MARSS B Audit File
Contents
Selection Criteria
Student records are selected based on the following criteria:
- The student is included in state reporting. ([Students]State_ExcludeFromReporting)
- The student has not been excluded from MARRS reporting. ([S_MN_STU_X]Exclude_MARSSB)
- The school has not been excluded from MARSS reporting. ([S_MN_SCH_X]Exclude_From_MARSS)
- The student's grade level has not been excluded from MARSS Reporting. ([S_MN_SCH_SchoolGrades_C]Exclude_From_MARSS)
- The student had a school enrollment record between the First Day of Enrollment and the Last Day of Enrollment or a school enrollment record between the First/Last Day of School in the Years & Terms, depending on the selected option.
Use this feature for PowerSchool student school enrollments that:
- are partially outside of the MARSS B reporting window
- and may contain incorrect information for the desired reporting year
These are typically Summer School/Extended School Year enrollments which often start in a different MARSS B reporting year than when they end. An example of this would be a student school enrollment that starts 6/14/2021 and ends 8/06/2021. For reporting purposes, this enrollment may need to be split between 2 reporting years:
- 6/15/2021 to 6/30/2021 - 2020-21 Reporting Year
- 7/1/2021 to 8/06/2021 - 2021-22 Reporting Year
Furthermore, some of the data elements may need to be reported differently than what is in PowerSchool to reflect changes in that specific reporting year. For example, a PowerSchool student school enrollment may show a grade level of 7, but a 6 needs to be reported for the 20-21 Reporting Year. This feature will split these enrollments between the 2 reporting years and report the correct data on the MARSS B report.
To use this feature, begin by overriding the First and Last Day of the School Year for the reporting period:
- Select a school > Start Page > School > Years & Terms > select a year
- Set the First and Last Day of School Overrides to the date range that should be reported on the MARSS A and B files.
Note: If a school sets the First/Last Day School Override dates, these dates are used when 'Use First/Last Day of School (Years & Terms) is set to 'Yes' on the report parameter.
- Next, identify the student school enrollment that needs to be updated and set the Split Enrollments Flag to Yes:
- Start Page > select a student > Transfer Info > select Current or Previous Enrollments > set Split Enrollment to Yes
- Alternatively, if most enrollments in a school need to be split then set the flag at the School level:
- Start Page > System Reports > State tab > Setup tab > Schools A File Setup > set Split Enrollments to Yes.
If setting the school option to Yes, you can still override individual enrollments by setting Split Enrollment to No on that enrollment.
For either option, only enrollments that actually fall outside of the First and Last Day of School Overrides will be used.
To properly report the Special Ed Service Hours. Utilize both of these fields:
Start Page > select a student > Transfer Info > select Current or Previous Enrollments
1) Special Ed Service Hours - report the first half of the split enrollment
2) Next Reporting Year Special Ed Service Hours - report the second input will be used for the second half
When running the report, set the Use Alternate Enrollment Selection to Yes.
Report Input
For help with report navigation and generation, see How to Find and Generate a Report.
This report uses the State reporting platform to generate results. There may be some additional setup required to ReportWorks Preferences before running this report.
- If you have already configured ReportWorks Preferences, no additional setup is required.
- If you have not configured ReportWorks Preferences, please refer to the "ReportWorks Preferences" section of the ReportWorks Setup Guide located on PowerSource. This section will provide steps for configuring the scheduler node for the report queue.
Field | Description |
|---|---|
Report Parameters | Select Set All to store your selections for this report. This is helpful when you need to submit a new file and you are unsure of how you created your last file. |
Select Schools | If run at the district level, choose one of the following:
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. |
Current Selection Students | Choose to use the current selection of students or All Students. |
| Use First/Last Day of School (Years & Terms) | If yes, the school year start and end dates are used as defined in Years & Terms (District Setup > Years & Terms > Edit Terms > First Day of Term > Last Day of Term). If a school sets the First/Last Day School Override dates, these dates are used when 'Use First/Last Day of School (Years & Terms) is set to 'Yes'. |
First Day of Enrollment | Enter the first day of enrollment to be used for the report. |
Last Day of Enrollment | Enter the last day of enrollment to be used for the report. |
Reporting Cycle | Select the option for Fall or End of Year |
Use Alternate School Numbers | If you require the use of the Alternate School number select Yes. |
Use Alternate Enrollment Selection | If you choose this option, enrollments will be included, if the entry date falls on or before the Last Day of Enrollment and the exit date falls after the First Day of Enrollment. Most Districts will use the standard method. This option was specifically added for Moorhead School District. |
Scheduling – Run Now | Leave Run Now selected to run the report now. |
Scheduling – Please Select When to run | Click the Schedule button to schedule this report to run nightly. Check the weekdays only box |
Please Select Schedule Settings | Enter the Start Date and Start time. Click the Repeat and Daily buttons. |
Please select daily repeat cycle options. | Click the Weekdays only box. |
Please select end date range option | Click the No End date or you may complete the Ends On field with the day after your last day of school. |
Submit | Click the submit button. You will be taken to the Report Queue. Once your file is complete, click on the complete button and you will have a PDF file to assist you in compiling your spreadsheet for the State. |
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.
