number of classes the student is attending. | [S_AZ_STU_CommunityCollege_C] NumberOfClasses | 2 | 020 Transaction Community College Extract | |
Group Name | Enter the student’s group name for Arizona’s Instrument to Measure Standards (AIMS) labels. Typically, this is the teacher’s name or room number. The testing group, if provided, is used to sort the test labels within the grade level. See http://www.azed.gov/assessment/aims/ for more information. | [S_AZ_STU_AIMS_Labels_C]GroupName | N/A | 022 Student Test Label Transaction | |
Note: All students who participate in programs or services related to Early Childhood require a SAIS ID. Student Needs can also be imported using the Quick Import function. See Virtual Tables for more information. | |||||
Preschool Program Type | Choose the student’s preschool program type from the pop-up menu. Valid values:
| [S_AZ_STU_EC_Participation_C] PreschoolProgramType | N/A | 023 Early Childhood Participation Early Childhood Extract | |
Program Entry Date | Enter the date the student entered the early childhood program for the given fiscal year. | [S_AZ_STU_EC_Participation_C] ProgramEntryDate | 8 | 023 Early Childhood Participation Early Childhood Extract | |
Program Exit Date | Enter the date the student exited the early childhood program for the given fiscal year. Note: This field is not required. | [S_AZ_STU_EC_Participation_C] ProgramExitDate | 8 | 023 Early Childhood Participation Early Childhood Extract | |
Program Partner ID | Enter the CTDS number of the school where the program is provided. | [S_AZ_STU_EC_Participation_C] ProgramPartnerID | 79 | 023 Early Childhood Participation Early Childhood Extract | |
Family Income Indicator | Choose Yes or No from the pop-up menu to indicate whether the student’s family is at or below the poverty level. Note: This field is required for the Title I Even Start program and State Family Literacy program. | [S_AZ_STU_EC_Participation_C] FamilyIncomeIndicator | N/A | 023 Early Childhood Participation Early Childhood Extract | |
Living in Household Indicator | Choose a value from the pop-up menu to indicate which parents live in the student’s household. Valid values:
Note: This field is required for the Early Childhood Block Grant program. | [S_AZ_STU_EC_Participation_C] LivingInHouseholdIndicator | N/A | 023 Early Childhood Participation Early Childhood Extract | |
Mother Employment Status | Choose Yes or No from the pop-up menu to indicate the mother’s employment status. Note: This field is required if the Living in Household Indicator is Mother or Both. | [S_AZ_STU_EC_Participation_C] MotherEmploymentStatus | N/A | 023 Early Childhood Participation Early Childhood Extract | |
Father Employment Status | Choose Yes or No from the pop-up menu to indicate the father’s employment status. Note: This field is required if the Living in Household Indicator is Father or Both. | [S_AZ_STU_EC_Participation_C] FatherEmploymentStatus | N/A | 023 Early Childhood Participation Early Childhood Extract | |
Adult Education ID | Enter the ADE-generated Adult Education identifier. Note: This field is required if Preschool Program Type is Title I Even Start (3) or State Family Literacy (2). | [S_AZ_STU_EC_Participation_C] AdultEducationID | 10 | 023 Early Childhood Participation Early Childhood Extract | |
Exempt from PPVT III or PALS-PreK | Choose the reason the student is exempt from taking PPVT III or PALS-PreK assessments from the pop-up menu, if applicable. Valid values:
| [S_AZ_STU_EC_Participation_C]ExemptPPVT | 10 | 023 Early Childhood Participation Early Childhood Extract | |
Note: In order to create a 024 – Early Childhood Preschool Assessment record, the student must have a current 014 or 023 record. | |||||
Preschool Assessment Type | Choose the appropriate preschool assessment type from the pop-up menu. Valid values:
| [S_AZ_STU_EC_Assessment_C] PreschoolAssessmentType | N/A | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Preschool Assessment Date | Enter the date the student took the assessment. | [S_AZ_STU_EC_Assessment_C] PreschoolAssessmentDate | 8 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Responsible Entity ID | Enter the Responsible District or Charter Holder CTD Number. | [S_AZ_STU_EC_Assessment_C] ResponsibleEntityID | 79 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 1 | Enter the test score. Note: The number of Test Scores required by SAIS depends on the Assessment Type. | [S_AZ_STU_EC_Assessment_C]TestScore1 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 2 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore2 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 3 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore3 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 4 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore4 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 5 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore5 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 6 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore6 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 7 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore7 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 8 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore8 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 9 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore9 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 10 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore10 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 11 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore11 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
