LA EdLink Enrollments

Contents

Introduction

This report extracts enrollment, exit, and attendance data in the format required for submission to the EdLink warehouse. Use PowerSchool's Remote Connection Management feature to set up a SFTP connection to allow for automatic uploading of files to EdLink. Use with the report's scheduling feature to set up a recurring upload of files to EdLink.

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.

Student Selection

The report selects records from the [Students] table that meet the following criteria:

The student’s school exit date must occur after the school year start date.
The student’s school entry date must occur on or before the school year end date.
The student’s school entry date must occur on or before the report run date (Pre-registered students will not be included in the file).
The student’s school exit date must occur after their school entry date.
The student, the student’s school, and the student’s school enrollment must not be excluded from state reporting.
Students with entry and exit dates for the same day will be included in the file.
Students with a grade level of -4, -5 or -6 (Infant, Toddler, Pre-Kindergarten Age 3) will be excluded from the extract.

Note: each student must have a Full Time Equivalency value specified in order for the attendance information to be calculated correctly by the nightly attendance process, which is used to populate the attendance extract.

Report Input

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

Field	Description
Select Schools	Indicate which schools to include in the report by selecting from the following options: If sub-districts are not enabled: Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. All Schools – Run the report for the entire district. Only available when running the report from the District Office. If sub-districts are enabled: Select Sub-district – Select sub-districts to include in the report. To select a single sub-district, click that sub-district. To select multiple schools, use Ctrl+Click and select each sub-district to be included. Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. All Schools in selected sub-district (default) – Run the report for all schools in the selected sub-district. Includes all student records on the PowerSchool server that meet the selection criteria. Only available when running the report from the District Office.
Select Students	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. If you are running the report for a single student, or a group of students, select the students before running the report.
Output File Name	Select the extract to generate.
School Year	Select the school year for which to run the report. The options are controlled by the current Term selected.
Select Promoted Exit Codes to Exclude from Extract	If applicable, choose the Exit Code(s) used to designate a student promoted to a higher grade level and/or retained within the district. Note: Any enrollment record with a Promoted Exit Code will not have an Exit Date nor Exit Code reported
Identify as a Partial File	Select this checkbox if the file being generated is not including all students that should be reported to EdLink. As a partial file, the file name will have '_partial' plus a unique number added to the name to ensure each file is unique when it is uploaded to EdLink.
SFTP connections	If the extract is to be automatically uploaded to EdLink, select the SFTP connection that has been defined for reporting to EdLink.

Report Output

Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.

