P-EBT Data Collection (2023-24)

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 Year

Required. Choose the school year for the report. The current school year displays by default.

Excel Col

Data Element

Description

[Table]FieldName

Start

End

Field Length

A2

School District/BOCES Code

A unique code assigned to a district by CDE.

[Prefs]value

[Prefs]name=districtnumber

1

4

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

5

8

4

C2

Entry Date

Student's school entry date.

[Students]entryDate

[Reenrollments]entryDate

9

16

8

D2

Exit Withdraw Date

Student's school exit date.

[Students]exitDate

[Reenrollments]exitDate

17

24

8

E2

Student's State ID (SASID)

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

[Students]State_StudentNumber

25

34

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

35

44

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

45

74

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

75

104

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

105

134

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

135

136

2

K2

Student’s Date of Birth

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

[Students]DOB

137

144

8

L2

Student's Grade Level

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

[Students]Grade_Level

145

147

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

148

150

3

N2

Primary 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

151

179

30

O2

Primary 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

180

209

30

P2

Primary Parent/Guardian Telephone Number

The 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

210

219

10

Q2

Student’s Primary Mailing Address 1

This is the student’s primary mailing address information and typically contains the building number and street name.

[Students]Mailing_Street

210

253

44

R2

Student’s Primary Mailing Address 2

This includes any additional information about the student’s address and typically includes a rural route number, apartment number, unit number, etc.

[Students]Mailing_Street

254

295

42

S2

Student’s Primary Mailing City

The city for the student’s mailing address.

[Students]Mailing_City

296

345

50

T2

Student’s Primary Mailing State

The state abbreviation for the student’s mailing address.

[Students]Mailing_State

346

347

2

U2

Student’s Primary Mailing Postal Code

The 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_Zip

348

357

10

V2

Non-School Program Code

Non-School Program field on CO Demographics page

[S_CO_STU_X]nonschoolprgm

[S_CO_REN_X]nonschoolprgm

358

359

2

W2

Free/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

360

361

2

X2

FRPL 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_Date

362

369

8

Y2

Type 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_modality

370

370

1

Z2

Method 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.

371

371

1

AA2

Begin 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

372

378

8

AB2

End Date for Remote/Hybrid Learning

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

[SPENROLLMENTS]exit_date

379

386

8

AC2

Learning 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.

AD2

Learning 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

AE2

Remote/Hybrid Learning for August/September Semester 1

Same as described for column AC2

AF2

Remote/Hybrid Learning for October Semester 1

Same as described for column AC2

AG2

Remote/Hybrid Learning for November Semester 1

Same as described for column AC2

AH2

Remote/Hybrid Learning for December Semester 1

Same as described for column AC2

AI2

Remote/Hybrid Learning for January Semester 2

Same as described for column AC2

AJ2

Remote/Hybrid Learning for February Semester 2

Same as described for column AC2

AK2

Remote/Hybrid Learning for March Semester 2

Same as described for column AC2

AL2

Remote/Hybrid Learning for April Semester 2

Same as described for column AC2

AM2

Remote/Hybrid Learning for May Semester 2

Same as described for column AC2

AN2

Excused 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 field

387

388

2

AO2

Excused Absence Indicator - September

Same behavior as described for column AN2

Derived field

389

390

2

AP2

Excused Absence Indicator - October

Same behavior as described for column AN2

Derived field

391

392

2

AQ2

Excused Absence Indicator - November

Same behavior as described for column AN2

Derived field

393

394

2

AR2

Excused Absence Indicator - December

Same behavior as described for column AN2

Derived field

395

396

2

AS2

Excused Absence Indicator - January

Same behavior as described for column AN2

Derived field

397

398

2

AT2

Excused Absence Indicator - February

Same behavior as described for column AN2

Derived field

399

400

2

AU2

Excused Absence Indicator - March

Same behavior as described for column AN2

Derived field

401

402

2

AV2

Excused Absence Indicator - April

Same behavior as described for column AN2

Derived field

403

404

2

AW2

Excused Absence Indicator - May

Same behavior as described for column AN2

Derived field

405

406

2