IL Exiting Students Report

Contents

Introduction

The IL Exiting Students report contains student information required to remove a student from the ISBE SIS System. Use this report at the end of the year to remove any student that withdrew from the district. All non-excluded school enrollment records with an exit date on or after the reporting period start date and on or before the reporting period end date will be included in the report results.The student's enrollment exit date must be after the student's enrollment entry date to be considered in the IL Exiting Students report.

Note: The "losing" school must create an exit enrollment record for the student before the "gaining" school can activate/report their new home enrollment record to ISBE via the IBSE SIS. If the updated IL Exiting Students report is run before the PowerSchool IL End of Year process (to pull all active future graduates), it will be necessary to manually populate the exit/withdrawal code field and enrollment exit status field (if the default permanent status does not apply).

The report format is comma-delimited (CSV) with a .txt extension. If a student field is blank for a mandatory field, the field default is used in the extract. If a student field is blank for an optional field, the field is blank on the extract.

Concurrent PDA Output

When a student has a concurrent PDA record with an end date that is on or before the report end date, the report extracts data for the following elements from the concurrent PDA record.

Report Column Name	Extracted from Concurrent PDA Field
RCDTS for Serving School	RCDTS Serving School Number
Enrollment Exit Date	End Date
Enrollment Exit Status	Enrollment Exit Status
Enrollment Exit / Withdrawal Type	Enrollment Exit / Withdrawal Type Code

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 Exiting Students 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 student’s School ID is included in the school list for which the report is run.
The student has an exit date or concurrent enrollment exit date that falls between the start and end date.
The student’s exit date is greater than the student’s entry date.
The student’s exit date=entry date AND student was enrolled in the District the prior year.

Report Input

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

Field	Description
Use	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 runningreport.
Processing Options	Choose a time to run the report from the pop-up menu: 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. Use the pop-up menus to schedule the report to be run at a specific hour and minute. Example: 7/29/2011 @ 10:05 AM.
Select District	(Optional) If this option appears, select the District for which to run the report. Note: The selected school is the Home School. If the report is run at the school level, it will also generate records for any concurrent enrollments associated with the students in this school.
Start Date	Enter the start date for the reporting period. This is usually the first day of the current school year (e.g., 8/01/2010). Format: MM/DD/YYYY
End Date	Enter the end date for the reporting period. This is usually the last day of the current school year (e.g., 6/30/2010). Format: MM/DD/YYYY
15-digit RCDTS Number	Enter the 15-digit RCDTS (Region, Country, District, Type, and School) number. The value entered in this field is used in the file name and the header in the report results.

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
1	State Student Identifier (ISBE SIS Assigned Student ID#)	This field contains the student identification code assigned to each student in your district by the Illinois State Board of Education (ISBE). This field should be blank for all students upon first submission of the student. This field is extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographic/Enrollment Information.	[Students]State_StudentNumber	Numeric	9
2	PowerSchool Student Number / SAP ID	This field contains the PowerSchool student identification code. This field is extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographic/ Enrollment Information.	[Students]Student_Number	Alpha-numeric	N/A
3	Legal Last Name	This field contains the legal last name of the student. This field is extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographic/Enrollment Information. Note: If the Legal Last Name field is left blank, the student’s last name entered on the Demographics page is used in this field.	[S_IL_STU_Demographics_X]Legal_Last_Name If blank, [Students]Last_Name	Alpha-numeric	30
4	Legal First Name	This field contains the legal first name of the student. This field is extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographic/Enrollment Information. Note: If the Legal First Name field is left blank, the student’s first name entered on the Demographics page is used in this field.	[S_IL_STU_Demographics_X]Legal_First_Name If blank, [Students]First_Name	Alpha-numeric	30
5	Birth Date	This field contains the student’s birth date. This field is extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographic/ Enrollment Information.	[Students]DOB	Numeric	10
6	RCDTS for Home School	This field contains the Region, County, District, Type, School (RCDTS) code that uniquely identifies the student’s home school. This field is extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographic/ Enrollment Information. Note: If left blank, the RCDTS Home School entered on the Edit School page is used in the report.	[S_IL_STU_X]RCDTS_Home_School If blank, [S_IL_SCH_X]RCDTS_Home_School [S_IL_STU_CONENR_C]RCDTS_Home_School	Alpha-numeric	15
7	RCDTS for Serving School	This field contains the Region, County, District, Type, School (RCDTS) code that uniquely identifies the student’s serving school. This field is extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographic/ Enrollment Information. Notes: If blank, the RCDTS Home School entered on the Demo tab of the Illinois State Information page is extracted. If the student’s RCDTS Home School field value is also blank, the RCDTS Home School entered on the Edit School page is used in the report. If the student has a concurrent PDA record with an exit date that is on or before the report end date, the RCDTS for Serving School in the concurrent PDA record is extracted.	[S_IL_STU_X]RCDTS_Serving_School [S_IL_STU_CONENR_C]RCDTS_Serving_School If blank, [S_IL_STU_X]RCDTS_Home_School Or [S_IL_SCH_X]RCDTS_Home_School [S_IL_STU_CONENR_C]RCDTS_Home_School	Alpha-numeric	15
8	Placeholder	Not collected	N/A	N/A	N/A
9	Placeholder	Not collected	N/A	N/A	N/A
10	Placeholder	Not collected	N/A	N/A	N/A
11	Enrollment Exit Date	For non-concurrent and concurrent enrollments, the Exit Date is the last in-session date prior to the Exit Date that is on the Transfer Info page. Notes: If a student has a concurrent PDA record with an exit date that is on or before the report end date, this data is extracted from the concurrent PDA.	Calculated based on [Students]ExitDate OR [S_IL_STU_CONENR_C]ExitDate [ReEnrollments]ExitDate	Alpha-numeric	10
12	Enrollment Exit Status	01 in this field indicates that the student’s enrollment exit status is permanent. The number 02 in this field indicates that the student’s enrollment exit status is temporary. This field is extracted from the Exiting tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Exiting Students Information. Notes: If the student’s enrollment exit status is blank on the ISBE SIS Exiting Students Information page, this field defaults to 01 (Permanent). If a student has a concurrent PDA record with an exit date that is on or before the report end date, this data is extracted from the concurrent PDA.	[S_IL_STU_X]Enrollment_Exit_Status [S_IL_STU_CONENR_C]Enrollment_Exit_Status [S_IL_REN_X]Enrollment_Exit_Status	Alpha-numeric	2
13	Enrollment Exit/Withdrawal Type	This field contains the Enrollment Exit / Withdrawal Type Code that identifies the reason the student exited the school. This field is extracted from the Exiting tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Exiting Students Information. Notes: If this field is left blank on the ISBE SIS Exiting Students Information page, this field contains the Exit /Withdrawal Code entered on the Edit Current Enrollment page for this student. If the student has a concurrent PDA record with an exit date that is on or before the report end date, this data is extracted from the concurrent PDA.	[S_IL_STU_X]Enrollment_Exit_Type_Code OR [S_IL_REN_X]Enrollment_Exit_Type_Code OR [S_IL_STU_CONENR_C] Enrollment_Exit_Type_Code OR [Students]ExitCode	Alpha-numeric	2