SRC Validation

Contents

Introduction

Use this report to generate the following State Record Collection (SRC) extract files that are used to validate information for the Illinois School Report Card Validation report.

SRC Calculations

The following table defines the calculations used by the Illinois School Report Card Validation extract program.

Field	Calculation
First Day of May	The first day of May is calculated by extracting the first School Day in May from the School Calendar defined in PowerSchool.
Total Sections	The Total Sections value is calculated by counting the number of sections that were not marked to be excluded from the report. For Core sections, a validation routine is run to verify that the [S_IL_SEC_X]Core field is selected (checkbox marked). For the First Day of May, a validation routine is run to ensure that the section is either year-long section or is scheduled for the second half of the year and on the proper day cycle letter as the First Day of May.
Students Attendance/ Absence	Student attendance and absence are calculated using a DSQL query.

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 SRC Validation report, student 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 the student records to be included 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.
The student has an enrollment start date on or after the user-defined Start Date.
The student has an enrollment exit date after the user-defined End Date.

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 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.
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/yyyy or mm-dd-yyyy in order to run the report on a specific day. The incorrect format displays an alert and the date 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.
Student or Section	Choose one of the following from the pop-up menu: Student Section
Start Date	Enter the start date for the reporting period. Format: MM/DD/YYYY
End Date	Enter the end date for the reporting period. Format: MM/DD/YYYY
Abbreviation for Period 2	Enter the abbreviation of the period that will be considered “Period 2” for the purpose of the report. This does not have to be the second period in the school day. You enter this field for students in grades 6 through 12. This field defaults to 2. Note: This abbreviation is found at Start Page> School Setup > Periods.
Abbreviation for Period 5	Enter the abbreviation of the period that will be considered “Period 5” for the purpose of the report. This does not have to be the fifth period in the school day. You enter this field for students in grades 6 through 12. This field defaults to 5. Note: This abbreviation is found at Start Page> School Setup > Periods.

