IL End of Year
Contents
Introduction
Use this report to generate a csv file containing IL End of Year Report information to be entered in IWAS. The IL End of Year report contains Number of Students served on the last day of school, Number of Days Attendance and Absence by all students server in your school, truancy data, and No Pass No Plat information. Attendance views and Attendance Conversions are utilized in the calculation of attendance days. You run this report at the end of each school year for the current school year.
The report contains an option to include the detail section used to validate information that is being extracted for the EOY Report.
Important: This report replaces both the IL EOY and IL EOY Validation reports previously used to report end-of-year data to IWAS.
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.
For the Illinois IL End of Year report, student enrollment records are selected.
School Selection
The report selects which school records to use based on the following criteria:
- The school must be associated with a student included in the report.
- The school must not be excluded from state reporting.
Student Selection
The report selects which student records to use based on the following criteria:
- The student must not be excluded from state reporting.
- The enrollment for the student must not be excluded from state reporting.
- No Show Students with Entry Date = Exit Date are excluded from the report
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Use | If run at the district level, choose one of the following from the pop-up menu:
If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student or group of students, select the students prior to running the report. When run for a selection of students, students who have transferred out of the school are not reported. |
Processing Options | Choose a time to run the report:
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Specific Date/Time | Enter a date using the format mm/dd/yyyyor mm-dd-yyyyin order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry. Schedule the report to be run at a specific hour and minute. Example: 7/29/2011 @ 10:05 AM. |
Report Start Date | Enter the start date for the reporting period. Format: MM/DD/YYYY |
Report End Date | Enter the end date for the reporting period. Format: MM/DD/YYYY |
Include Detail Records | Choose one of the following from the pop-up menu:
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Run in Validation Mode | Choose one of the following from the pop-up menu:
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IL EOY Report Output – Detail
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 |
1 | Start Date | Extracted from the Report Start Date on the report input page. | N/A | Numeric | 10 |
2 | End Date | Extracted from the Report End Date on the report input page. | N/A | Numeric | 10 |
3 | School ID | The number identifying the school where the student is enrolled. | [Schools]School_number | Alpha-numeric | 9 |
4 | Student ID | The student ID number assigned by the district. Extracted from the Student Number field on the General Demographics page. Start Page > Student Selection > Demographics. | [Students]Student_number | Alpha-numeric | 30 |
5 | Last Name | The student’s first name. Extracted from the Name (last, first MI) field on the General Demographics page. Start Page > Student Selection > Demographics. | [Students]Last_Name | Alpha-numeric | 35 |
6 | First Name | The student’s last name. Extracted from the Name field on the General Demographics page. Start Page > Student Selection > Demographics. | [Students]First_Name | Alpha-numeric | 20 |
7 | Ethnicity | The student’s ethnicity code. Extracted from the Ethnicity field on the General Demographics page. Start Page > Student Selection > Demographics. | [S_IL_STU_Demographics_X]FER | Alpha-numeric | N/A |
8 | Gender | The student’s gender code. Extracted from the Gender field on the General Demographics page. Start Page > Student Selection > Demographics. Valid values:
| [Students]Gender | Alpha-numeric | N/A |
9 | Grade Level | The student’s grade level for the current school year. Extracted from the Edit Current Enrollment page. Student Selection > Transfer Info > Edit Current Enrollment. Note: PreK and KG grades are shown as PK3, PK4, and KG | [Students]Grade_Level | Alpha numeric | 3 |
10 | Truant | Y = A Truancy Type is selected. Extracted from the Truancy field on the Illinois State Information General page. Start Page > Student Selection > State/Provincial Information - IL. Note: The report lists one row per enrollment session, each one listing Truant in that session. In this scenario, totaling the column will sum one truancy twice. | Derived from [S_IL_STU_X]Truancy | Numeric | 1 |
11 | Truant Type | If the Truant field is not blank, this is a description of the truancy code. Extracted from the Truancy field on the Illinois State Information General page. Start Page > Student Selection > State/Provincial Information - IL. | [S_IL_STU_X]Truancy | Alpha-numeric | 20 |
12 | Last Day Housed | Calculated. Y = Student’s exit date is greater than the end date or last day of school, indicating that the student was housed on the last day of school. | Calculated Based On [Students]ExitDate | Alpha numeric | 1 |
