Student Setup
Introduction
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 dropdown menu. The school start page appears.
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.
Note: For more information on ministry code values, see Appendix.
Data Element | Additional Information | [Table]FieldName | Length | Used in these Reports |
Enter General DemographicsDemographics | ||||
Name (last, first middle) | Enter the student’s preferred name. Format: LastName, FirstName, MiddleName | [Students]Last_Name [Students]First_Name [Students]Middle_Name | 25 25 25 | BC 1701 SLDC Extract, BC PEN Request Extract, BC PEN Import, BC TRAX Extract, ES Audit Report |
Legal Name (Last, First Middle Suffix) | This field overrides student name on provincial reports. This field is only required if legal name does not match preferred name. If the student's legal name matches the student's preferred name, click Copy to populate the legal name fields. If the student's legal name does not match the student's preferred name, enter the student's legal name. | [StudentCoreFields]PSCore_Legal_Last_Name [StudentCoreFields]PSCore_Legal_First_Name [StudentCoreFields]PSCore_Legal_Middle_Name [StudentCoreFields]PSCore_Legal_Suffix | 100 100 100 10 | BC 1701 SLDC Extract, BC PEN Request Extract, BC PEN Import, BC TRAX Extract, ES Audit Report |
Postal Code | Enter students' home postal code. | [Students]Zip | 6 | BC 1701 SLDC Extract, BC PEN Request Extract, BC TRAX Extract |
DOB | Enter the student’s date of birth. | [Students]DOB | 8 | BC 1701 SLDC Extract, BC PEN Request Extract, BC TRAX Extract, ES Audit Report |
Gender | Choose the student's preferred gender. Valid values:
| [Students]Gender | 1 | BC 1701 SLDC Extract, BC PEN Request Extract, BC TRAX Extract, ES Audit Report |
Legal Gender | This field overrides student gender on provincial reports and is only required if legal gender does not match preferred gender. If the student's legal gender matches the student's preferred gender, click Copy to populate the legal gender field. If the student's legal gender does not match the student's preferred gender, choose the student's legal gender from the pop-up menu. | [StudentCoreFields]PSCore_Legal_Gender | 10 | BC 1701 SLDC Extract, BC PEN Request Extract, BC TRAX Extract, ES Audit Report |
Student Number | Enter locally assigned student number. | [Students]Student_Number | 12 | BC 1701 SLDC Extract, BC PEN Request Extract, BC PEN Import, BC TRAX Extract, ES Audit Report |
Add British Columbia Provincial InformationDefine British Columbia Demographics InformationState/Province – BC > Demographics | ||||
Exclude From Provincial Reporting Flag | Select this checkbox if you do not want this student included in certain provincial reports | [Students] State_ExcludeFromReporting | 10 | BC TRAX Extract, ES Audit Report |
Personal Education Number (PEN) | Although this field can be entered manually it is typically defined by importing a PEN Update file from the ministry. | [Students]State_StudentNumber | 10 | BC 1701 SLDC Extract, BC PEN Request Extract, BC PEN Import, BC TRAX Extract, ES Audit Report |
Preferred Name (last, first middle) | Enter the student’s preferred or usual name. Format: LastName, FirstName, MiddleName | [S_BC_STU_Students_X] Preferred_LastName [S_BC_ STU_Students_X] Preferred_FirstName [S_BC_ STU_Students_X] Preferred_MiddleName | 25 25 25 | BC 1701 SLDC Extract, BC PEN Request Extract, BC PEN Import, BC TRAX Extract |
Special Education Category | Select the appropriate entry from the dropdown menu. Valid values are listed in Appendix A - Special Education (SPED) Codes. | [S_BC_ STU_Students_X] Special_Ed_Cat | 1 | BC 1701 SLDC Extract |
School Funding Code | Select the appropriate entry from the pop-up menu. Valid values:
| [S_BC_ STU_Students_X] School_Funding_Code | 2 | BC 1701 SLDC Extract |
Native Indian Ancestry | Select the appropriate option. Value values:
| [S_BC_ STU_Students_X] Native_Indian_Ancestry | 1 | BC 1701 SLDC Extract |