Enrollments

Data Element	Description	[Table]FieldName
LOCAL_ENROLLMENTS_KEY	A unique identifier for each enrollment within the district. Required.	Derived as LOCAL_SCHOOL_KEY; STUDENT_STATE_ID; ADMISSION_DATE [S_LA_STU_X]SiteCodeOverride or [S_LA_REN_X]SiteCodeOverride or [S_LA_SCH_X]SiteCode (depending on District preference, uses the student's enrollment_schoolid or schoolid to determine the school that the student attended) [Students]State_StudentNumber [Students]EntryDate or [ReEnrollments]EntryDate
SCHOOL_YEAR	The year of a school session. Required.	[Terms]FirstDay [Terms]LastDay
LOCAL_SCHOOL_KEY	The school’s site code. Required.	[S_LA_STU_X]SiteCodeOverride or [S_LA_REN_X]SiteCodeOverride or [S_LA_SCH_X]SiteCode (depending on District preference, uses the student's enrollment_schoolid or schoolid to determine the school that the student attended)
DISTRICT_CODE	The three-digit Sponsor Code assigned by LDOE. Required.	[Prefs]Value where [Prefs]Name=districtnumber If subdistrict is enabled then first three digits of [CST_Subdistricts]SubDistrict_Number
LOCAL_STUDENT_KEY	The student’s state-assigned identifier. Required.	[Students]State_StudentNumber
CALENDAR_CODE	The unique, district-assigned code identifying the particular calendar for an LEA, school or site, and grade level associated with the student. Required.	[S_LA_STU_X]CalendarCode [S_LA_REN_X]CalendarCode
ADMISSION_DATE	The first date of the student's enrollment. Required. If a student is flagged No Show and an exit code is provided, then the Enrollment extract reports the student's entry date as both his Admission date and Withdraw date, for all the enrollments in that school year.	[Students]EntryDate [ReEnrollments]EntryDate
HOME_OR_CROSS_ENROLLMENT	Identifies if the enrollment is a cross-enrollment.	Derived [S_LA_STU_X]HomeBasedSiteCode [S_LA_SCH_X]SiteCode If enrollment is at the home school, but the class schedule is at other schools then "Cross Enrollment" is reported. Otherwise, "Home School" is reported.
ADMISSION_REASON_CODE	Identifies the entry reason code when the student enrolled in a school. Required.	[Students]EntryCode [ReEnrollments]EntryCode
WITHDRAW_REASON_CODE	Identifies the reason the student was withdrawn/exited from the school.	[Students]ExitCode [ReEnrollments]ExitCode
WITHDRAW_DATE	The student's withdrawal date from the school. This is only reported if the student has both an exit date and an exit code entered. If a student is flagged No Show and an exit code is provided, then the Enrollment extract reports the student's entry date as both his Admission date and Withdraw date, for all the enrollments in that school year. If the student's exitCode value is '04', '05' or '06' AND their ExitDate is greater than the last day of the school year, report the last day of the school year as the student's withdraw_date.	[Students]ExitDate [ReEnrollments]ExitDate
ENROLLMENT_PERCENT	The FTE for the student. 1 = Full time .5 = Half time	[S_LA_STU_X]EnrollPercent_Override [S_LA_REN_X]EnrollPercent_Override If no value is specified in the override fields, the student is reported as a full-time student with a value of 1.
ENTRY_GRADE_CODE	Identifies the student's grade level. Required.	[Students]Grade_Level [ReEnrollments]Grade_Level If [Students]Grade_Level = 9 and [S_LA_STU_TransNinthGrade_X]TransNinthYearID is the current school year ID, then "T9" is reported. If [Students]Grade_Level = 13 then "EA" is reported.