13 | Total Attendance | Calculated using Attendance Views. | Calculated | Numeric | N/A |
14 | Total Absence | Calculated using Attendance Views. | Calculated | Numeric | N/A |
15 | Exit Date | Calculated. Represents the student’s last day of enrollment (not the PowerSchool Exit Date). | Calculated Based On [Students]ExitDate | Numeric | N/A |
16 | Exit Code | The code identifying the reason the student withdrew from the school during this enrollment period (if applicable). Extracted from the Exit Code field on the Edit Current Enrollment page. Start Page > Student Selection > Transfer Info > Edit Current Enrollment. | [Students]ExitCode | Numeric | 2 |
17 | Suspended for No Pass-No Play (NPNP) | Calculated. Y = Student has an out-of school suspension discipline log entry that involved an athletic exclusion or extracurricular exclusion, or an athletic and extracurricular exclusion with an incident date that falls between the start and end dates. | CALCULATED, NOT STORED VALUE Based On [Log]Discipline_ActionTaken AND [Log]Discipline_IncidentDate AND [Log]Discipline_ActionTakenDetail | Alpha numeric | 1 |
18 | Suspended for No Pass-No Play (NPNP) for 7 or Less Days | Calculated. Y = Student has an out-of school suspension discipline log entry that involved an athletic exclusion or extracurricular exclusion, or an athletic and extracurricular exclusion with an incident date that falls between the start and end dates and lasted no more than seven days. | CALCULATED, NOT STORED VALUE Based On [Log]Discipline_ActionTaken AND [Log]Discipline_IncidentDate AND [Log]Discipline_ActionTakenDetail AND [Log]Discipline_DurationActual | Alpha numeric | 1 |
19 | Suspended for No Pass-No Play (NPNP) for 8–14 Days | Calculated. Y = Student has an out-of school suspension discipline log entry that involved an athletic exclusion or extracurricular exclusion, or an athletic and extracurricular exclusion with an incident date that falls between the start and end dates and lasted for a minimum of eight days and not more than fourteen days. | CALCULATED, NOT STORED VALUE Based On [Log]Discipline_ActionTaken AND [Log]Discipline_IncidentDate AND [Log]Discipline_ActionTakenDetail AND [Log]Discipline_DurationActual | Alpha numeric | 1 |
20 | Suspended for No Pass-No Play (NPNP) for 15 or More Days | Calculated. Y = Student has an out-of school suspension discipline log entry that involved an athletic exclusion or extracurricular exclusion, or an athletic and extracurricular exclusion with an incident date that falls between the start and end dates and lasted for fifteen days or longer. | CALCULATED, NOT STORED VALUE Based On [Log]Discipline_ActionTaken AND [Log]Discipline_IncidentDate AND [Log]Discipline_ActionTakenDetail AND [Log]Discipline_DurationActual | Alpha numeric | 1 |
IL EOY Report Output – Summary
Each of the fields displayed in the output of the report are described below.
Item # | Data Element | Description | [Table]FieldName | Field Type | Field Length |
1 | Start Date | Extracted from the Report Start Date on the report input page. | N/A | Numeric | 10 |
2 | End Date | Extracted from the Report End Date on the report input page. | N/A | Numeric | 10 |
3 | School ID | The number identifying the school where the student is enrolled. | [Schools]School_number | Alpha-numeric | 9 |
B. School Information | |||||
4 | Total Number of Students Served on the Last School Day | Calculated. Includes all students whose exit date is greater than the end date or last day of school, indicating that the student was housed on the last day of school. | Calculated Based On [Students]ExitDate | Numeric | N/A |
5 | Aggregated Number of Days Attendance by All Students Served in Your School | Calculated. Indicates the number of attendance days for all students served in your school. | Calculated | Numeric | N/A |
6 | Aggregated Number of Days Absence by All Students Served in Your School | Calculated. Indicates the number of days absent by all students served in your school. | Calculated | Numeric | N/A |
C. Number of Truants Chronic Truants and Minors | |||||
7 | Truants | Calculated. Displays the total number of male and female students in the selected school population that were identified as Truant. | [S_IL_STU_X]Truancy = 1 | Numeric | N/A |
8 | Chronic Truants | Calculated. Displays the total number of male and female students in the selected school population that were identified as Chronic Truant. | [S_IL_STU_X]Truancy = 2 | Numeric | N/A |
9 | Truant Minors | Calculated. Displays the total number of male and female students in the selected school population that were identified as Truant Minor. | [S_IL_STU_X]Truancy = 3 | Numeric | N/A |
D. No Pass No Play Suspension/Ineligibility from School Athletic or Extracurricular Activities (Complete for Grades 9–12 ONLY) | |||||
10 | Duration of Suspension | Indicates the length of the student's suspension. Valid values:
| N/A | N/A | N/A |
11 | # of Susp/ Ineligibility | Calculated total of students for each Duration of Suspension Category. Valid values:
| CALCULATED, NOT STORED VALUE Based On [Log]Discipline_ActionTaken AND [Log]Discipline_IncidentDate AND [Log]Discipline_ActionTakenDetail AND [Log]Discipline_DurationActual | Numeric | N/A |