Band Code | Select the appropriate band code from the pop-up menu. Valid values are listed in Appendix A - Indian Band (BAND) Codes. | [S_BC_ STU_Students_X] Band_Code | 2 | BC 1701 SLDC Extract |
Home Language Spoken | Select the appropriate entry from the pop-up menu. Valid values are listed in Appendix A - Home Language Spoken (HLNG) Codes. | [S_BC_ STU_Students_X] Home_Lang_Spoken | 3 | BC 1701 SLDC Extract |
Enrolled Grade Override | Select the appropriate entry from the pop-up menu. If entered, the value is used to define the enrolled grade code value in extracts. If not entered, the enrolled grade code is taken from the student's Grade Level field. Valid values:
A complete set of valid enrolled grade code values is found in Appendix A - Enrolled Grade (EGRD) Codes. | [S_BC_ STU_Students_X] Grade_Override | 2 | BC 1701 SLDC Extract, BC TRAX Extract, ES Audit Report |
Citizenship | Select the appropriate option:
| [S_BC_ STU_Students_X] Citizenship | 1 | BC TRAX Extract, ES Audit Report |
Country Code | Select the appropriate entry from the pop-up menu. A complete set of valid country code values is found in Appendix A – Country Codes. | [S_BC_ STU_Students_X] Country_Code | 2 | BC TRAX Extract |
Configure Program InformationState/Province – BC > Program Info | ||||
Graduation Requirement Year | Select the appropriate value from the pop-up menu. Valid values:
| [S_BC_ STU_Students_X] Grad_Reqt_Year | 4 | BC TRAX Extract |
SCCP Completion Date | If the student is enrolled in an SCCP program enter the date the student did or will complete the program | [S_BC_ STU_Students_X] SCCP_Comp_Date | 8 | BC TRAX Extract |
Enrolled Programs (Include up to 8) | Select the appropriate entry from the pop-up menus. Entries for up to 8 programs can be selected. Valid values are listed in Appendix A - Enrolled Program (EPRG) Codes. | [S_BC_ STU_Students_X] Enrolled_Program_1 through [S_BC_ STU_Students_X] Enrolled_Program_8 | 2 | BC 1701 SLDC Extract, BC TRAX Extract |
Career Program | Select the appropriate entry from the pop-up menu. Valid values are listed in Appendix A - Career Program (CARP) codes. | [S_BC_ STU_Students_X] Career_Program | 2 | BC 1701 SLDC Extract, BC TRAX Extract |
ELL Indicator | Check the box if the student meets the definition of an English Language Learner | [S_BC_STU_Students_X] ELL_Ind | 1 | BC Class Size Extract |
IEP Indicator | Check the box if the student is on or qualifies to be on an Individual Education Plan (IEP) | [S_BC_STU_Students_X] IEP_Ind | 1 | BC Class Size Extract |
Gifted/Talented Indicator | Check the box if the student is Gifted or Talented | [S_BC_ STU_Students_X] Gifted_Talented_Ind | 1 | BC Class Size Extract |
Define 1701 InformationState/Province – BC > 1701 Info | ||||
Other Courses | Enter the number of courses the student is taking that are not required for graduation or a college certificate. Must be a value between 0 and 9. | [S_BC_ STU_Students_X] Other_Courses | 1 | BC 1701 SLDC Extract |
College Courses (Support Block) | Enter the number of courses the student is taking that are identified as support blocks (XSPBK ministry course codes). Must be a value between 0 and 8. | [S_BC_ STU_Students_X] College_Courses | 1 | BC 1701 SLDC Extract |
Number Of Courses | Enter the number of courses a secondary school student is planning to take in the current year. The value entered may include a decimal point and up to 2 places after the decimal point. If a value is not entered, the extract will derive the number of courses based the number of classes in which the student is enrolled. | [S_BC_ STU_Students_X] Number_Of_Courses | 4 | BC 1701 SLDC Extract |
Legacy FieldsState/Province – BC > Legacy Fields The following fields were present on an earlier version of this page and are no longer used for provincial reporting. They remain on the page in case districts have used the fields for local purposes. | ||||
Alternate ID (PEN) | Personal education number. | [S_BC_ STU_Students_X]PEN | 10 | n/a |
