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Oral Health Screenings/Waivers

Contents

Introduction

The Oral Health Screening/Waivers report includes oral health record results for kindergarten and new first grade students from the PowerSchool Health module.

Selection Criteria

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

Student Selection

The report selects which student records from the [Students] or [ReEnrollments] table based on the following criteria:

  • The student must not be excluded from state reporting.
  • The student must be enrolled in a school included in the report on the Snapshot Date. The school must not be excluded from state reporting and must not be designated as a summer school.
  • The student must have an Oral Health Screening or Waiver record in the PowerSchool Health module.

Notes:

      • If a student has multiple Oral Health Screenings, the report refers to the most recent record.
      • If the student has multiple Oral Health Waivers, the report refers to the most recent record.
      • Oral Health Screening records must occur within one year prior to the start date of the Report Year chosen at report runtime.
      • Oral Health Waiver records must occur from July 1st to June 30th of the Report Year chosen at report runtime.
  • The student must be enrolled in grade level 0 (kindergarten) or 1 (first) on snapshot date and must not have any kindergarten or first grade enrollments in the prior year.

The California Department of Education (CDE) has added a new grade level of ‘TK’ that districts must use when reporting Transitional Kindergarten students to CALPADS. This new grade level will be effective starting with the 2023-2024 school year.

To support this functionality, PowerSchool has updated all California state reporting pages and reports to honor the grade level mappings as defined by each district.

The grade level is reported as mapped in all CA-specific reports once you meet the following criteria:

  • You are on PS Version 23.1 or higher

  • LTK Pref is enabled

  • While running the report, the selected school year is 23-24 or higher.

LTK Grade Level Mapping - valid values:

  • Grade 0 = KN

  • Grades -1 and below = TK, PS, IN

  • Grades >12 = AD


Report Input

This report is run at the District level only.

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

Field

Description

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.

Report Year

Choose a report year from the pop-up menu.

The report year determines the screenings and waivers to be included in the report. The report years available in the pop-up menu are based on the term selected at the top of the page.

Snapshot Date

Enter the date that the count of students, screenings, and waivers should be as of. The date entered must be within the Report Year entered above.

Exclude New First Grade Student Data

Choose Yes or No from the pop-up menu. Choosing Yes includes students who first time first grade students in the district (Student that do not have a kindergarten or first grade enrollment in the school year prior to the report year, selected above). Choosing No excludes the first time first graders from all columns on the report.

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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.

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

Item #

Data Element

Description

 [Table]FieldName

1

Report Name

The report name.

N/A

2

District Name

The district name.

[Prefs]Value

[Prefs]Name=districtname

3

School Name

The school name.

[Schools]Name

4

Kindergarten Students

The number of active kindergarten students enrolled on the Snapshot Date that do not have a kindergarten enrollment in the school year prior to the report year (kindergarten students that were not retained in the previous year).

Note: This total includes students with and without an Oral Health Screening or Waiver record. For  school year is 23-24 or higher, grade level mapped to LTK will be displayed. 

[Students]Grade_Level=0

[Reenrollments]Grade_Level=0

[Students]EntryDate

[Students]ExitDate

[Reenrollments]EntryDate

[Reenrollments]ExitDate






5

New First Grade Students

The number of active first grade students enrolled on the Snapshot Date that do not have a kindergarten or first grade enrollment in the school year prior to the report.

Note: This total includes students with and without an Oral Health Screening or Waiver record.

[Students]Grade_Level=1

[Reenrollments]Grade_Level=1

[Students]EntryDate

[Students]ExitDate

[Reenrollments]EntryDate

[Reenrollments]ExitDate


6

Total Students (1)

The number of kindergarten and new first grade students.

The report adds the totals for kindergarten and new first grade students.

7

Assessments Completed (2)

The number of Oral Health Screening records for the selected students.

Oral Health Screening records must have a date that occurs within a year prior to the school start date to the report year.

[HealthStudOral]ScreenDate


8

Financial Burden (3)

The number of Oral Health Waiver records with Financial Burden chosen as the wavier reason.

Oral Health Waiver records must occur from July 1st to June 30th of the Report Year chosen at report runtime

[HealthScreenWaiver]WaiverDate

[HealthScreenWaiver]WaiverReasonLUID

[HealthScreenLookkup]StateReportCode = FB

9

Lack of Access (4)

The number of Oral Health Waiver records with Lack of Access chosen as the waiver reason.

Oral Health Waiver records must occur from July 1st to June 30th of the Report Year chosen at report runtime

[HealthScreenWaiver]WaiverDate

[HealthScreenWaiver]WaiverReasonLUID

[HealthScreenLookkup]StateReportCode = LA

10

Parental Consent (5)

The number of Oral Health Waiver records with Parental Consent chosen as the waiver reason.

Oral Health Waiver records must occur from July 1st to June 30th of the Report Year chosen at report runtime

[HealthScreenWaiver]WaiverDate

[HealthScreenWaiver]WaiverReasonLUID

[HealthScreenLookkup]StateReportCode = PC

11

Untreated Decay (6)

The number of Oral Health Screening records with Yes chosen for history of caries present or untreated caries present.

Oral Health Screening records must have a date that occurs within a year prior to the school start date to the report year.

[HealthStudOral]ScreenDate

[HealthStudOral]IsHistoryCariesPresent

OR

[HealthStudOral]IsUntreatedCariesPresent

12

Form Not Returned (7)

The number of Oral Health Waiver records with Form Not Returned chosen as the waiver reason.

Oral Health Waiver records must occur from July 1st to June 30th of the Report Year chosen at report runtime

[HealthScreenWaiver]WaiverDate

[HealthScreenWaiver]WaiverReasonLUID

[HealthScreenLookkup]StateReportCode = FNR

13

Totals

The total for each column.

N/A

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