Enrollments_Ext

Data Element	Description	[Table]FieldName
LOCAL_ENROLLMENTS_KEY	A unique identifier for each enrollment within the district. Required.	Derived as LOCAL_SCHOOL_KEY;STUDENT_STATE_ID;ADMISSION_DATE [S_LA_STU_X]SiteCodeOverride or [S_LA_REN_X]SiteCodeOverride or [S_LA_SCH_X]SiteCode (depending on District preference, uses the student's enrollment_schoolid or schoolid to determine the school that the student attended) [Students]State_StudentNumber [Students]EntryDate or [ReEnrollments]EntryDate
SCHOOL_YEAR	The year of a school session. Required.	[Terms]FirstDay [Terms]LastDay
DISTRICT_CODE	The three-digit Sponsor Code assigned by LDOE. Required.	[Prefs]Value where [Prefs]Name=districtnumber If subdistrict is enabled then first three digits of [CST_Subdistricts]SubDistrict_Number
DROP_REASON_CODE	Identifies the reason the student dropped out.	[S_LA_STU_X]DropoutReasonCode [S_LA_REN_X]DropoutReasonCode
HOME_BASE_SCHOOL_CODE	The site code used to route dropouts and attendance information back to a student’s “home” site for accountability purposes.	[S_LA_STU_X]HomeBasedSiteCode [S_LA_REN_X]HomeBasedSiteCode
TRUANCY_INDICATOR	Indicates if the student is truant for a given enrollment. Truancy is defined as any student having either five unexcused days tardy or five unexcused days absent within a school semester. Required.	[S_LA_STU_X]Truant_TF [S_LA_REN_X]Truant_TF
OPTION_CODE	Indicates whether a student has enrolled in a particular program or pathway. Valid values: 4 = Grandfathered Career Diploma Pathway/Track 5 = Student Enrolled in Non-Diploma Bound School or Program 6 = Student Enrolled in Connections Process 7 = Student Pursuing State-Approved Skills Certificate after participation in Connections Process 8 = Student Pursuing HiSet after participation in Connections Process 9 = L1 Jumpstart Diploma Track A = Student is on an Academic Improvement Plan (grades 4th - 8th) B = Extension Academy	[S_LA_STU_X]OptionCode [S_LA_REN_X]OptionCode
PK_FUNDING_CODE	The title of the program that denotes the primary funding source for students who are younger than children eligible to enter kindergarten in a particular district. Note: this field is populated only for students in grades 20 and 24. Valid values: 01 = Title 1 03 = Starting Points 04 = Even Start 05 = 8(g) (Preschool block or student enhancement block grant) 06 = Locally funded 07 = Head Start (4-year olds) 08 = Head Start (3 year-olds) 09 = LA 4 Program 10 = REAP Rural Education Achievement Program 11 = EEF Education Excellency Fund 98 = Other	[S_LA_STU_X]PreKFundingSourceCode [S_LA_REN_X]PreKFundingSourceCode
LEP_FUNDING_CODE	The title of the program that denotes the primary funding source for instructional language services for students identified as English Learners (EL).	[S_LA_STU_Language_X]LEPFundingSource
HOMELESS_CODE	The reason why the student was marked as homeless during their enrollment. Valid values: 1 = Shelters 2 = Doubled-up (sharing housing with other persons 3 = Unsheltered /FEMA (cars, parks, campgrounds without running water/electricity, abandoned building or substandard housing 4 = Hotels/Motels	[S_LA_STU_X]HomelessCode [S_LA_REN_X]HomelessCode
HOMELESS_REASON_CODE	The primary reason why the student was homeless during their enrollment. Valid values: 01 = Mortgage Foreclosure 02 = Flooding 03 = Hurricane 04 = Tropical Storm 05 = Tornado 06 = Wildfire or Fire 07 = Man-made Disaster (Major) 08 = Eviction 09 = Unemploymwnt/Loss Of Job 10 = Domestic Violence 11 = Illness 99 = Other (poverty, eviction, unemployment, domestic volence, etc.)	[S_LA_STU_X]HomelessReasonCode [S_LA_REN_X]HomelessReasonCode
UNACCOMPANIED_YOUTH_INDICATOR	Indicates if the student is an unaccompanied youth. The term “unaccompanied youth” includes youth in homeless situations who are not in the physical custody of a parent or guardian. Unaccompanied youth include young people who have run away from home, been thrown out of their homes, and/or been abandoned by parents or guardians.	[S_LA_STU_X]UnaccompaniedYouth_TF [S_LA_REN_X]UnaccompaniedYouth_TF
ENGLISH_PROFICIENCY_CODE	Indicates whether a student is fully English Proficient. Required. Valid values: 01: English Proficient 02: English Learner 04: SIFE English Learner	[S_LA_STU_Language_X]EnglishProficiency [S_LA_REN_Language_X]EnglishProficiency
PRIOR_ED_EXP_KINDER_CARE_CODE	Indicates where the student received at least six consecutive months of pre-kindergarten experience before entering kindergarten. This value is only reported for Kindergarten students. Valid values: 01 = Public School Prekindergarten 02 = Non-public Prekindergarten 03 = Licensed Childcare 04 = Family Day Care Home Program 05 = Head Start Programs 06 = Tribal 07 = Home	[S_LA_STU_X]PriorEducationExperienceKGCode [S_LA_REN_X]PriorEducationExperienceKGCode
SERVICES_PROVIDED_INDICATOR	Indicates if the student is receiving homeless services. Required.	[S_LA_STU_X]HomelessServicesProvided_TF [S_LA_REN_X]HomelessServicesProvided_TF
FREE_REDUCED_LUNCH_CODE	Indicates if a student is eligible for free or reduced lunch.	If [Students]LunchStatus equals F or FDC, then 1 is reported. R or RDC, then 2 is reported. Otherwise, 0 is reported.

