Student Exit Code Mass Population

Contents

Introduction

This report will set the Exit Code for students that are enrolled in school on the user defined snapshot date, according to the exit code selected for each of the six-year end rollover scenarios. However, the report is run, an output file will be produced that outlines the proposed updates, or the updates that were actually written to the student record. 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.

Note: This report uses the following fields on the student's "Scheduling Setup" screen.

Next Year Grade [Students]Sched_NextYearGrade
Next School Indicator [Students]Next_School
Summer School Indicator [Students]SummerSchoolID

Students that have their Exit Code set by this report will also have the [S_ID_STU_X]ExitCode_Set_Date field set with the snapshot date used when the Student Exit Code Mass Population report was run. This field is utilized if the report is run to clear any Exit Code values that the report may have previously written. This field can be viewed on the student’s “Edit Current Enrollment” screen accessible from the “Transfer Info” screen

Write Mode:

No - The output file will list the proposed changes to each student based on the parameters entered by the end user, but nothing will be written to the database.
Yes - The proposed exit code updates, based on the report parameters entered by the end user, will be written to the [Students]ExitCode field.

Note: It is highly recommended that you preview any proposed changes (Write Mode set to No) prior to running the report with the Write Mode set to Yes.

Replace Existing:

No - Exit Codes that have been previously set (by hand for example) will not be overwritten by the report.
Yes - Exit Codes that have been previously set by running the report will be overwritten by the report.

Note: The Replace Existing report option below only pertains to exit codes that were previously placed by this report. This report will NOT overwrite or modify exit codes that have been manually set, regardless of how the Replace Existing option is set or if the report is run to set or clear exit codes.

Exit Code Scenario Logic:

Promoted Same School - The student's Next Year Grade value is greater than their current grade level and the Next School Indicator value is the same as their current School ID.
Promoted Next School - The Student’s Next Year Grade value is greater than their current grade level and the Next School Indicator value is different than their current School ID.
Graduated - The student's Next Year Grade value is 99 (graduated) and the Next School Indicator value is 999999 (Graduate Students School).
Retained - The student's Next Year Grade value is equal to their current grade level and the Next School Indicator value equals their current School ID.
Demoted - The student's Next Year Grade value is less than their current grade level.
Summer School –If the Summer School Indicator contains a non-blank (a value other than 0 in the database) value, this scenario value will be used.

Note: If the Next School, Next Year Grade, and Summer School Indicator fields are all populated, the Summer School Indicator field will take presidence and the student will be processed under the Summer School scenario settings.

Clearing Exit Codes:

At the bottom of the Exit Code pop-up list, there is an option to Clear Exit Codes. This option can be used to clear the Exit Codes that were set by this report, for one or more-year end rollover scenarios. The Clear Exit Code function will not clear Exit Codes that were set manually, regardless of the Replace Existing option being set to Yes.

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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. All Schools – Includes all student records on the PowerSchool server that meet selection criteria. Note: The All Schools option is only available when running the report from the District Office.
Students to include	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. Note: If running the report for a single student, or group of students, select the students prior to running report.
Snapshot Date	Enter the date that student’s must be enrolled on to be processed by the report
Graduating Exit Code*	Select the desired Exit Code value from the pop-up that students fitting this scenario, should be assigned.
Promote Same School*	Select the desired Exit Code value from the pop-up that students fitting this scenario, should be assigned.
Promote Next School*	Select the desired Exit Code value from the pop-up that students fitting this scenario, should be assigned.
Retained Exit Code*	Select the desired Exit Code value from the pop-up that students fitting this scenario, should be assigned.
Demoted Exit Code*	Select the desired Exit Code value from the pop-up that students fitting this scenario, should be assigned.
Write Mode*	Select Yes or No if you wish the report to write the proposed changes to the student’s exit code field ([Students]ExitCode). Yes – Proposed changes will be written to the student’s record. No – Proposed changes will NOT be written to the student’s record. Note:It is highly recommended that the report be run with this option set to No first and review all proposed changes reviewed for accuracy. If the proposed changes are accurate, rerun the report with the same paramters with this option set to Yes.
Replace Existing? *	Select Yes or No if you wish the report to overwrite existing values that were previously written to the student’s record by this report. Yes – The report will replace any existing exit codes that were placed by this report, according to the selected runtime options. No – The report will not replace any existing values that were previously placed by this report. Note:This report will never overwrite exit code values that were set manually. This option only applies to exit code values that were set by prior runs of this 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.

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length	Reqd
1	Student Name	The Last, First of the student.	[students]LastFirst	N/A	N/A	N/A
2	Student Number	The locally assigned student ID number.	[Students]Student_Number	N/A	N/A	N/A
2	Cur Grade	The student’s current grade level.	[Students]Grade_Level	N/A	N/A	N/A
3	Cur School	The student’s current school.	[Students]SchoolID	N/A	N/A	N/A
4	Next Grade	The student’s defined next year grade.	[Students]Sched_NextYearGrade	N/A	N/A	N/A
5	Next School	The student’s defined next year school.	[Students]Next_School	N/A	N/A	N/A
6	Orig ExitCode	The student’s original exit code value, if one exists.	[Students]ExitCode	N/A	N/A	N/A
7	New ExitCode	The proposed exit code that the student will be assigned based on the report parameters entered when the report was run.	Calculated	N/A	N/A	N/A
8	Status	A brief message describing the status of the processed student.	N/A	N/A	N/A	N/A

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