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Student Enrollments

This category carries information about student school enrollments and withdrawal information and includes the following data views and resources.


This view captures student enrollments in schools in the current year as published in the studentSchoolAssociation resource in the Student Enrollments category. The layout includes the School Name, Student Number, Student Name, STN Number, School ID, Grade Level, Entry Date, Entry Code, Exit Date, Exit Code, Last Publish Date, Publishing ID, and Resource ID.

Districts can publish Student Resources on the basis of the current selection by selecting PUBLISH SELECTION - Publish records for current student selection. This option does not work if it is scheduled to run at a later time.

studentSchoolAssociation

This association represents the school in which a student is enrolled.

Primary PowerSchool Source Data

  • [Students]
  • [S_IN_STU_X]
  • [ReEnrollments]

Selection Criteria

Records are published if the following criteria are met:

  • The student must not be excluded from state reporting.
  • The school must not be excluded from state reporting.
  • The studentUniqueID (Indiana Student Number) must be populated in PowerSchool ([Students]State_StudentNumber).
  • The student must have at least one school enrollment with an Entry Date that falls on or after July 1, and on or before last day defined for the school year ([Terms]LastDay) for the Term selected in the PowerSchool UI.
  • The enrollment ExitDate is greater than the EntryDate.
  • The Exclude From ME Report must not be selected for the student's current or previous enrollment record.

Resource Output

  • A separate studentSchoolAssociation record is published for each student and school enrollment reflected in the [Students] and [Reenrollments] tables based on the year for the Term selected in the PowerSchool UI.
  • If the student is or was enrolled in a single school, one record is published.
  • Contiguous enrollment records within the same school are merged and only one Student School Association record is published. If the Grade Level and Primary School of Enrollment are different then the records are not merged.
  • If the student was enrolled in multiple schools, a record is published for each enrollment.
  • The studentSchoolAssociation resource is dependent on the prior publishing of the following: students and schools.
    Note: After a Student record is uploaded, it cannot be modified until a studentSchoolAssociation record has also been uploaded for the same student.
    • This establishes a relationship between the school, the associated LEA, and the student.
    • The LEA then has permission to modify the previously uploaded Student record.
  • LEAs and Schools may upload (publish) data to the Ed-Fi ODS in real time or on-demand ("Run Now" button).

Note: Click Export to export the data collection results to an Excel spreadsheet.

Data Element

Description

Data Type

Stored in [Table]Field

Req'd

schoolReference

A reference to the related schools resource.

R

/schoolID

School enrolling the student.Integer

Derived from:

[Students]SchoolID

[ReEnrollments]SchoolID (historical)

[S_IN_STU_X]Access_School

R
classOfSchoolYearTypeReference O

/schoolYear

The projected High School graduation year.

This element is required if applicable; otherwise it is excluded from publishing.

Integer

[S_IN_STU_X]Cohort_Graduation_Year, if populated.

Otherwise: [Students]ClassOf

R

schoolYearTypeReference

A reference to the related schoolYearType resource.

R

/schoolYear

The school year associated with the student's enrollment.Integer

Derived from:

YearId for term selected in the PowerSchool UI

R

studentReference

A reference to the related students resource.

R

/studentUniqueID

Student enrolled in the school.String[Students]State_StudentNumberR
entryDateThe month, day, and year on which an individual enters and begins to receive instructional services in a campus.Date

Populates the most recent date from:

[Students]EntryDate

[ReEnrollments]EntryDate

or the first day of the school year

R
entryGradeLevelDescriptorThe grade level or primary instructional level at which a student enters and receives services in a school or an educational institution during a given academic session.String

[Students]Grade_Level

[ReEnrollments]Grade_Level (historical)

R
entryTypeDescriptorThe process by which a student enters a school during a given academic session.String

[S_IN_STU_X]ADM_Type, if populated.

Otherwise: [Students]EntryCode

[ReEnrollments]EntryCode (historical)

O
exitWithdrawDateThe month, day, and year of the first day after the date of an individual's last attendance at a campus (if known), the day on which an individual graduated, or the date on which it becomes known officially that an individual left school.Date

The last in-session date prior to [Students]ExitDate

[ReEnrollments]ExitDate (historical)

O
exitWithdrawTypeDescriptorDescribes the circumstances which a student exited from membership in an educational institution.String

Derived from:

[Students]ExitCode

[ReEnrollments]ExitCode (historical)

O

studentEducationOrganizationResponsibleAssociations

The Responsible Organization or association represents the school in which a student is enrolled.