Report Output

Data 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 # or Position	Data Element	Description	[Table]FieldName	Field Type	Field Length
1	School ID	The number identifying the school where the course section is taught. This data is extracted from the School Number field on the Edit School page, Start Page > District Setup > Schools/School Info > Edit School.	[Sections]School_number [Students]SchoolID	Alpha-numeric	9
2	Course Number	The number identifying the course. This data is extracted from the Course Number field on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section.	[Sections]Course_Number	Alpha-numeric	11
3	Section Number	The number identifying the course section. This data is extracted from the Section Number field on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section.	[Sections]Section_Number	Alpha-numeric	9
4	Teacher’s Last Name	The last name of the teacher who teaches this course section. This data is extracted from the Name (Last, First M) field on the Edit Information – Staff Name Staff Number page, Start Page > Staff > Select A Staff Member > Edit Information – Staff Name Staff Number.	[Teachers]Last_Name	Alpha-numeric	20
5	Teacher’s First Name	The first name of the teacher who teaches this course section. This data is extracted from the Name (Last, First M) field on the Edit Information – Staff Name Staff Number page, Start Page > Staff > Select A Staff Member > Edit Information – Staff Name Staff Number.	[Teachers]First_Name	Alpha-numeric	20
6	Highly Qualified Teacher	A 'Y' indicates that this course section is taught by a highly qualified teacher. This data is extracted from the Highly Qualified Teacher field on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section.	[S_IL_SEC_X]HQT	Numeric	1
7	Section’s Grade Level	The grade level of the course section. This data is extracted from the Grade Level field on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section.	[Sections]Grade_Level	Alpha-numeric	2
8	Core Class	A Y identifies this course section as a core course. This data is extracted from the Core checkbox on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section.	[S_IL_SEC_X]Core	Alpha-numeric	1
9	Core Subject	The core subject related to this course section, if the Core checkbox is selected. This data is extracted from the Core Subject (if Core) field on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section.	[S_IL_SEC_X]Core_Subject	Alpha-numeric	3
10	Average Minutes Per Week Taught	The average number of minutes per week the student spends in this course section. This data is extracted from the Average Minutes Per Week field on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section.	[S_IL_SEC_X]Avg_Min_Per_Week	Numeric	3
11	Current Enrollment	The number of students currently enrolled in this course section. This data is extracted from the Current Enrollment field on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section.	[Sections]No_of_Students	Numeric	10
12	Period (Cycle) — Expression	The period of the school day in which this course section is taught and the cycle days on which this course is taught. This data is extracted from the Schedule field on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section.	[Sections]Expressions	Alpha-numeric	10
Student Section — includes student reenrollments and student enrollments where the student was enrolled in the school during the date range
13	Student’s ID	The student ID number assigned by the district. This data is extracted from the Student Number field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]ID	Alpha-numeric	30
14	Student’s Last Name	The student’s first name. This data is extracted from the Name (last, first MI) field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]Last_Name	Alpha-numeric	35
15	Student’s First Name	The student’s last name. This data is extracted from the Name field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]First_Name	Alpha-numeric	20
16	Ethnicity	The student’s ethnicity code. This data is extracted from the Ethnicity field on the General Demographics page, Start Page > Student Selection > General Demographics.	[S_IL_STU_Demographics_X]FER	Alpha-numeric	N/A
17	Gender	The student’s gender code. This data is extracted from the Gender field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]Gender	Alpha-numeric	N/A
18	LEP	A 'Y' indicates that the student participates in or is eligible to participate in a Limited English Proficiency (LEP) program. This data is extracted from the LEP field on the Illinois State Information General page, Start Page > Student Selection > Illinois State Information > General.	[S_IL_STU_X]LEP	Numeric	2
19	Migrant	A 'Y' indicates that the student meets the state criteria for a migrant student. This data is extracted from the Migrant field on the Illinois State Information General page, Start Page > Student Selection > Illinois State Information > General.	[S_IL_STU_X]Migrant	Numeric	2
20	IEP	A 'Y' indicates that the student has an Individualized Educational Plan (IEP) or an N if the student does not have an (IEP) This data is extracted from the IEP field on the Illinois State Information General page, Start Page > Student Selection > Illinois State Information > General.	[S_IL_STU_X]IEP	Numeric	2
21	Membership Share	The amount of a student’s membership for this enrollment. This data is extracted from the Membership Share field on the Illinois State Information General page, Start Page > Student Selection > Illinois State Information > General.	[Students]MembershipShare [ReEnrollments]MembershipShare	Numeric	4
22	Grade Level	The student’s grade level for the reporting period. This data is extracted from the Grade Level field on the General Demographics page, Start Page > Student Selection > General Demographics.	[Students]Grade_Level [ReEnrollments]Grade_Level	Alpha-numeric	2
23	Parent Contact	A 1 indicates that student’s parents had personal contact with students’ teachers. This data is extracted from the Parent Contact field on the Illinois State Information General page, Start Page > Student Selection > Illinois State Information > General.	[S_IL_STU_X]Parent_Contact	Numeric	1
24	Low Income Indicator	A 1 indicates that the student is from a low-income family for the school enrollment. This data is extracted from the Low Income Family (Economically Disadvantaged) field on the Illinois State Information General page, Start Page > Student Selection > Illinois State Information > General.	[S_IL_STU_X]LII	Numeric	2
25	High School Graduate	A 1 indicates that the student graduated high school in the current enrollment period. This data is extracted from the High School Graduate field on the Illinois State Information General page, Start Page > Student Selection > Illinois State Information.	[S_IL_STU_X]Graduate_TF	N/A	2
26	Total Attendance	Calculated. Refer to SRC Calculations above for further information.	N/A	N/A	N/A
27	Total Absences	Calculated. Refer to SRC Calculations above for further information.	N/A	N/A	N/A
28	Entry Date	The date the student enrolled in the school during this enrollment period. This date is extracted from the Entry Date field on the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.	[Students]EntryDate [ReEnrollments]EntryDate	Numeric	10
29	Enter Code	The code identifying the reason the student enrolled in the school during this enrollment period (if applicable). This data is extracted from the Exit Code field on the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.	[Students]EntryCode [ReEnrollments]EntryCode	Numeric	2
30	Enrollment Type Code	The student’s current enrollment code. This data 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. If the Enrollment Type Code field is blank on the Demo tab, this data is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit Current Enrollment.	[S_IL_STU_X] Enrollment_Entry_Type_Code Or [S_IL_REN_X] Enrollment_Entry_Type_Code	Alpha-numeric	2
31	Exit Date	The date the student withdrew from the school during this enrollment period (if applicable). This date is extracted from the Exit Date field on the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment. Note: For clean records, this date comes from [calendar_day]insession=1 or the last school in-session day (see school calendar).	[Students]ExitDate [ReEnrollments]ExitDate	Numeric	10
32	Exit Code	The code identifying the reason the student withdrew from the school during this enrollment period (if applicable). This data is extracted from the Exit Code field on the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.	[Students]ExitCode [ReEnrollments]ExitCode	Numeric	2
33	Enrollment Exit Status	Identifies the student’s exit from the school as Permanent or Temporary. This data is extracted from the Exit Code field on the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.	[S_IL_STU_X]Enrollment_Exit_Status OR [S_IL_REN_X]Enrollment_Exit_Status	Alpha numeric	2
34	Enrollment Exit / Withdrawal Type Code	The code identifying the reason the student withdrew from the school during this enrollment period (if applicable). This data is extracted from the Exit Code field on the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.	[S_IL_STU_X]Enrollment_Exit_Type_Code OR [S_IL_REN_X]Enrollment_Exit_Type_Code	Alpha numeric	2