Gains and Losses

Introduction

This file provides a summary of entries and withdrawals by grade level, as well as details on which students entered or exited during the reporting period. An audit option is available. The audit section of the report lists all students who entered or withdrew during the reporting period, the student’s entry or exit date, and their entry or exit code.

Selection Criteria

Selection criteria determine which database records are used in the report.

Student Selection

The report selects records from the [Students] and [ReEnrollments] tables based on the following criteria:

The student must be enrolled in a school included in the report.
The school must not be excluded from state reporting.
The student must have a school enrollment at a school included in the report.
The student’s school entry date must occur on or before the report end date.
The student’s school exit date must occur on or after the report start date.
The student’s school exit date must occur after their school entry date.
The student must be enrolled in a grade level chosen at report runtime.

Report Input

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

Field	Description
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.
Reporting Segment or Begin and Ending Date	Do one of the following: Choose the reporting segment with the appropriate date range from the pop-up menu. Enter a begin and ending date for the report date range.
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 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 AM : 05.
Grade Levels for Report	Choose the appropriate grade levels from the pop-up menu. Leave blank to select all grades for that school. Note: To select multiple values, hold the Command (Mac) or Control (Windows) key as you click the values.
Run Audit Report	Select the checkbox to process the audit portion of the report.
School Year	Choose the school year for this report from the pop-up menu. This field defaults to the term at the top of the page.

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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.

Data Element	Description	[Table]FieldName
ENTRY AND WITHDRAWAL SUMMARY
School	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Grade Levels	The grade levels, entered at report runtime.	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Grade	Indicates the grade level for the reported set of students.	N/A
Carry Forward	The number of students enrolled on the last day of the previous reporting period. (The most recent in-session day before the report start date.) If the first day of the report is the first day of school, then carry forward is zero.	[Students]EntryDate [Reenrollments]EntryDate [Students]ExitDate [Reenrollments]ExitDate
E1	The number of students enrolled with an E1 entry code in the reporting period.	[Students]EntryCode
E2	The number of students enrolled with an E2 entry code in the reporting period.	[Students]EntryCode
E3	The number of students enrolled with an E3 entry code in the reporting period.	[Students]EntryCode
E4	The number of students enrolled with an E4 entry code in the reporting period.	[Students]EntryCode
E5	The number of students enrolled with an E5 entry code in the reporting period.	[Students]EntryCode
E6	The number of students enrolled with an E6 entry code in the reporting period.	[Students]EntryCode
R*	The number of students enrolled with any R entry code (R1 - R99) in the reporting period.	[Students]EntryCode
Total Membership	The total number of students enrolled for all enrollment types in the reporting period.	Calculated
T1	The number of students withdrawn with a T1 exit code in the reporting period.	[Students]ExitCode
T2	The number of students withdrawn with a T2 exit code in the reporting period.	[Students]ExitCode
T3	The number of students withdrawn with a T3 exit code in the reporting period.	[Students]ExitCode
T4	The number of students withdrawn with a T4 exit code in the reporting period.	[Students]ExitCode
T5	The number of students withdrawn with a T5 exit code in the reporting period.	[Students]ExitCode
C1	The number of students withdrawn with a C1 exit code in the reporting period.	[Students]ExitCode
C2	The number of students withdrawn with a C2 exit code in the reporting period.	[Students]ExitCode
D	The number of students withdrawn with a D exit code in the reporting period.	[Students]ExitCode
Z1	The number of students withdrawn with a Z1 exit code in the reporting period.	[Students]ExitCode
Net Membership	The total number of students enrolled for all enrollment types minus the total number of students withdrawn for all exit types in the reporting period.	Calculated
Totals	The total for each column.	Calculated
STUDENT ENTRY AUDIT
School	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Grade Levels	The grade levels, entered at report runtime.	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Grade	Indicates the grade level for the reported set of students.	N/A
Student Number	The locally assigned student identifier.	[Students]Student_Number
Name	The name of the student included in the report.	[Students]LastFirst
SSN	The student’s social security number.	[Students]SSN
Enrollment Date	The student’s school entry date for the school enrollment that falls within the report date range.	[Students]EntryDate
Grade	The student’s grade level at the time of the reporting period.	[S_MS_STU_X]GradeCode [Students]Grade_Level [S_MS_REN_X]GradeCode [ReEnrollments]Grade_Level
Enroll Code	The student’s school entry code for the school enrollment that falls within the report date range.	[Students]EntryCode
Total Grade Entrances	The total number of enrollments for the reported grade level.	Calculated
Total Entrances	The total number of enrollments for all students and grades in the report.	Calculated
STUDENT WITHDRAWAL AUDIT
School	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Grade Levels	The grade levels, entered at report runtime.	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Grade	Indicates the grade level for the reported set of students.	N/A
Student Number	The locally assigned student identifier.	[Students]Student_Number
Name	The name of the student included in the report.	[Students]LastFirst
SSN	The student’s social security number.	[Students]SSN
Withdrawal Date	The student’s school exit date for the school enrollment that falls within the report date range.	[Students]ExitDate
Grade	The student’s grade level at the time of the reporting period.	[S_MS_STU_X]GradeCode [Students]Grade_Level [S_MS_REN_X]GradeCode [ReEnrollments]Grade_Level
Exit Code	The student’s school exit code for the school enrollment that falls within the report date range.	[Students]ExitCode
Total Grade Withdrawals	The total number of withdrawals for the reported grade level.	Calculated
Total Withdrawals	The total number of withdrawals for all students and grades in the report.	Calculated

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