Gains and Losses Audit

Introduction

Use the Gains and Losses Audit report to identify issues with student entry and exit dates for school enrollments and special program enrollments. You can run the report for school enrollments, special programs, or both. The records are sorted by date and then student number. School enrollments can be grouped by grade level.

Selection Criteria

Selection criteria determine which database records are used in the report.

Student School Enrollment Selection

The report selects records from the [Students] and [ReEnrollments] tables based on the following criteria:

The student must have entered or exited school during the report date range. All school enrollments are included for the student that occur sometime within the date range of the report.

Note: If the report date range includes the first day of the school, entry/exit dates before the school year are included. If the report date range includes the last day of the school, entry/exit dates after the school year are included.

The school enrollment must be associated with a grade level selected at report runtime.

Student Special Program Enrollment Selection

The report selects records from the [SpEnrollments] table where the student entered or exited a special program during the report date range.

Note: If the report date range includes the first day of the school, entry/exit dates before the school year are included. If the report date range includes the last day of the school, entry/exit dates after the school year are included.

Report Input

This report is run at the School level only.

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

Field	Description
Reporting Segment or Begin Date and Ending Date	Choose a reporting segment from the pop-up menu, or enter a beginning and ending date for the report.
Data to be filled	Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Set All from the pop-up menu. To clear all checkboxes, choose Reset All.
Grade Levels (multi-selectable) (Leave blank to run for special program enrollments only)	Choose one or more grade levels to audit school entry and exit dates (gains and losses) in the report. Leave blank to run the report for special programs only.
Special Programs (multi-selectable) (Leave blank to run for grade level enrollments only)	Choose one or more special programs to audit in the report. The list includes programs set up via Start Page > District Setup > Special Programs. Leave blank to run the report for school enrollments only.
Group by Grade	Select the checkbox to group school enrollments by grade level.

Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Tables for a definition of each column in the table.

See PowerSource for assistance with troubleshooting ADA and ADM calculations.

See the California FAQ for more information about how losses are handed when a student exits at the end of a reporting segment.

Report Output Format: The report output format for this report is pdf.

Data Element	Description	[Table]FieldName
Header
Title	The title of the report: Report of Gains and Losses.	N/A
Date Range	The date range of the report, entered at report runtime.	N/A
Run/Print Time	The date and time that the report was generated.	N/A
District Name	The district name.	[Prefs]Value [Prefs]Name=districtname
District Number	The district number.	[Prefs]Value [Prefs]Name=districtnumber
School Name	The school name.	[Schools]School_Name
School Number	The locally assigned school number (not the 7-digit school number).	[Schools]School_Number
Columns
Date	The entry date or exit date for the enrollment. Note: School enrollments can be viewed on the Transfer Info student page. Special program enrollments can be viewed on the Special Programs student page.	[Students]EntryDate [Students]ExitDate [ReEnrollments]EntryDate [ReEnrollments]ExitDate [SpEnrollments]Enter_Date [SpEnrollments]Exit_Date
Grade	The grade level associated with the enrollment. Note: For school year 23-24 or higher, grade level mapped to LTK will be displayed.	[Students]Grade_Level [ReEnrollments]Grade_Level [SpEnrollments]GradeLevel
ID	The locally assigned student number.	[Students]Student_Number
Student Name	The student’s name.	[Students]LastFirst
Action	School Enrollments: GAIN: Indicates a gain for the grade level; the student enrolled in the school or exited a special program. LOSS: Indicates a loss for the grade level; the student exited the school or enrolled in a special program. Logic: If a student is enrolled in a special program, then the student is not considered part of the grade level. Thus, the student is excluded from the grade level count. If a student is not enrolled in a special program, then he/she is included in the grade level count. Special Program Enrollments: GAIN: Indicates that the student enrolled in the special program. LOSS: Indicates that the student exited in the special program.	[Students]EntryDate [ReEnrollments]EntryDate [Students]ExitDate [ReEnrollments]ExitDate [SpEnrollments]Enter_Date [SpEnrollments]Exit_Date
(Audit) Notes	If applicable, the report displays a message regarding any issues with the entry or exit dates. See Audit Notes for an explanation of the messages.	N/A
Male	The total of the number of male students enrolled in the grade level or special program.	[Students]Gender=M
Female	The total of the number of female students enrolled in the grade level or special program.	[Students]Gender=F
Non-Binary(X)	The total of the number of non-binary students enrolled in the grade level or special program.	[Students]Gender=X
Total	The total number of students enrolled in the grade level or special program.	[Students]Gender=M [Students]Gender=F [Students]Gender=X
Rows
Starting Enrollment	The total of the number of students (male, female, total) enrolled in the grade level or special program on the first date of the report date range.	Same entry and exit date fields as above.
Ending Enrollment	The total ending enrollment (male, female, total) for the grade level or special program on the last date of the report date range.	Same entry and exit date fields as above.
Audit Row	If the first day of the school year is included in the report, then any entry or exit dates before the first day of school are flagged as errors. If the last day of the school year is included in the report, then any entry or exit dates after the last day of school are flagged as errors.	[Terms]FirstDay [Terms]LastDay Same entry and exit date fields as above.
End of Day Enrollment	The total of the number of students (male, female, total) enrolled in the grade level or special program at the end of date listed. This is an incremental total for each day that enrollment changed.	Same entry and exit date fields as above.
First Day of School	Indicates that the date is the first day of the school year.	[Terms]FirstDay
Last Day of School	Indicates that the date is the last day of the school year.	[Terms]LastDay

Audit Notes

Field	Description
Exit Before Entry – Not Counted	The entry and exit dates for the enrollment (school or special program) are reversed, or incorrect. The dates for the enrollment should be corrected so that the entry date is on or before the exit date.
Bad Date: Prior to First Day of School	The entry or exit date is before the first day of school. The date should be modified to an in-session day.
Bad Date: After Last Day of School	The entry or exit date is after the last day of school. The date should be modified to an in-session day, or the day after the last day of school.
Bad Date: (Day Description) Bad Date: Holiday Bad Date: Staff Development Bad Date: Emergency Closure	The entry or exit date is not an in-session day. The Day Description is pulled from the school calendar. The date should be modified to an in-session day.
Bad Date: Not In Session Bad Date: Not on School Calendar	The entry or exit date is not an in-session day. The date should be modified to an in-session day.
Bad Date: Outside Enrollment	The special program enrollment entry or exit date is outside the student’s school enrollment. Either edit the school enrollment dates to include this entry or exit date, or edit the date so that it is within the school enrollment dates.
Multiple SP Enrollment – Not Counted	This message applies only to the school enrollment section. If a student enrolls in or exits from multiple special programs during the report date range, only the first special program enrollment is counted as a loss to the grade level. Similarly, only the last special program exit counted as a gain to the grade level. Intermediate special program enrollments appear as +0, or -0 in the grade level tallies. Note: Intermediate special program enrollments are, however, counted as gains and losses in the special program section.