The MARSS B file is a fixed length file.
Note: Attendance Days and Membership Days will be reported in hours if Percent Enrolled is 998 or 999.
Item | Data Element | Description | [Table]FieldName | Field Type | Field Length |
|---|---|---|---|---|---|
1 | Student Number | The student's MARSS ID. | [Students]State_StudentNumber | Numeric | 13 |
2 | School ID | The school ID. | [Students]SchoolID or [Schools]Alternate_School_Number | Numeric | 5 |
3 | Grade Level | The student's grade level. | [S_MN_STU_X]State_Grade_Level or [Students]Grade_Level | Numeric | 2 |
4 | Residence District Number | OE Code from Table C, column A. | [Students]DistrictOfResidence | Numeric | 4 |
5 | Residence District Type | The district type from MDE-Org. | [S_MN_STU_X]Resident_District_Type | Numeric | 2 |
6 | State Aid Category | The student's state aid category. | [S_MN_STU_X]State_Aid_Cat | Numeric | 2 |
7 | Entry Date | Student's Begin Date | [Students]entrydate | Date | 8 |
| 8 | Entry Code | The student's entry code. | [Students]entrycode | Numeric | 2 |
9 | Exit Code | The student's end code. | [Students]exitcode | Numeric | 2 |
10 | Exit Date | The student's end date. | [Students]exitdate (closest in session day) | Date | 8 |
11 | Percent Enrolled | The student's enrollment percentage. If set to 998 or 999 then Attendance Days and Membership Days are reported in hours, otherwise the Attendance Days and Membership Days are reported in days. | [S_MN_STU_X]Percent_Enrolled | Numeric | 3 |
12 | Attendance Days | Attendance days are used in calculating average daily attendance (ADA). Attendance days are the total number of Instructional Days that students were present in a given grade for the school year or for the period covered by a unique enrollment status record. If Percent Enrolled is set to 998 or 999 this number represents the hours a student was present in a given grade for the school year or for the period covered by a unique enrollment status record. | calculated - ps_adaadm_defaults_all | Numeric | 5 |
13 | Membership Days | Membership Days are the total number of Instructional Days during which students were enrolled in the school during the current school year. If Percent Enrolled is set to 998 or 999 this number represents the hours a student is enrolled in the school during the current school year or for the period covered by a unique enrollment status record. | calculated - ps_adaadm_defaults_all | Numeric | 4 |
14 | Post Sec Option | The post-secondary options. | [S_MN_STU_X]Post_Secondary_Options | Y/N | 1 |
15 | PSEO High School Participation Hours | The hours the PSEO student spends in the high school. | [S_MN_STU_X]PSEO_HS_Hours | Numeric | 4 |
16 | Homebound Service Indicator | The homebound service indicator is used to validate membership days for students who have no attendance days. It is an indication of whether the students received homebound instruction during the enrollment period. | [S_MN_STU_X]Homebound_Service | Y/N | 1 |
17 | SPED Eval Status | Special Education Evaluation Status is used to verify Primary Disability and Primary Disability Instructional Setting. | [S_MN_STU_X]SPED_Eval_Status | Numeric | 1 |
18 | SPED Instruction Setting | The SPED Instructional setting (in MARSS as Primary Disability Instructional Setting) must be reported for students with a Primary Disability other than 00 or 54, and who have at least one enrollment status record with a Special Education Evaluation Status of 4, 6, 7 or 9. The student instructional setting must be obtained from the IEP/IFSP/IIIP. | [S_MN_STU_X]SPED_Instructional_Setting | Numeric | 2 |
19 | LEP | Limited English Proficient (LEP) is used in several federal reports which generate aid. The LEP indicator is used in the calculation of the LEP formula of basic skills revenue. | [S_MN_STU_X]Limited_English_Proficient | Y/N | 1 |
20 | LEP Begin Date | The LEP begin date. YYYYMMDD format | [S_MN_STU_X]LEP_Begin_Date | Date | 8 |
21 | Gifted | An indicator of whether the student qualifies as Gifted and Talented. Gifted and Talented children and youth are those students with outstanding abilities, identified at preschool, elementary, and secondary levels. | [S_MN_STU_X]Gifted_Talented | Y/N | 1 |
