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P-EBT Data Collection

Introduction

The purpose of this report is to provide accurate information to determine and disseminate maximum reimbursement for students who are eligible for SNAP or FRPL and meet the criteria to receive P-EBT.

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 correct records.

Report Data Setup

The Special Programs functionality is used to track the learning modality of students by mapping a special program to a learning modality. As part of the district setup, when you create a special program, you can specify the type of learning modality. Refer to the Special Programs section under District Setup. You then need to enroll students to the special programs that have a learning modality assigned to ensure mapping between students and learning modalities. Refer to the Enroll a Student in a Special Program section under Special Programs Enrollment.

Student Selection

The report selects records from the [Students] table based on the following criteria:

  • The student is not flagged as Exclude from State Reporting.
  • The school is not flagged as Exclude from State Reporting.
  • The student’s Entry Date is on or after July 1 of the selected school year.
  • The student’s Entry Date is on or before the date the report is run (system date).
  • The student must have a SASID that is updated in the RITS system.

Report Input

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

Field

Description

Select Schools

Choose one, all, or a selection of Schools. A school selection will only be offered at District Office. When running at a school, only that school will be available.

Select Students*

Required. Indicate which students to include in the report by choosing one of the following options:

  • The Selected x Students Only – Run the report for students in the current selection.
  • All Students – Run the report for all students in the current school or district that meet the selection criteria.

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

Source of Contacts

Required. Choose the sources of contact:

Valid values:

  • Legacy Guardian
  • Student Contacts
School YearRequired. Choose the school year for the report. The current school year displays by default.

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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.

Excel Col

Data Element

Description

[Table]FieldName

StartEnd

Field Length

A2

School District/BOCES Code

A unique code assigned to a district by CDE.

[Prefs]value

[Prefs]name=districtnumber

14

4

B2

School Code

A unique code assigned by CDE to a school building.

If the School of Accountability field is populated, then the alternate school number of the selected school is reported. If no alternate school number is specified for the selected school, then the actual school number is reported.

If the School of Accountability field is blank, then the alternate school number of the enrolled school is reported. If no alternate school number is specified for the enrolled school, then the actual school number is reported.

Note: The school number or alternate school number reported matches the time period of the current enrollment or previous enrollment.

[Schools]Alternate_School_Number

[Schools]School_Number

584
C2Entry DateStudent's school entry date.

[Students]entryDate

[Reenrollments]entryDate

9168
D2Exit Withdraw DateStudent's school exit date.

[Students]exitDate

[Reenrollments]exitDate

17248

E2

Student's State ID (SASID)

A unique ten-digit number must be assigned to each student by CDE.

[Students]State_StudentNumber

2534

10

F2

Local ID (LASID)

The student's Locally Assigned Student ID (LASID). Districts/BOCES may zero fill if they choose not to use a LASID.

[Students]Student_Number

3544

10

G2

Student's First Name

The student's first name given at birth, baptism, or during another naming ceremony, or through legal change.

This is the student's legal name. If the legal name field is not populated, the student's preferred name is reported.

[StudentCoreFields]PSCore_Legal_First_Name

[Students]First_Name

4574

30

H2

Student's Middle Name

The student's middle name given to the student at birth, baptism, or during another naming ceremony, or through legal change. Blanks are NOT allowed. Use NMN (no middle name) where appropriate.

This is the student's legal name. If the legal name field is not populated, the student's preferred name is reported.

Valid values:

01 - Female

02 - Male

[StudentCoreFields]PSCore_Legal_Middle_Name

[Students]Middle_Name

75104

30

I2

Student's Last Name

The student's last name borne in common by members of the student's family.

This is the student's legal name. If the legal name field is not populated, the student's preferred name is reported.

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

105134

30

J2

Student's Gender

An individual's sex.

This is the student's legal gender. If the legal gender field is not populated, the student's preferred gender is reported.

Valid values:

  • 01 - Female
  • 02 - Male
  • 03 - Non-Binary

[StudentCoreFields]PSCore_Legal_Gender

[Students]Gender

135136

2

K2

Student’s Date of Birth

The month, day, and year on which an individual was born (that is, 09151989).

[Students]DOB

137144

8

L2

Student's Grade Level

The student’s grade level at the time the course was taken.

[Students]Grade_Level

145147

3

M2

Student's Language Background

Any student, who has a language proficiency code of Non English Proficient (NEP), Limited English Proficient (LEP), Fluent English Proficient (FEP), Primary or Home Language Other Than English (PHLOTE), or Former ELL (FELL), must have a language background other than English (ENG).

[S_CO_STU_X]English_Learner

[S_CO_REN_X]English_Learner

1481503
N2Primary Parent/Guardian First Name

The first name of the parent or guardian given at birth, baptism, or during another naming ceremony, or through legal change.

This person is the legal parent or guardian of the student and is considered the Head of Household.

If Source of Contacts is Student Contacts - [Person]first_name

If Source of Contacts is Legal Guardian Fields - STUDENTCOREFIELDS]Guardian_FN

15117930
O2Primary Parent/Guardian Last Name

The parent or guardian's last name is borne in common by members of a family.

The person is the legal parent or guardian of the student and is considered the Head of Household.

If Source of Contacts is Student Contacts - [Person]Last_Name


If Source of Contacts is Legal Guardian Fields - [STUDENTCOREFIELDS]Guardian_IN

18020930
P2Primary Parent/Guardian Telephone NumberThe primary phone number of the legal parent or guardian of the student who is considered the Head of Household. If there is no phone number on file for the parent/guardian, enter 'None'.