Test Score 12 | Enter the test score. | [S_AZ_STU_EC_Assessment_C]TestScore12 | 15 | 024 Early Childhood Preschool Assessments Early Childhood Extract | |
State/Province – AZ > Civil Rights Data Collection (CRDC) > Refer to CRDC Student Setup (2020-2021) | |||||
Attendance | Verify that attendance data is entered for the student. PowerSchool tracks absence attendance records for students (one record maximum per day). If the student is associated with a Homebound SAIS Need, PowerSchool tracks all attendance for that student. Note: Beginning in fiscal year 2007, students cannot have a full day absence on the first or last day of a school enrollment unless the absence falls on the first day of the calendar track to which the student is assigned. The student must attend school during the first ten days of the calendar track. Note: As of the 2008-2009 school year, SAIS only accepts Time-to-Day attendance conversions for PK and homebound students. | [Attendance] | N/A | SAIS Membership (Homebound students) 04 Absence | |
Note: See Enrollment Rules for more information. When a student is Transferred Out of School using this function, the student is automatically exited from any open 011, 013, 014, or 015 Needs. An open Need is a Need record with an exit date greater than the Date of Transfer or 0/0/0). | |||||
Transfer comment | Enter a comment for the student transfer. | [Students]ExitComment | N/A | Not Required | |
Date of transfer | Enter the date of the transfer, the exit date for the enrollment. Enter the day after the student’s last day of school enrollment, even if that day occurs during a weekend. For example, if the student’s last day at the school is 4/23/2010, enter 4/24/2010 as the exit date. This logic is required because PowerSchool does not calculate attendance for the exit date, so do not enter a date on which the student could potentially have attended school. For no-show students, enter the same day as the entry date. | [Students]ExitDate | 8 | Student Needs Extract Community College Extract | |
Exit Code | Choose the exit code for the school enrollment from the pop-up menu. NS is a PowerSchool-specific exit code used to exit no-show students (a student who enrolled but never showed up at the school). A delete enrollment transaction is created instead of an add withdrawal transaction when the NS exit code is selected. W7 applies only to grade levels 11 and 12 for fiscal year 2007 and forward. “S” exit codes are used for summer school withdrawals. The PS exit code would not be used in this case because PS is only used to track a change to a school enrollment, not to transfer the student to another school. | [Students]ExitCode | N/A | SAIS Verification Process | |
Also transfer out of select programs | If the student is currently enrolled in any special programs, select the checkboxes for the programs that the student is exiting. | [SpEnrollments]Exit_Date | N/A | Not Required | |
Withdrawal Reason | Choose a withdrawal reason code for regular withdrawals (W exit code) and summer withdrawals (S exit code) from the pop-up menu. This code does not apply to students who withdraw from school prior to the last day of the school year. Valid values:
| [Students]Withdrawal_Reason_Code [ReEnrollments]Withdrawal_ReasonCode | N/A | Required, if applicable | |
Intention to enroll next year | Select the checkbox to save scheduling information for the student if they intend to enroll in school next year. | N/A | N/A | Not Required | |
Note: This function allows for re-enrolling a student in Needs when Re-Enrolling in School. Needs records are listed for re-enrollment where the Need Exit Date equals the student’s previous school enrollment Exit Date. | |||||
Date of re-enrollment | Enter the entry date for the school enrollment. Note: The date is the first day of school enrollment. | [Students]EntryDate | N/A | SAIS Verification Process Student Needs Extract Community College Extract | |
Entry Code | Choose the entry code for the school enrollment from the pop-up menu. Each student should have only one E (entry) code per school, per school year. An R (re-enrollment) entry code should be used for each readmission into a school for a given year, unless the new enrollment is to document a track change. See Enrollment Rules for more information. The R code must match the W (withdrawal) code from the previous enrollment for the current year. The PS exit code is used to track a change to a school enrollment that does not require an R entry code. For example, if the student is promoted from 3rd to 4th grade, a new school enrollment must be created to track the grade level change. The PS code triggers PowerSchool to include the old enrollment with an update (end) transaction (PS exit code) and the new enrollment with an add transaction (PS entry code) in the next SAIS upload file. | [Students]EntryCode | N/A | SAIS Verification Process SAIS Membership | |
Full-Time Equivalency | Choose the full-time equivalency for the school enrollment from the pop-up menu. | [Students]FTEID | N/A | Required Setup 004 Absence | |
Grade Level | Choose the grade level for the school enrollment from the pop-up menu.