Primary PowerSchool Source Data

  • [Students]
  • [S_IN_STU_X]
  • [S_IN_STU_CONENR_C]
  • [ReEnrollments]

Selection Criteria

Records are published if the following criteria are met:

  • The student must not be excluded from state reporting.
  • The student must not be excluded from Ed-Fi reporting.
  • The school must not be excluded from state reporting.
  • The entry date is between [terms]firstday and [terms]lastday for the school year term (ignore insession value).
  • The exit date must be after the entry date.
  • The enrollment must not be a pre-registration (enroll_status = -1, applies to Students table enrollment only).
  • The Exclude From ME Report must not be selected for the student's current or previous enrollment record.

If Exclude From ME Report is selected for one of the student's enrollment records then the StudentEducationOrganizationsAssociations for the enrollment record is excluded from publishing.

Resource Output

  • A separate StudentEducationOrganizationAssociation (Responsible Organization) record is published for each student and school enrollment is reflected in the [Students] table based on the year for the Term selected in the PowerSchool UI.
  • If the student is or was enrolled in a single school, one record is published.
  • If the student was enrolled in a single school, withdrew, and later re-enrolled in the same school, two records are published.
  • A record is published for each enrollment if the student was enrolled in multiple schools.
  • Separate Student Education Organization Association records are published for each contiguous enrollment record within the same school.
  • If the student is enrolled in the same with concurrent enrollments then the begin and end dates are merged and to the earliest begin date and the latest end date.
  • LEAs and Schools may upload (publish) data to the Ed-Fi ODS in real time or on-demand ("Run Now" button).

Note: Click Export to export the data collection results to an Excel spreadsheet.

Data Element

Description

Data Type

Stored in [Table]Field

Req'd

educationOrganizationId

The school associated with the graduation plan.Integer

Derived from:

[Schools]School_Number

R

studentUniqueID

The student associated with the program.String

[Students]State_StudentNumber


admCodeDescriptor

The average daily membership type for this student.

Instructional Days and Instructional Minutes fields are published with the Student Education Organization Association (Responsible Organization) record only for the students with the ADM Type (6) Dual Enrollment or (20) Adult Education.

Integer

[S_IN_STU_X]adm_type


responsibilityDescriptorWhen [S_IN_STU_X]adm_type is not null then 'Funding' otherwise 'Attendance' (non-state-funded students)Integer[S_IN_STU_X]adm_type

membershipDetails

R

/instructionalDays

The number of instructional days for the student.

If the Instructional Days field is left blank, then the value is derived from the Entry and Exit Dates of the student's enrollment and the in-session calendar days.

Integer

[S_IN_STU_CONENR_C]Instructional_Days

[S_IN_REN_X]Instructional_Days

R
/instructionalMinutes

The student minutes of instruction during the course of one full day.

If the Instructional Minutes field is left blank, then the value will be derived from Course Enrollment Records, Periods that the student is enrolled in, and the bell schedule during the enrollment.

Integer

[S_IN_STU_CONENR_C]Instructional_Minutes

[S_IN_REN_X]Instructional_Minutes


additionalEdOrgResponsibilitiesO

/schoolCorpId (#1)

The state-assigned corporation number for the corporation of legal settlement. This is the school where the student is currently being educated.

Integer

[Students]districtofresidence

R
/schoolCorpResponsibilityDescriptor (#1)Legal Settlement.StringLegal Settlement
/schoolCorpId (#2)The school number of the school accountable for the education of the student. Typically, this is the school in whose service area the student has legal settlement regardless of whether this is the educating school.Integer[S_IN_STU_X]accountable_school
/schoolCorpResponsibilityDescriptor (#2)AccountabilityStringAccountability
beginDateThe student's entry date from her/his current enrollment.Date[Students]EntryDate
endDate

The student's withdrawal date from her/his current enrollment.

The School Enrollment End Date publishes as the record end date if the system (current) date is on or after the School Enrollment End Date. The record end date does not get published if the School Enrollment End Date is on or after the Session End Date.

Date[Students]ExitDate

additional fields for display only

R

School NameThe name of the schoolString

[sch]school_name


Student NumberThe student associated with the program.Integer

[Students]student_number


Student NameThe student's name.String[Students]lastfirst
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