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Open Enrollment Report

Introduction

Generates the Idaho Open Enrollment Extract. This extract contains open enrollment data by school, grade level, and program type by reporting period.

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.

Students Selection

Note: This version of the Student Course Enrollment report is a newer version that was created to be more forgiving towards "bad" data. The report will not check course enrollment dates against a student's school enrollment dates which should result in fewer missed due to course/school date discrepancies.

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

  • The student is included if the course enrollment start date occurs before the report end date.

  • The student is included if the course enrollment end date occurs after the report start date.

  • The staff for each section must have an Idaho Staff ID.

  • The student must not be excluded from state reporting.

  • The student enrollment must not be excluded from state reporting.

School, Course, and Section Selection

  • The school, course, and section must not be excluded from state reporting.

Report Input

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

Field

Description

Select Schools

Choose one of the following:

  • Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.

The Current School Only option is for troubleshooting purposes only for this report.

  • All Schools – Includes all student records on the PowerSchool server that meet selection criteria.

The All Schools option is only available when running the report from the District Office.

Include all submission periods

Choose the applicable submission period:

  • Oct

  • Dec

  • Feb

  • Apr

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.

Data Element

Description

[Table]FieldName

Field Name

Field Type

Field Length

IDStuId

The Idaho student number.

For the student number to display in the report, the report input fields, Display Audit Field and Validate Data must be Yes.

[Students]State_StudentNumber

Varchar

9

schoolId

The school ID. The alternate school number is reported, if populated, otherwise the school number is reported.

[Schools]Alternate_School_Number

[Schools]School_Number

Option Set

4

courseCode

The state course code. The report extracts the first populated value from the following:

  • Assignment Code

  • Idaho Course Code

  • Alternate Course Number

  • Course Number

[S_ID_SEC_X]CourseCode

[S_ID_SEC_X]AssignmentCode

[S_ID_CRS_X]CourseCode

[Courses]Alt_Course_Number

[Courses]Course_Number

State Course Code Override

Assignment Code

State Course Code

Option Set

6

period

The period number.

Derived from

[Sections]Expression

Varchar

15

sectionId

The section ID.

[Sections]ID

Varchar

15

sectionAlias

The district section name associated with the section ID number for the specific section of a course.

If the course name and section number is greater than 50 characters, the report will truncate the necessary characters from the end of the course name.

[Courses]Course_Name

[Sections]Section_Number

Varchar

50

entryDate

The entry date for the course.

[CC]DateEnrolled

Date

10

exitDate

The exit date for the course. This is the last in-session date, or blank if the student has not left the course.

[CC]DateLeft

Date

10

exitReason

The exit reason for the course. For the exitReason to be reported, a grade must be extracted

  • If the student’s course enrollments fit a scenario outlined in Student Course Enrollment report – Course Exit Reason Logic below, the element is automatically determined by the report. If the student’s course enrollments do not fit a scenario, the Course Exit Reason field accessible on the student’s All Enrollments page must be used.

  • For courses with zero credit hours, the Course Exit Reason is CN.

[S_ID_CC_X]CourseExitReason

Embedded Course Exit Reason Logic

If the “Apply Course Exit Reason Overrides” parameter is selected:

[S_ID_CRS_X]Default_ExitReason

[S_ID_SCH_X]Default_ExitReason

[Prefs]value where

[Prefs]Name = ID_CourseExitReason

The 3 override fields that are governed by the “Apply Course Exit Reason Overrides” parameter only apply to student course enrollments where a grade was stored, but no potential credit exists.

Course Exit Reason

Default Course Exit Reason

Default Course Exit Reason

Option Set

2

creditsOffered

The credits offered for a course. Reported to the hundredths place.

[StoredGrades]PotentialCrHrs

[Courses]Credit_Hours

Numeric

4

creditsEarned

The credits earned or awarded for a course.Reported to the hundredths place.

[StoredGrades]EarnedCrHrs

Numeric

4

creditRecov

Indicates whether the credits earned for this course are recovery credits.

[S_ID_CC_X]creditRecovery

[S_ID_CRS_X]creditRecovery

[S_ID_SEC_X]creditRecovery

Credit Recovery

Varchar

5

grade

The final grade at course exit.

  • When the student has multiple stored grades for a section, the report checks the Final Grade Mapping records at the school to see if the correct stored grade record exists. If a Final Grade Mapping record does not exist for the applicable term, the report checks the district-level Final Grade Store Code field. If that field is blank, the report pulls the grade with the latest date stored value. If there are multiple grades with the same date stored value, the record with the highest DCID (the newest record) is extracted.

  • For courses with zero credit hours and exit ate is after or on the last in-session day of the term, the section is tied to and if a stored grade record exists with the store code then that is designated as the Final Grade.

  • For courses with zero credit hours and exit date is after or on the last in-session day of the term, the section is tied to and if a stored grade record does not exist with the store code then the Final Grade is left blank.

[StoredGrades]Grade

[StoredGrade]StoreCode

When determining what grade to pull:

[S_ID_SCH_FinalGradeMapping]StoreCode

Else,

[Prefs]Name = ID_FinalGradeCode

If the above are not populated:

[StoredGrades]DateStored

[StoredGrades]DCID

Varchar

4

dualCredit

The course’s dual credit status.

If the student’s courseExitReason is LS or SC, the report returns a blank, regardless of whether the section is set to dual credit.

[S_ID_CC_X]DualCredit

[S_ID_SEC_X]DualCredit

[S_ID_CRS_X]DualCredit

Dual Credit

Option Set

1

CCissued

Indicates whether the student received college credit for successfully completing the course.

If dual credit is set to Y and the Course Exit Reason code is CF, the report extracts a Y for this field. If dual credit is set to Y and Course Exit Reason code is CN, LS, SC, TE or TH, the report extracts an N. Other code combinations extract as blank.

Derived from

[S_ID_CC_X]CourseExitReason

[S_ID_CRS_X]DualCredit

[S_ID_SEC_X]DualCredit

Course Exit Reason

Dual Credit

Option Set

1

collegeCredits

The credits to be awarded by the college to early completers.

[S_ID_CRS_X]CollegeCredits

College Credits Offered

Integer

1

CollegeID

If the student received credit for a college course, indicates which college/university issued the credit.

[S_ID_CC_X]CollegeID

College Issuing Credit

Option Set

3

LegalFirst*

Audit mode only

The student's legal first name.

[StudentCoreFields]PSCore_Legal_First_Name

N/A

N/A

LegalLast*

Audit mode only

The student's legal last name.

[StudentCoreFields]PSCore_Legal_Last_Name

N/A

N/A

StudentName*

Audit mode only

The student’s preferred name.

[Students]LastFirst

N/A

N/A

TeacherName*

Audit mode only

The teacher’s name.

[Users]LastFirst

N/A

N/A

CourseSection*

Audit mode only

A concatenation of the school abbreviation, the course number and the section number.

[Schools]Abbreviation

[Sections]Course_Number

[Sections]Section_Number

N/A

N/A

Expression*

Audit mode only

The section expression.

[CC]Expression

N/A

N/A

CourseName*

Audit mode only

The course name.

[Courses]Course_Name

N/A

N/A

TermID*

Audit mode only

The term ID.

[Terms]ID

N/A

N/A

SectionID*

Audit mode only

The section ID.

[Sections]ID

N/A

N/A

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