| [Students]Grade_Level | N/A | SAIS Membership | |
Track | Choose track for the school enrollment from the pop-up menu. | [Students]Track | N/A | Not Required | |
District of Residence | Choose the district of residence for the school enrollment from the pop-up menu. The district of residence is used as the District of Funding. Funding is provided to the district for each student whose school enrollment is associated with the district. The district of residence must be a nine-digit value that does not include dashes. | [Students]DistrictOfResidence | 9 | SAIS Membership | |
Restore Class Enrollments? | Choose Yes or No from the pop-up menu to indicate whether to re-enroll the student in their previous class enrollments at the school. | N/A | N/A | N/A | |
Tuition Payer | Choose the student’s tuition payer status from the pop-up menu. Valid values:
| [Students]TuitionPayer | N/A | SAIS Membership | |
Special Enrollment Code | Choose the student’s special enrollment code from the pop-up menu. Valid values:
| [Students]EnrollmentCode | N/A | SAIS Membership | |
Enrollment Type | Choose the student’s enrollment type from the pop-up menu. Valid values:
| [Students]EnrollmentType | N/A | SAIS Membership | |
Student Needs | A list of Student Needs records where the Need Exit Date equals the student’s previous school enrollment Exit Date is displayed. Check the box to re-enroll the student in the Need when re-enrolling in school. | [S_AZ_STU_StudentNeed_C]NeedCode | N/A | SAIS Needs | |
Student Language Program Participation | A list of Student Language Program Participation records where the Need Exit Date equals the student’s previous school enrollment Exit Date is displayed. Check the box to re-enroll the student in the Need when re-enrolling in school. | [S_AZ_STU_LanguageProgram_C] ProgramNeedCode [S_AZ_STU_LanguageProgram_C]ProgramCode | N/A | SAIS Needs | |
Student SPED Service Participation | A list of Student SPED Service Participation records where the Need Exit Date equals the student’s previous school enrollment Exit Date is displayed. Check the box to re-enroll the student in the Need when re-enrolling in school. | [S_AZ_STU_SPED_Service_C]NeedCode [S_AZ_STU_SPED_Service_C]ServiceCode | N/A | SAIS Needs | |
Student Support Program Participation | A list of Student Support Program Participation records where the Need Exit Date equals the student’s previous school enrollment Exit Date is displayed. Check the box to re-enroll the student in the Need when re-enrolling in school. | [S_AZ_STU_SupportProgram_C] SupportNeedCode [S_AZ_STU_SupportProgram_C] SupportProgramCode | N/A | SAIS Needs | |
Entry Date | Enter the entry date for the school enrollment. Note: The date is the first day of school enrollment. | [Students]EntryDate [ReEnrollments]EntryDate | N/A | SAIS Verification Process Student Needs Extract Community College Extract | |
Entry Code | Choose the entry code for the school enrollment from the pop-up menu. Each student should have only one E (entry) code per school, per school year. An R (re-enrollment) entry code should be used for each readmission into a school for a given year, unless the new enrollment is to document a track change. See Enrollment Rules for more information. The R code must match the W (withdrawal) code from the previous enrollment for the current year. The PS exit code is used to track a change to a school enrollment that does not require the student to be withdrawn and enrolled. For example, if the student is promoted from 3rd to 4th grade, a new school enrollment must be created to track the grade level change. The PS code triggers PowerSchool to include the old enrollment with an update (end) transaction (PS exit code) and the new enrollment with an add transaction (PS entry code) in the next SAIS upload file. Use PS codes to track changes to the following:
Enter changes to these elements via Start Page > Student > State/Province – AZ > Change Enrollment. The new enrollment will appear on the Transfer Info page, where you can enter the appropriate entry code. | [Students]EntryCode [ReEnrollments]EntryCode | N/A | SAIS Verification Process SAIS Membership | |