22 | Gender | The student's gender. | [Students]Gender | M/F | 1 |
23 | North American Indian | The indicates if the student is of North American Indian descent. | [Students]Ethnicity | Numeric | 1 |
24 | DOB | The student's date of birth. YYYYMMDD format | [Students]dob | Date | 8 |
25 | Home Primary Language | The language that was first spoken by students when they began speaking, the language that is spoken most of the time, or the language usually spoken in the home. | [Students]PrimaryLanguage | Numeric | 3 |
26 | Primary Disability | On the Fall Submission report, this is the disability on the IEP/IFSP/IIIP as of December 1. For end-of-year reporting, when the Primary Disability changes during the year, the most recent disability is reported. If the IEP/IFSP/IIIP is terminated during the year, report the Primary Disability indicated on the last IEP/IFSP/IIIP. | [S_MN_STU_X]Primary_Disability | Numeric | 2 |
27 | Transportation Category | The student's to and from category for the regular school term. To-and-from school transportation is defined as the student's trip to school at the beginning of the school day and the trip home at the end of the school day. | [S_MN_STU_X]Transportation_Category | Numeric | 2 |
28 | Economic Indicator | An indicator of whether the student is eligible for free or reduced prices. | [S_MN_STU_X]Economic_Indicator | Numeric | 1 |
29 | Title 1 Student | An indicator of whether the student is eligible for Title 1. | [S_MN_STU_X]Title1_Indicator | Alpha | 1 |
30 | Homeless Student | An indicator of whether the student is homeless. | [S_MN_STU_X]Homeless | Y/N | 1 |
31 | Transporting District Number | The district number providing transportation. | [S_MN_STU_X]Transporting_Dist_Number | Numeric | 4 |
32 | Transporting District Type | The district type providing transportation. | [S_MN_STU_X]Transporting_Dist_Type | Numeric | 2 |
33 | Special Pupil Care and Treatment | An indicator of whether the student is flagged as a Special Pupils Care and Treatment Student. | [S_MN_STU_X]Ward_of_State | Y/N | 1 |
34 | Independent Study Flag | An indicator of whether the student is a participant in an Independent Study component. | [S_MN_STU_X]Independent_Study | Y/N | 1 |
35 | SPED Service Hours | SPED Service hours are regular special education service hours, which may be different than the membership hours. This includes direct and indirect services. In some cases, these hours could be greater than the membership hours. | [S_MN_STU_X]SPED_Service_Hours | Numeric | 5 |
36 | MN Care opt out | Minnesota Care and General Assistance Medical Care Program opt-out status. | [S_MN_STU_X]Opt_Out_MN_Care | Y/N | 1 |
37 | Hispanic | An indicator that the student is Hispanic. | [Students]fedethnicity | Y/N | 1 |
38 | American Indian | An indicator that the student is American Indian. | [StudentRace]race code = Begins with "I". | Y/N | 1 |
39 | Asian | An indicator that the student is Asian. | [StudentRace]race code = Begins with "A". | Y/N | 1 |
40 | Black | An indicator that the student is African American. | [StudentRace]race code = Begins with "B". | Y/N | 1 |
41 | Native Hawaiian | An indicator that the student is Native Hawaiian or Pacific Islander. | [StudentRace]race code = Begins with "P". | Y/N | 1 |
42 | White | An indicator that the student is Caucasian. | [StudentRace]race code = Begins with "W". | Y/N | 1 |
43 | PSEO Concurrent Enrollment | An indicator that the student is concurrently enrolled through PSEO. | [S_MN_STU_X]PSEO_Concurrent_Enrollment | Y/N | 1 |
44 | Student Number | The PowerSchool student number. | [Students]Student_Number | Numeric | 10 |
45 | Last Name | The student's last name. | [S_MN_STU_X]State_Last_Name / [Students]last_name | Alpha | 40 |
46 | First Name | The student's first name. | [S_MN_STU_X]State_First_Name / [Students]first_name | Alpha | 40 |
47 | Middle Name | The student's middle name. | [S_MN_STU_X]State_Middle_Name / [Students]middle_name | Alpha | 40 |
48 | Suffix | The student's generational suffix. | [S_MN_STU_X]State_Suffix | Alpha/Numeric | 5 |