If Source of Contacts is Student Contacts - [phonenumber]phonenumber

If Source of Contacts is Legal Guardian Fields - [STUDENTCOREFIELDS]guardiandayphone

21021910
Q2Student’s Primary Mailing Address 1This is the student’s primary mailing address information and typically contains the building number and street name.[Students]Mailing_Street21025344
R2Student’s Primary Mailing Address 2This includes any additional information about the student’s address and typically includes a rural route number, apartment number, unit number, etc.[Students]Mailing_Street25429542
S2Student’s Primary Mailing CityThe city for the student’s mailing address.[Students]Mailing_City29634550
T2Student’s Primary Mailing StateThe state abbreviation for the student’s mailing address.[Students]Mailing_State3463472
U2Student’s Primary Mailing Postal CodeThe postal code for the student’s mailing address. This is typically a 5-digit number but can include a 4 digit extension as well.[Students]Mailing_Zip34835710
V2Non-School Program CodeNon-School Program field on CO Demographics page

[S_CO_STU_X]nonschoolprgm

[S_CO_REN_X]nonschoolprgm

3583592
W2Free/Reduced Lunch Price Eligible

Indicates if the student is eligible for FRPL regardless of eligibility determination type.

Valid values:

00 - No

01 - Yes

[S_CO_STU_X]stateLunchStatus
[S_CO_REN_X]stateLunchStatus
if null then
[students]lunchStatus
[reenrollments]lunchStatus
3603612
X2FRPL Eligibility Date

The date the student is found eligible for Free/Reduced Price Lunch. Format is MMDDYYYY.

Displays the most recent Start Date on the Student Lunch page where the Free or Reduced Lunch Eligible field is
- Free Lunch Eligible (01) or
- Reduced Lunch Eligible (02)

[S_STU_LUNCH_C]start_Date3623698
Y2Type of Learning Modality

Indicates the learning modality code for students enrolled to Special Programs having a learning modality assigned.

Valid values:

1 - 100% Full Time Remote Learning
2 - Hybrid Learning
3 - In- Person
4 - Enrolled in On-Line School

For example, a student is enrolled for Special Program HL that has a learning modality, 2 - Hybrid Learning. When you run this report, the code 2 will be pulled to populate the learning modality. All students enrolled to the special programs that have the learning modality as 2 - Hybrid Learning are displayed in the report output.

A student can have more than one learning modality in a school year. In such cases, the report displays multiple records for the student.

[S_CO_GEN_X]learning_modality3703701
Z2Method for Providing Timeframe Engaged in Remote or Hybrid Learning

As the Special Programs functionality is leveraged to identify the learning modality of a student, the report will always pull option 1 - Begin/End Dates in this column, as each Special Program has an Entry Date and Exit Date.

Valid values:

1 - Begin/End Dates
2 - Y/N per Semester (not applicable)
3 - Y/N per month(s) for semester (not applicable)

The field will always have a value of 1 - Begin/End Dates as the report uses Special Programs Entry and Exit dates.3713711
AA2Begin Date for Remote/Hybrid Learning

The report pulls the Entry Date(s) for students only if they are enrolled to Special Programs having a learning modality assigned.

[SPENROLLMENTS]entry_date

3723788
AB2End Date for Remote/Hybrid LearningThe report pulls the Exit Date(s) for students only if they are enrolled to Special Programs having a learning modality assigned.

[SPENROLLMENTS]exit_date

3793868
AC2Learning Modality: 100% Full Time Remote Learning or Hybrid Learning - Full Fall Semester/1st Semester 2021 (months of August through December)Always Blank because the options 2 and 3 are not applicable.



AD2Learning Modality: 100% Full Time Remote Learning or Hybrid Learning - Full Spring Semester/2nd Semester 2022 (months of January through May)Same as described for column AC2



AE2Remote/Hybrid Learning for August/September Semester 1Same as described for column AC2



AF2Remote/Hybrid Learning for October Semester 1Same as described for column AC2



AG2Remote/Hybrid Learning for November Semester 1Same as described for column AC2



AH2Remote/Hybrid Learning for December Semester 1Same as described for column AC2



AI2Remote/Hybrid Learning for January Semester 2Same as described for column AC2



AJ2Remote/Hybrid Learning for February Semester 2Same as described for column AC2



AK2Remote/Hybrid Learning for March Semester 2Same as described for column AC2



AL2Remote/Hybrid Learning for April Semester 2Same as described for column AC2



AM2Remote/Hybrid Learning for May Semester 2Same as described for column AC2



AN2Excused Absence Indicator - August

For students with at least one excused absence during the month, the column displays code 01 (Yes). Else, the column displays code 00 (No). One excused absence must be more than 50% which means more than half-a-day. If it is only 50% (half day), then it's not considered as one excused absence.

Derived field3873882
AO2Excused Absence Indicator - SeptemberSame behavior as described for column AN2Derived field3893902
AP2Excused Absence Indicator - OctoberSame behavior as described for column AN2Derived field3913922
AQ2Excused Absence Indicator - NovemberSame behavior as described for column AN2Derived field3933942
AR2Excused Absence Indicator - DecemberSame behavior as described for column AN2Derived field3953962
AS2Excused Absence Indicator - JanuarySame behavior as described for column AN2Derived field3973982
AT2Excused Absence Indicator - FebruarySame behavior as described for column AN2Derived field3994002
AU2Excused Absence Indicator - MarchSame behavior as described for column AN2Derived field4014022
AV2Excused Absence Indicator - AprilSame behavior as described for column AN2Derived field4034042
AW2Excused Absence Indicator - MaySame behavior as described for column AN2Derived field4054062



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