Attendance

If a student's current enrollment in a school for the selected year is flagged No Show, then the student's attendance information is excluded from the Attendance extract.

Data Element	Description	[Table]FieldName
LOCAL_ENROLLMENTS_KEY	A unique identifier for each enrollment within the district. Required.	Derived as LOCAL_SCHOOL_KEY; STUDENT_STATE_ID; ADMISSION_DATE [S_LA_STU_X]SiteCodeOverride or [S_LA_REN_X]SiteCodeOverride or [S_LA_SCH_X]SiteCode (depending on District preference, uses the student's enrollment_schoolid or schoolid to determine the school that the student attended) [Students]State_StudentNumber [Students]EntryDate or [ReEnrollments]EntryDate
LOCAL_ATTENDANCE_KEY	Unique value that identifies each attendance record submitted. Required.	Unique value for Each Attendance Record for a Day. Extracted from ID Column from Attendance Table.
SCHOOL_YEAR	The year of a school session. Required.	[Terms]FirstDay [Terms]LastDay
DISTRICT_CODE	The three-digit Sponsor Code assigned by LDOE. Required.	[Prefs]Value where [Prefs]Name=districtnumber If subdistrict is enabled then first three digits of [CST_Subdistricts]SubDistrict_Number
LOCAL_SCHOOL_KEY	The school’s six-digit Site Code. Required.	[S_LA_STU_X]SiteCodeOverride or [S_LA_REN_X]SiteCodeOverride or [S_LA_SCH_X]SiteCode (depending on District preference, uses the student's enrollment_schoolid or schoolid to determine the school that the student attended)
LOCAL_STUDENT_KEY	The student’s state-assigned identifier. Required.	[Students]State_StudentNumber
ABSENCE_DATE	Date of absence in the format MM/DD/YYYY (include slashes). Required.	CALENDARDATE from ATT_ADAADM_DEFAULTS_ALL. The table ATT_ADAADM_DEFAULTS_ALL is updated on a nightly basis or can be refreshed manually using Special Functions Options. Start Page > Special Functions > Attendance Functions.
ATTENDANCE_TYPE	Code to indicate the student's attendance type for each day. Required. FD = Full day absence HD = Half day absence LA = Late or Tardy	Attendance Code Categories is referred, to determine whether Tardy or Absent. For ATTENDANCE_VALUE of 0 (Full Day Absent) and 0.5 (Half Day Absent), the ATTENDANCE_TYPE is determined as either (Tardy or Full day absence or Half day absence). Examples: Category Unexcused Tardy... and attendance value of 0 or 0.5, set the Attendance Type to LA. Category Unexcused Absence, Excused Absence or Suspension and attendance value of 0.5, set the Attendance Type to HD. Category Unexcused Absence, Excused Absence or Suspension and attendance value of 0, set Attendance Type to FD.
ATTENDANCE_VALUE	The numeric value of the attendance record is used to compute attendance averages and other statistics. Required. For a student's half day absence, the value is 0.5 For a student's full day absence, the value is 0	ATTENDANCE_VALUE from ATT_ADAADM_DEFAULTS_ALL. (Values Available : 0 - Absent Whole Day, 0.5 - Absent Half Day, 1 - Present Full Day). Nightly process updates this column based on the Meeting Attendance or Daily Attendance. For Meeting Attendance, all the provided Period Attendances are considered, and the Attendance Value is calculated based on the Attendance Conversion Code Setup.
EXCUSED_ABSENCE	Type of Absence or Tardy: Excused or Unexcused.	If absence_reason_code = 01 or 02, set this field to Excused. If absence_reason_code = 03 or 04, set this field to Unexcused. Otherwise, leave this field blank.
ABSENCE_REASON_CODE	The reason code assigned to a student's absence.	Taken from Attendance Code Category. Refer to Attendance Code Categories section in School Setup for details on the required category codes Districts will need to set up. Excused Absence - Non-Exempt (send as 02 in this field) Excused Absence - Excused (send as 01 in this field) Unexcused Absence (send as 03 in this field) Suspension (send as 04 in this field)