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: Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria. Current School Only – Includes all records associated with the current school that meet the selection criteria. District Wide – Includes all records on the PowerSchool server that meet the selection criteria. 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: 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 that meet the selection criteria. 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: In Background Now (Recommended) – Execute the report immediately in the background. ASAP – Execute the report in the order it is received in the Report Queue. At Night – Execute the report during the next evening. On Weekend – Execute the report during the next weekend. On Specific Time – Execute the report on the date and time specified.
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: Yes – Includes the detail section of the IL End of Year report. Use the detail section to validate the student information being extracted. No – Extract only the IL End of Year report with no Detail information.
Run in Validation Mode	Choose one of the following from the pop-up menu: Yes (default) – The report searches for any data errors that could impact attendance calculations. If there are no errors found, the report extracts the IL End of Year report. If errors are found, the error report displays. No – The report processes without looking for data errors. No error report displays.

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: F = Female M = Male	[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: Ineligibilty 7 or Fewer Days 8 – 14 Days 15 or More Days	N/A	N/A	N/A
11	# of Susp/ Ineligibility	Calculated total of students for each Duration of Suspension Category. Valid values: Ineligibility — student has an out-of school suspension discipline log entry that involved an athletic exclusion, extracurricular exclusion, or an athletic and extracurricular exclusion; and that has an incident date that falls between the start date and end date. 7 or Fewer Days — student has an out-of school suspension discipline log entry that involved an athletic exclusion, extracurricular exclusion, or an athletic and extracurricular exclusion; that has an incident date that falls between the start date and end date; and lasted for seven or less days. 8 – 14 Days — student has an out-of school suspension discipline log entry that involved an athletic exclusion, extracurricular exclusion, or an athletic and extracurricular exclusion; that has an incident date that falls between the start date and end date; and lasted for a minimum of eight days and not more than fourteen days. 15 or More Days — student has an out-of school suspension discipline log entry that involved an athletic exclusion, extracurricular exclusion, or an athletic and extracurricular exclusion; that has an incident date that falls between the start date and end date; 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	Numeric	N/A