Skip to main content
Skip table of contents

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.

  1. On the Start Page, select the School link at the top of the page.
  2. Choose the appropriate school from the dropdown menu. The school start page appears.
  3. Select the first letter of the student’s last name.
  4. 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 Demographics

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:

  • F – Female
  • M – Male

[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_Gender10BC 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 Information

Define British Columbia Demographics Information

State/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:

  • 14 - Out of Province/ International Student
  • 16 - Newcomer Refugee
  • 20 - Status Indian Living on Reserve
  • Blank - otherwise

[S_BC_ STU_Students_X] School_Funding_Code

2

BC 1701 SLDC Extract

Native Indian Ancestry

Select the appropriate option.

Value values:

  • Y - Yes
  • N - No

[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:

  • EU - Elementary Special Ungraded
  • GA - Graduated Adult
  • HS - Home School Registration
  • KF - Kindergarten Full-Time
  • KH - Kindergarten Half-Time
  • SU - Secondary Special Ungraded
  • AD – Adult Secondary Graduating This Year
  • AN – Adult Secondary Not Graduating This Year
  • OT - Other

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:

  • C - Canadian
  • O - Other

[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 Information

State/Province – BC > Program Info

Graduation Requirement Year

Select the appropriate value from the pop-up menu.

Valid values:

  • 2023 (applicable for Grades 10, 11, and 12)
  • 2018
  • 2004 
  • SCCP
  • 1996
  • 1950 ( Adult Graduation Program )

[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 Information

State/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 Fields

State/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:

  • EU - Elementary Special Ungraded
  • GA - Graduated Adult
  • HS - Home School Registration
  • KF - Kindergarten Full-Time
  • KH - Kindergarten Half-Time
  • SU - Secondary Special Ungraded
  • AD – Adult Secondary Graduating This Year
  • AN – Adult Secondary Not Graduating This Year
  • OT - Other

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:

  • C - Canadian
  • O - Other

[S_BC_ STU_Students_X] Citizenship

[S_BC_REN_Reenrollments_X] Citizenship

1

BC TRAX Extract, ES Audit Report

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:

  • Blank
  • (R) – Rewrite (Legacy Value - 2023-2024)
  • (D) – Deferral (Legacy Value - 2023-2024)

[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:

  • Blank
  • (E) – Equivalency
  • (C) – Challenge for Credit

[S_BC_CC_CC_X] TRAX_Course_Type

1

BC TRAX Extract

Work with Stored Grades

Edit Stored Grades

Grade Level

Enter the grade level of the student when this mark was earned.

[StoredGrades]Grade_Level

2

BC TRAX Extract

TRAX Course Type

Select the appropriate value from the pop-up menu.

Valid Values:

  • Blank
  • (E) – Equivalency
  • (C) – Challenge for Credit

[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


JavaScript errors detected

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

If this problem persists, please contact our support.