Exit Date | Enter the exit date for the school enrollment. Enter the day after the student’s last day of school enrollment, even if that day occurs during a weekend. For example, if the student’s last day at the school is 4/23/2010, enter 4/24/2010 as the exit date. This logic is required because PowerSchool does not calculate attendance for the exit date, so do not enter a date on which the student could potentially have attended school. For no-show students, enter the same day as the entry date. | [Students]ExitDate [ReEnrollments]ExitDate | N/A | Student Needs Extract Community College Extract | |
Exit Code | Choose the exit code for the school enrollment from the pop-up menu. Note: You must choose an exit code for school enrollments where the exit date is in the past. NS is a PowerSchool-specific exit code used to exit no-show students (a student who enrolled but never showed up at the school). A delete enrollment transaction is created instead of an add withdrawal transaction when the NS exit code is selected. W7 applies only to grade levels 11 and 12 for fiscal year 2007 and forward. The PS exit code is used to track a change to a school enrollment that does not require the student to be withdrawn and reenrolled. For example, if the student is promoted from 3rd to 4th grade, a new school enrollment must be created to track the grade level change. The PS code triggers PowerSchool to include the old enrollment with an update (end) transaction (PS exit code) and the new enrollment with an add transaction (PS entry code) in the next SAIS upload file. Use PS codes to track changes to the following:
| [Students]ExitCode [ReEnrollments]ExitCode | N/A | SAIS Verification Process | |
Full-Time Equivalency | Choose the full-time equivalency for the school enrollment from the pop-up menu. | [Students]FTEID [ReEnrollments]FTEID | N/A | Required Setup 004 Absence | |
Grade Level | Choose the grade level for the school enrollment from the pop-up menu.
| [Students]Grade_Level [ReEnrollments]Grade_Level | N/A | SAIS Membership | |
Track | Choose track for the school enrollment from the pop-up menu. | [Students]Track [ReEnrollments]Track | N/A | SAIS Membership | |
District of Residence | Choose the district of residence for the school enrollment from the pop-up menu. District of residence (DOR) receives funding for the student’s membership. | [Students]DistrictOfResidence [ReEnrollments]DistrictOfResidence | 9 | SAIS Membership | |
Tuition Payer | Choose the student’s tuition payer status from the pop-up menu. Valid values:
| [Students]TuitionPayer [ReEnrollments]TuitionPayer | N/A | Required Setup | |
Special Enrollment Code | The student’s special enrollment code, entered on the Transfer Info > Edit Enrollment page. Valid values:
| [Students]EnrollmentCode [ReEnrollments]EnrollmentCode | N/A | Required Setup | |
Enrollment Type | The student’s enrollment type, entered on the Transfer Info > Edit Enrollment page. Valid values:
| [Students]EnrollmentType [ReEnrollments]EnrollmentType | N/A | Required Setup | |
Withdrawal Reason | Choose a withdrawal reason code for regular withdrawals (W exit code) and summer withdrawals (S exit code) from the pop-up menu. This code does not apply to students who withdraw from school prior to the last day of the school year. Valid values:
| [Students]Withdrawal_Reason_Code [ReEnrollments]Withdrawal_ReasonCode | NA | Required, if applicable | |
| Previous LEA | Enter the name of the district or Charter School the student attended in the previous school year OR the ISEP / Non-ISEP data if applicable. Note: If a student completed the school year in your district the previous school year, there is no need to enter a Previous LEA. The report will pull a student’s previous school automatically. Populate either ISEP or Non-ISEP for each student if your Charter School is receiving Indian School Equalization Program (ISEP) funds. Use the Student Field Value function to mass populate ISEP / Non-ISEP values for all students. Valid Values:
| [S_AZ_STU_X]PreviousLEA [S_AZ_REN_X]PreviousLEA | Charter Estimated Counts | ||