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BC PEN Request Extract

Introduction

This report creates a fixed column text file to be sent to the ministry. It contains student demographic information and is used either to request that the ministry assign a personal education number (PEN) for a student who does not have one, or to extract existing PEN values for verification.

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 correct records.

School Selection

The extract can be run either for the currently selected school or for all schools in the district by selecting the appropriate option on the report input page.

Student Selection

One record appears in the PEN Request file for each student that is enrolled and active in an included school. If the PEN Verification option is not selected, only students without a PEN are included in the extract, otherwise students are included regardless of whether a PEN is present or not.

Report Input

For help with navigation and running the report, seeHow to Find and Generate a Report.

Field

Description

Use

Select one of the following options:

  • District Wide – Includes all student records on the PowerSchool server that meet the selection criteria.
  • Current School Only (default value) – Includes all student records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Consolidate All Schools

This parameter applies only if the District Wide option is selected for the Use parameter. If selected the extract file contains only one header record and one trailer record, and all student detail records are grouped with that header. If not selected, the extract file contains a header and a trailer record for each school that has included students, and each student detail record is grouped with the appropriate header record.
Default value is unchecked.

Current Selection Students

Indicate which students to include in the report by selecting one of the following options:

  • The selected [number] students only – Run the report for students in the current selection that meet the selection criteria.
  • All students (default value) – Run the report for all students in the current school or district that meet the selection criteria.

Note: If running the report for a single student, or group of students, select the students prior to running report.

PEN Verification

If not selected (default value), only students with no PEN number are included in the report. If selected, students are included regardless of whether they have a PEN or not.

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 single file containing header, detail, and trailer records. The file name has the format DDDNNNNN.PEN where DDD is the 3 character ministry district number and NNNNN is the 5 character ministry school number for the currently selected school; if the district office is currently selected a school number of 00000 is used.

The number of header and trailer records is determined by whether the extract is run district wide or for the currently selected school (as specified by the Use report parameter above) and whether schools are consolidated (as specified by the Consolidate All Schools report parameter above):

  • If the report is run district wide and schools are not consolidated, a header and trailer is present for each school that has at least one enrolled student, and the detail records for students at each school appear between the header and trailer records for the school.
  • If the report is run district wide and schools are consolidated, a single header and trailer record identifying the district are present, and all student detail records appear between the header and trailer without regard for the school at which students are enrolled.
  • If the report is run for the currently selected school, a single header and trailer record identifying the school are present and all student detail records for the school appear between the header and trailer.

Header Record

Data Element

Description

[Table]FieldName

Field Length

Field Offset

Transaction Code

Identifies the record as a header record.

Always 'FFI'

3

0

Ministry School Code

The 8-character ministry assigned school code identifying the school for which the following student detail records are associated.

First 3 characters of [Prefs]Value (for [Prefs]Name = districtnumber) followed by first 5 characters of [Schools]Alternate_School_Number for the currently selected school.

If alternate school number is not defined [Schools]School_Number is used.

If the district office is currently selected a school number value of 00000 is used.

8

3

School Name

The school name identifying the school for which the following student detail records are associated.

District name is used if either of the following is true:

  • The district office is currently selected.
  • The Consolidate All Schools is option is selected when running district wide.

[Schools]Name.

Or

[Prefs]Value (where [Prefs]Name = districtname).

40

11

Request Date

Date the request file was created in YYYYMMDD format.

System date.

8

51

Email ID

The email address of the requesting school.

Superintendent's email address is used if either of the following are true:

  • The district office is currently selected.
  • The Consolidate All Schools is option is selected when running district wide.

[Schools]BulletinEmail.

Or

[Prefs]Value (where [Prefs]Name = SuperintendentEmail).

100

59

Fax Number

The fax number of the requesting school.

Superintendent's fax number is used if either of the following are true:

  • The district office is currently selected.
  • The Consolidate All Schools is option is selected when running district wide.

[Schools]Fax.

Or

[Prefs]Value (where [Prefs]Name = Superintendentfax).

10

159

Contact Name

The principal of the requesting school.

Superintendent's name is used if either of the following are true:

  • The district office is currently selected.
  • The Consolidate All Schools is option is selected when running district wide.

[Schools]Principal.

Or

[Prefs]Value (where [Prefs]Name = Superintendent).

40

169

Office Number

Unused.

Spaces

2

209

Detail Record

Data Element

Description

[Table]FieldName

Field Length

Field Offset

Transaction Code

Identifies the record as a student detail record.

Always 'SRM'

3

0

Local Student ID

Local PowerSchool student number.

[Students]Student_Number

12

3

Student ID (PEN)

Ministry assigned personal education number.

[Students]State_StudentNumber

10

15

Legal Surname

Legal last name.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

25

25

Legal Given Name

Legal first name.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_First_Name

[Students]First_Name

25

50

Legal Middle Name

Legal middle name.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_Middle_Name

[Students]Middle_Name

25

75

Usual Surname

Preferred last name.

[S_BC_STU_Students_X] Preferred_LastName

25

100

Usual Given Name

Preferred first name.

[S_BC_STU_Students_X] Preferred_FirstName

25

125

Usual Middle Name

Preferred middle name.

[S_BC_STU_Students_X] Preferred_MiddleName

25

150

Birth Date

Date of birth in YYYYMMDD format.

[Students]DOB

8

175

Gender

Gender (M of F).

Note: If populated, the student's legal gender overrides the student's preferred gender.

[StudentCoreFields]PSCore_Gender

[Students]Gender

1

183

Unused

Filler.

Spaces

16

184

Enrolled Grade Code

Enrolled grade level.

[S_BC_STU_Students_X]Grade_Override if a value is defined.

If an override value is not defined the zero-filled value of [Students]Grade_Level is used

2

200

Unused

Filler.

Spaces

26

202

Postal Code

Home postal code in X9X9X9 format.

[Students]Zip

6

228

Trailer Record

Data Element

Description

[Table]FieldName

Field Length

Field Offset

Transaction Code

Identifies the record as a trailer record.

Always 'BTR'

3

0

Student Transaction Count

Count of student detail records associated with the preceding header record

Zero filled.

Count of SRM records

6

3

Software Vendor Name

Name of software vendor supplying software to generate the extract file.

Always 'PowerSchool Group LLC'

100

9

Software Product Name

Name of software product used to generate the extract file.

Always 'PowerSchool'

100

109

Software Product ID

The software product ID based on the PowerSchool State Reporting Installer version number. The number is formatted YY.M.R with YY as the year digit, M as the month, and R as the sequential build number. Zero (0) is the major build number.

Example: 18.1.0

Always the version number, formatted YY.M.R

15

209

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