BC Class Size Extract
Introduction
This report creates the Class Size Extract that can uploaded to the Ministry's EdAccess system for class size and organization reporting, and contains course enrollment data and student counts broken down by grade level and certain student demographics.
The report can be run prior to the count date, which is currently October 15th of the school year and the data will be current as of either the run date or the count date, whichever is earlier. The data can be uploaded to the Ministry anytime between October 16th and October 30th of the school year.
Selection Criteria
Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the expected records.
School Selection
The report can be run for the currently selected school or for all schools if run at the District level.
The school must not be excluded from state/provincial reporting.
For the selection criteria above, a school is excluded from state/provincial reporting if [Schools]State_ExcludeFromReporting =1 (box is checked on the School Info page).
Course/Section Selection
One record appears in the extract for every course that meets the following criteria:
The course/section must have at least one active student enrollment on the run date or count date, whichever is earlier, for a student who is not excluded from state reporting.
The course/section must not be excluded from state reporting ([Sections]Exclude_State_RPT_YN = 1 indicates an excluded section).
The course/section must be an active course for a term that spans the run date or the count date, whichever is earlier. For example if the course/section term ends on October 1st, it is not included in the extract if the extract is being run on the count date. Similarly if the course/section term does not start until after the count date, the course is not included in the extract.
Student Selection
Student counts will reflect one head count for every student enrolled in the course/section who meets the following criteria:
The student is actively enrolled in the course/section on the count date.
The student is not excluded from state reporting ([Students]State_ExcludeFromReporting = 1).
Report Input
For help with navigation and running the report, seeHow to Find and Generate a Report.
Field | Description |
|---|---|
Schools to Include | Enter the start date for the report or use the date widget to select the start date. Note: The report can be run using any reporting period start date, however, when running the report to actually prepare the ES Audit Form, use July 1st of the previous year or the reporting period start date as mandated by the ministry. |
Report Output
Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.
The extract creates a zip file containing a single CSV file if the report is being run for a single school or a CSV file for every school selected if the report is being run at the district office for multiple schools. The zip file will have the naming convention DDDNNNNN_class_Size_YYYY.ZIP where DDD is the 3 digit ministry district number, NNNNN is the 5 digit ministry school number (00000 if being run at the district), and YYYY is the current year. The CSV files contained in the zip file will follow the same naming convention except they will have an extension of .CSV instead of .ZIP.
Data Element | Description | [Table]FieldName |
|---|---|---|
Subject Code | Two digit ministry subject code for the subject of the course. | [S_BC_CRS_COURSE_X]Subject_Area Values: 00 – Full Grade 05 – Applied Skills 10 – English Language Arts 15 – Fine Arts 20 – Health and Career Ed 25 – Information and Communications Tech 30 –Languages 35 – Mathematics 40 – Physical Ed 45 – Sciences 50 – Social Studies 60 – Special Ed 65 – Other |
Class/Division Name | A name used in the school to identify the group of students - a class. The class name may be a division name, a course title or free form text. | [Courses]Course_Name |
Section | May be used to uniquely identify different offerings of the same Class or Division | [CC]Course_Number + '.' + [CC]Section_Number Ex: SNC2PR.2 |
Headcount for Half Day KG | Number of students enrolled in the course who are half day kindergarten students. Per ministry specs, BC no longer has half day kindergarten so this field should be blank always. | Always Blank |
Headcount for Full Day KG | Number of students enrolled in the course who are half day kindergarten students. | Count of CC records for the course and section where [Students]Grade_Level = 0 If count is zero then blank |
Headcount for Grade 1 | Number of students enrolled in the course who are in first grade. | Count of CC records for the course and section where [Students]Grade_Level = 1 If count is zero then blank |
Headcount for Grade 2 | Number of students enrolled in the course who are in second grade. | Count of CC records for the course and section where [Students]Grade_Level = 2 If count is zero then blank |
Headcount for Grade 3 | Number of students enrolled in the course who are in third grade. | Count of CC records for the course and section where [Students]Grade_Level = 3 If count is zero then blank |
Headcount for Grade 4 | Number of students enrolled in the course who are in fourth grade. | Count of CC records for the course and section where [Students]Grade_Level = 4 If count is zero then blank |
Headcount for Grade 5 | Number of students enrolled in the course who are in fifth grade. | Count of CC records for the course and section where [Students]Grade_Level = 5 If count is zero then blank |
Headcount for Grade 6 | Number of students enrolled in the course who are in sixth grade. | Count of CC records for the course and section where [Students]Grade_Level = 6 If count is zero then blank |
Headcount for Grade 7 | Number of students enrolled in the course who are in seventh grade. | Count of CC records for the course and section where [Students]Grade_Level = 7 If count is zero then blank |
Headcount for Grade 8 | Number of students enrolled in the course who are in eighth grade. | Count of CC records for the course and section where [Students]Grade_Level = 8 If count is zero then blank |
Headcount for Grade 9 | Number of students enrolled in the course who are in ninth grade. | Count of CC records for the course and section where [Students]Grade_Level = 9 If count is zero then blank |
Headcount for Grade 10 | Number of students enrolled in the course who are in tenth grade. | Count of CC records for the course and section where [Students]Grade_Level = 10 If count is zero then blank |
Headcount for Grade 11 | Number of students enrolled in the course who are in eleventh grade. | Count of CC records for the course and section where [Students]Grade_Level = 11 If count is zero then blank |
Headcount for Grade 12 | Number of students enrolled in the course who are in twelfth grade. | Count of CC records for the course and section where [Students]Grade_Level =12 If count is zero then blank |
EA Support Provided | Indicates that an educational assistant provides support for this course. | [S_BC_SEC_SECTIONS_X]EA_Support_Ind Valid values = 'Y' or 'N' |
Headcount for students entitled to IEP* | Number of students enrolled in the course who are entitled to an IEP. | Count of students for the course where [S_BC_STU_STUDENTS_X]IEP_Ind = 1 or Y If count is zero then blank |
Headcount for gifted students* | Number of students enrolled in the course who are gifted or talented. If student is included in the IEP or ELL count they are not counted here. | Count of students for the course where [S_BC_STU_STUDENTS_X]Gifted_Talented_Ind = 1 or Y and [S_BC_STU_STUDENTS_X]IEP_Ind = 0 or N or Null and [S_BC_STU_STUDENTS_X]ELL_Ind = 0 or N or Null If count is zero then blank |
Headcount for ELL students.* | Number of students enrolled in the course who are eligible for ELL services. If the student is included in the IEP count they are not counted here. | Count of students for the course where [S_BC_STU_STUDENTS_X]ELL_Ind = 1 or Y and [S_BC_STU_STUDENTS_X]IEP_Ind = 0 or N or Null If count is zero then blank |
Rationale | No longer used but retained in layout | No longer used |