Legal Name (last, first middle) | Provincial reports now obtain legal name from [Students]Last_Name, First_Name, and Middle_Name. | [S_BC_ STU_Students_X] Legal_Last_Name [S_BC_ STU_Students_X] Legal_First_Name [S_BC_ STU_Students_X] Legal_Middle_Name | 25 25 25 | n/a |
Special Education Job Training | Special education job training flag (Y or N). | [S_BC_ STU_Students_X] Special_Ed_Job_Training | 1 | n/ |
Define Current/Previous Enrollment | ||||
Grade Level | Choose the grade level for the school enrollment from the pop-up menu. If the Enrolled Grade Override field below is defined, it, rather than Grade Level, is used to determine the enrolled grade code value in extracts. If an enrolled grade override is not present for the student, his grade level must have a value between 1 and 12. A complete set of valid enrolled grade code values is found in Appendix A - Enrolled Grade (EGRD) Codes. | [Students]Grade_Level [Reenrollments]Grade_Level | 2 | BC 1701 SLDC Extract, BC PEN Request Extract, BC TRAX Extract |
Enrolled Grade Override | Select the appropriate entry from the dropdown menu if one of the values applies. If entered, this value is used to define the enrolled grade code value in extracts instead of the value from the [Reenrollments] Grade_Level field. Valid values:
A complete set of valid enrolled grade code values is found in Appendix A - Enrolled Grade (EGRD) Codes. | [S_BC_ STU_Students_X] Grade_Override [S_BC_REN_Reenrollments_X] Grade_Override | 2 | BC 1701 SLDC Extract, BC TRAX Extract, ES Audit Report |
Citizenship | Select the appropriate option:
| [S_BC_ STU_Students_X] Citizenship [S_BC_REN_Reenrollments_X] Citizenship | 1 | BC TRAX Extract, ES Audit Report |
Define Enrollment RecordsAll Enrollments > Edit Enrollment Record | ||||
Student will take this exam electronically | Select this checkbox if the student will take the Provincial Exam associated with this course electronically. | [S_BC_CC_CC_X] Electronic_Exam_Ind | 1 | BC TRAX Extract |
Provincial Exam Special Case | Select the appropriate value from the pop-up menu if the student qualifies for a rewrite or deferral of the Provincial Exam for this course. Valid values:
| [S_BC_CC_CC_X] Exam_Special_Case | 1 | BC TRAX Extract |
Check if Student will NOT take the optional exam | Select this checkbox if the provincial exam for this course is optional and the student is opting out. | [S_BC_CC_CC_X] Optional_Exam | 1 | BC TRAX Extract |
SADE/TRAX Course Type | Select the appropriate value from the pop-up menu. Valid Values:
| [S_BC_CC_CC_X] TRAX_Course_Type | 1 | BC TRAX Extract |
Edit Stored GradesHistorical Grades > Edit Stored Grade | ||||
Grade Level | Enter the grade level of the student when this mark was earned. | [StoredGrades]Grade_Level | 2 | BC TRAX Extract |
Manage Provincial InformationHistorical Grades > Edit Stored Grade > State/Province – BC Information | ||||
TRAX Course Type | Select the appropriate value from the pop-up menu. Valid Values:
| [S_BC_SGR_TRAX_X] TRAX_Course_Type | 1 | BC TRAX Extract |
Course Grade Level | Enter the grade level of the course this mark is for if the course is not set up in PowerSchool. Select 99 if this course does not have a grade level associated with it but should be included in the TRAX report. | [S_BC_SGR_TRAX_X] Course_GradeLevel | 2 | BC TRAX Extract |
TRAX Course Number | Enter the Ministry or local course code this mark is for if the course is not set up in PowerSchool. | [S_BC_SGR_TRAX_X] TRAXCourseNumber | 5 | BC TRAX Extract |
Exclude From TRAX | Select this checkbox if you want this mark to be excluded from the TRAX report. Note: The course will be excluded from the TRAX report if this historical grade record is the only data present for the course. | [S_BC_SGR_TRAX_X] ExcludeFromTRAX | 1 | BC TRAX Extract |
Provincial Exam Indicator | Select this checkbox if the course associated with this mark is a provincially examinable course. | [S_BC_SGR_TRAX_X] Provincial_Exam_Ind | 1 | BC TRAX Extract |