Skip to main content
Skip table of contents

Eligible Student Audit Report

Introduction

This report creates the Eligible Student (ES) Audit Report for Independent Schools. The report contains student enrollment data that can be provided to an independent auditor and used to complete the ES Audit Form. The ES Audit Form must be prepared by the school's auditor and the school must certify and submit the form to the ministry annually to obtain funding for the students attending the school who are eligible for funding. The report is submitted to the ministry once yearly between May 15th and June 15th for the just ending school year in order to receive the ministry grant payments paid to the schools on June 30th and October 31st.

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 only be run for the currently selected school and cannot be run at the District level.

Student Selection

One record appears on the report for every student enrollment record for every student in the selection who meets the following criteria:

  • The student is or has been enrolled at the school sometime between July 1st of the prior year and May 15th of the current year.
  • The student must not be excluded from state reporting ([Students]State_ExcludeFromReporting = 1).
  • The student must not be in Grade PK ([Students]Grade_Level < 0).

Report Input

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

Field

Description

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.
    Required parameter.

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

Attendance Mode for School

Choose the attendance mode used for calculating attendance at the school. The report currently supports Meeting or Daily attendance modes.

Start Date

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.

End Date

Enter the end date for the report or use the date widget to select the end date.

Note: The report can be run using any reporting period end date, however, when running the report to actually prepare the ES Audit Form, use May 15th of the current year or the reporting period end date as mandated by the ministry.

Select Grouping

Select the grouping method you want to use for the report from the dropdown list:

  • Grade Level – Students will be grouped on the pages based on their grade level.
  • Qualification Status – Students will be grouped on the pages bases on their qualification for funding status (Fully Qualified, Partially Qualified, Not Qualified).

Select Sort

Select the sort criteria you want to use for the report from the dropdown list:

  • Grade Level – Students will be sorted first by grade level than alphabetically by last name.
  • Alphabetically – Students will be sorted alphabetically by last name.
  • Number of Qualified Hours – Students will be sorted based on the number of hours of qualified classroom enrollment.

Note: If Grade Level is selected for both grouping and as the sort method, the report will ignore the selected sort method and will sort alphabetically by last name.

Output an Excel spreadsheet in addition the PDF

Select to create a copy of the report in MS Excel format as well as the PDF report.

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 PDF file for the selected school and, if selected, a copy of the report as an MS Excel file. The zip file name has the format ESAudit_DDDNNNNNYYYY.ZIP, the PDF file name has the format ESAudit_DDDNNNNNYYYY.PDF, and the Excel file has the name format ESAudit_DDDNNNNNYYYYyyyymmdd.XLS where DDD is the 3 digit ministry district number, NNNNN is the 5 digit ministry school number for the currently selected school, YYYY is the current year and yyyymmdd is the date which the report was created.

Report Page Header

Data Element

Description

[Table]FieldName

Start Date

The start date for the time period the data covers. Dates are inclusive.

Entered as a parameter at runtime

End Date

The end date for the time period the data covers. Dates are inclusive.

Entered as a parameter at runtime

School Name

The name of the school as entered in school setup

[Schools]Name

Audit Report by Grouping

The grouping for the report chosen at runtime

  • Grade Level
  • Qualifying Status

Entered as a parameter at run time

(Grouping) = Value

Defines the grouping value for this page of the report.

  • FQ – Fully Qualified
  • PQ – Partially Qualified
  • NQ – Not Qualified

If grouping is by grade:

[Students]Grade_Level [ReEnrollments]Grade_Level

Or

[S_BC_STU_Students_X]Grade_Override [S_BC_REN_Reenrollments_X] Grade_Override

If Grouping by Qualification Status:

Derived at runtime

School Year

The school year the report is being run for.

Derived based on the school year covered by the start and end dates entered at runtime.

Page (X of X)

The current page number out of the total page count

Derived at runtime when the report is rendered.

Run Date

The date the report was run

Derived from the system date when the report is executed

Run Time

The time the report was run

Derived from the system time when the report is executed

Report Details

Data Element

Description

[Table]FieldName

Status (Stat)

Classification of the student's qualification for funding

Derived at runtime based on hours present, grade level and citizenship.

If [S_BC_STU_Students_X]Citizenship=O or Students age > 18 prior to the first day in the school calendar or student's age < 5 after 12/31 or [S_BC_STU_Students_X]Grade_Override not null then NQ

If [S_BC_STU_Students_X]Citizenship=C and Total Qualifying Hours < [S_BC_SCH_Schools_X] BC_ES_Audit_FQ_Hours then PQ

If [S_BC_STU_Students_X]Citizenship=C and Total Qualifying Hours >= [S_BC_SCH_Schools_X] BC_ES_Audit_FQ_Hours then FQ

Citizenship (Ctzn)

Indicates if a student is NOT a Canadian citizen

  • NC – Not a citizen
  • Blank – citizen of Canada

Derived from [S_BC_STU_Students_X]Citizenship

Grade Level (Grd)

The grade level or overridden grade level of the student.

[Students]Grade_Level

[Reenrollments]Grade_Level

or

[S_BC_STU_Students_X]Grade_Level

[S_BC_REN_Reenrollments_X]Grade_Level

Personal Education Number (PEN)

The student's ministry assigned Personal Education Number.

[Students]State_StudentNumber

Student #

The student's locally assigned number.

[Students]Student_Number

Student Name

The student's Legal Name.

[StudentCoreFields]PSCore_Legal_Last_Name if exists; otherwise [Students]Last_Name

[StudentCoreFields]PSCore_Legal_First_Name if exists; otherwise [Students]First_Name

Date of Birth (DOB)

The student's date of birth.

[Students]DOB

Entry Date

The entry date for this enrollment.

[Students]EntryDate

[ReEnrollments]EntryDate

Exit Date

The exit date for this enrollment.

[Students]ExitDate

[ReEnrollments]ExitDate

Hours Present (Hrs Pres)

The total number of hours the student was present for the enrollment during the report period.

Meeting:Sum([PS_Membership_Defaults] Potential_Minutes_Present – [PS_Membership_Defaults]Minutes_Absent) / 60

Daily:Sum([PS_Membership_Defaults] Potential_Minutes_Present – Sum(Total Bell Schedule minutes * Number days absent)

Excused Absent (Exc Abs)

The total number of hours the student was absent for the enrollment during the report period where the absences were excused.

Meeting:Sum([Bell_Schdule_Items]Minutes_Attended times Number of excused absences in [Attendance] for that period) for all periods for the student.

Daily:Sum(Total Bell Schedule minutes * Number days absent) where absence code category is excused.

Qualifying Hours (Qual Hrs)

The total number of qualifying hours during the reporting period for funding purposes.

Hours Present + Excused Absent

Unexcused Absent (Unex Abs)

The total number of hours the student was absent for the enrollment during the report period where the absences were not excused.

Meeting:Sum([Bell_Schdule_Items]Minutes_Attended times Number of unexcused absences in [Attendance] for that period) for all periods for the student.

Daily:Sum(Total Bell Schedule minutes * Number days absent) where absence code category is unexcused.

Total

The total hours the student was enrolled.

Qualifying Hours + Unexcused Absent or

Sum([PS_Membership_Defaults] Potential_Minutes_Present / 60

JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.