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Student Course Enrollment

Contents


Introduction

The Student Course Enrollment report generates a comma separated (.csv) file containing one record for each course for each student enrolled at any time during the collection period. The report outputs all course enrollments, even those where no stored grade is present. Generate the report at the district-level for state reporting submission; the option to run the report for the selected staff or for a single school is provided for troubleshooting purposes only.

Beginning in the 2019-2020 school year, the previous year state course codes in the State Course Code field are archived in the Courses By Year extension [(S_ID_CBY_X)]. You can run the Student Course Enrollment report for previous years - beginning with 2018-2019 as the previous year - by selecting the applicable school year from the Term drop-down list before running the report. The report checks the Courses By Year extension for archived state course codes for the year in which the report is run.

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.

If you are running the report for a previous year (2018-2019 or later), select the school year from the Term drop-down list before running the 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.

Select Students

Indicate which students to include in the report by selecting one of the following options:

  • The selected [number] 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 you are running the report for a single student, or group of students, select the students prior to running report.

Report Start Date

Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the first day of the report date range.

Report End Date

Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the last day of the report date range.

Display Audit Fields

Choose Yes or No from the pop-up menu.

The default option is No.

Choosing Yes includes additional fields used for troubleshooting to identify data that may need to be modified prior to submitting the report to the state.

Validate Data

Choose Yes or No from the pop-up menu.

The default option is Yes.

Choosing No requires PowerSchool to validate whether the records meet the selection criteria listed above. The report returns a validation error if any of the selection criteria are not met.

Apply Course Exit Reason Overrides

Check the box to have the user defined District/School/Course Course Exit Reason overrides applied.

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.

Item #

Data Element

Description

[Table]FieldName

Field NameField Path

Field Type

Field Length

Reqd

1

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

Yes

2

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

Yes

3

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

Yes

4

period

The period number.

Derived from

[Sections]Expression



Varchar

15

Yes

5

sectionId

The section ID.

[Sections]ID



Varchar

15

Yes

6

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

No

7

entryDate

The entry date for the course.

[CC]DateEnrolled



Date

10

Yes

8

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

No

9

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

Cond

10

creditsOffered

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

[StoredGrades]PotentialCrHrs

[Courses]Credit_Hours



Numeric

4

Yes

11

creditsEarned

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

[StoredGrades]EarnedCrHrs



Numeric

4

Cond

12creditRecovIndicates 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
Varchar5Cond

13

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

Cond

14

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

Cond

15

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

Cond

16

collegeCredits

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

[S_ID_CRS_X]CollegeCredits

College Credits Offered

Integer

1

Cond

17

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

Cond

18

LegalFirst*

Audit mode only

The student's legal first name.[StudentCoreFields]PSCore_Legal_First_Name

N/A

N/A

N/A

19

LegalLast*

Audit mode only

The student's legal last name.[StudentCoreFields]PSCore_Legal_Last_Name

N/A

N/A

N/A

20

StudentName*

Audit mode only

The student’s preferred name.

[Students]LastFirst



N/A

N/A

N/A

21

TeacherName*

Audit mode only

The teacher’s name.

[Users]LastFirst



N/A

N/A

N/A

22

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

N/A

23

Expression*

Audit mode only

The section expression.

[CC]Expression



N/A

N/A

N/A

24

CourseName*

Audit mode only

The course name.

[Courses]Course_Name



N/A

N/A

N/A

25

TermID*

Audit mode only

The term ID.

[Terms]ID



N/A

N/A

N/A

26

SectionID*

Audit mode only

The section ID.

[Sections]ID



N/A

N/A

N/A


Student Course Enrollment report – Course Exit Reason Logic

The Student Course Enrollment report looks for certain common course enrollment scenarios and then applies the applicable Course Exit Reason code.

If you encounter a scenario that is not outlined below, the Course Exit Reason field on the student’s All Enrollments page must be used ([S_ID_CC_X]CourseExitReason).

Code

Scenario

CF

  • Course exit date ([CC]DateLeft) is equal to the end date of the term the section is set to + 1
  • A stored grade exists for the course enrollment with the store code that is dictated in district level final grade field
  • The earned credit and potential credit of the stored grade are equal
  • Course exit date ([CC]DateLeft) is less than the end date of the term the section is set to, but all in-session days were completed.
  • A stored grade exists for the course enrollment with the store code that is dictated in district level final grade field
  • The earned credit and potential credit of the stored grade are equal

CP

  • Course exit date ([CC]DateLeft) is equal to the end date of the term the section is set to + 1
  • A stored grade exists for the course enrollment with the store code that is dictated in district level final grade field
  • The earned credit is less than the potential credit of the stored grade, but greater than 0
  • Course exit date ([CC]DateLeft) is less than the end date of the term the section is set to, but all in-session days were completed.
  • A stored grade exists for the course enrollment with the store code that is dictated in district level final grade field
  • The earned credit is less than the potential credit of the stored grade, but greater than 0

CN

  • Course exit date ([CC]DateLeft) is equal to the end date of the term the section is set to + 1
  • A stored grade exists for the course enrollment with the store code ([StoredGrade]StoreCode) that is dictated in district level final grade field
  • The earned credit ([StoredGrade]EarnedCrHrs) of the stored grade equals 0 and the potential credit ([StoredGrade]PotentialCrHrs) is greater than 0
  • Course exit date ([CC]DateLeft) is less than the end date of the term the section is set to, but all in-session days were completed.
  • A stored grade exists for the course enrollment with the store code ([StoredGrade]StoreCode) that is dictated in district level final grade field
  • The earned credit ([StoredGrade]EarnedCrHrs) is less than the potential credit ([StoredGrade]PotentialCrHrs) of the stored grade, but greater than 0

SC

  • Course exit date ([CC]DateLeft) is less than the end date of the term the section is set to, and there are in-session days remaining that the student was not enrolled for

LS

  • The student’s course exit date ([CC]DateLeft) is equal to the student’s exit date ([Students/ReEnrollments]ExitDate) and there are in-session days remaining that the student was not enrolled for
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