MHSAA Extract

Introduction

The MHSAA Extract reports student course enrollment and final grade information for the Mississippi High School Athletics Association. This information is used to determine if a student is eligible to participate in high school sports.

The report output format is .txt; it can be run and downloaded, or uploaded via FTP to a designated site.

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 school must not be excluded from state reporting.
The student must be enrolled in a school included in the report.
The student must have a school enrollment at a school included in the report.
The student must be in Grade 7 or higher.

Report Input

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

Note: Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Select All from the pop-up menu. To clear all checkboxes, choose Clear All.

Field	Description
Select Schools	If run at the district level, choose one of the following: 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. 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	Indicate which students to include in the report by selecting one of the following options: 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 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.
Select Only Students in These Grades	Select the grade levels of the students to be included in the report.
Athletic Activities (used for student inclusion)	Select the athletic activities in which the students are participating. The report will include only students involved in the selected activities. If no activities are selected, the report includes all students who meet the other report parameters.
Athletic Courses (course_number) (Used for student inclusion)	Enter course numbers, separated by commas, for the athletic courses to be included. Only students enrolled in these courses will be reported. If no course numbers are entered, the report includes all students who meet the other report parameters.
Course Grade Inclusion	Select the current or previous year course grades to be included. If “Default” is selected, the courses included are based on the Snapshot Date. If the Snapshot Date is within the District's Semester 2 term dates, then Current Year Only courses are reported. If the Snapshot Date is within the Semester 1 District term dates or during the Summer break, then both Current and Previous Year courses are reported.
Previous Year Grades to Include (Store Codes)	If the Course Grade Inclusion value is “Default”, “Previous Year Grades, or “Current and Previous Year Grades” enter previous year store code (grading period) grades, separated by commas (comma-delimited). Note: If 'Default' or 'Current and Previous Year Grades' Course Grade Inclusion options are selected, values must be entered for both "Previous Year Grades to Include" and "Current Year Grades to Include".
Current Year Grades to Include (Store Codes)	If the Course Grade Inclusion value is “Default”, “Current Year Grades, or “Current and Previous Year Grades” enter the current year store codes (grading period) grades, separated by commas. Note: If 'Default' or 'Current and Previous Year Grades' Course Grade Inclusion options.are selected, values must be entered for both "Previous Year Grades to Include" and "Current Year Grades to Include".
Course Exclusion List (course_number)	To exclude specific courses, enter the course numbers, separated by commas.
District Number	Enter the District ID number.
Snapshot Date	Enter the start date for the period of time to be reported. If the Snapshot Date is left blank, today’s date is used. This date is used in conjunction with the Course Grade Inclusion “Default” parameter to compare against district term dates and determine course inclusion. This parameter allows the report to be run on a schedule and either pull current year only courses or current and previous year courses based on the report run date.
SFTP connections	To have the report uploaded automatically to a managed FTP site, choose an SFTP connection from the pop-up menu. For details on how to create an SFTP connection for use with this report parameter, refer to the System Administrator User Guide section of the PowerSchool Administrator User Guide.

Report Output

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

Note: The name of the school for which the report has been run appears beside the report name in the Report Queue.

Data Element	Description	[Table]FieldName
School ID	The district ID plus the 3-digit school ID for the student’s school.	[Students]DistrictOfResidence [Students]SchoolID 4-digit district number + 3-digit school number
Student ID	The locally assigned student identifier.	[Students]Student_Number
First Name	The student’s first name	[Students]First_Name
Middle Name	The student's middle name	[Students]Middle_Name
Last Name	The student's last name	[Students]Last_Name
Date of Birth	The student’s date of birth.	[Students]DOB
Gender	The student’s gender.	[Students]Gender
Race Code	The student’s race.	[StudentRace]RaceCD
Projected Graduation Year	The year the student is expected to graduate.	[students]ClassOf
Date entered 9^th Grade.	The date the student entered the 9^th Grade.	[Students]Entrydate [Reenrollments]Entrydate [Students]Grade_Level [Reenrollments]Grade_Level The earliest entry date where grade level is 9 is reported from either the Reenrollments table or the Students tabl
Date entered 7^th Grade.	The date the student entered the 7^th Grade.	[Students]Entrydate [Reenrollments]Entrydate [Students]Grade_Level [Reenrollments]Grade_Level The earliest entry date where grade level is 7 is reported from either the Reenrollments table or the Students table.
Student Physical Address, Student Mailing Address, Student Primary Phone	Student’s address and phone information.	[Students]Street [Students]City [Students]State [Students]Zip
Academic Year	The year in which the student received the grade.	[Terms]YearID + 1990 + 1
Course ID	The course number unique to the class and section.	[Courses]Alt_Course_Number [Courses]Course_Number [StoredGrades]Course_Number If the stored grade record has a SectionID, then the alternate course number or course number from the associated course is reported; otherwise, [StoredGrades] Course Number is reported.
Course Name	The name of the course.	[Courses]Course_Name [StoredGrades]Course_Name If the stored grade record has a SectionID, then the alternate course name or course name from the associated course is reported; otherwise, [StoredGrades] Course Name is reported
Grading Period Name	The name of the grading period in which the student received the grade.	[StoredGrades]StoreCode
Start Date	The start date of the course	[CC]DateEnrolled [Terms]FirstDay If the stored grade has no associated CC record, [Terms]FirstDay is reported.
End Date	The End date of the course	[CC]DateLeft [Terms]LastDay If the stored grade has no associated CC record, [Terms]LastDay is reported.
Numeric Grade	The student's numeric grade for the class.	[StoredGrades]Percent
Letter Grade	The student's letter grade for the class.	[StoredGrades]Grade
Attempted Credit	The total number of potential credits for the course for the grading period.	[StoredGrades]PotentialCrHrs
Credits Earned	The actual number of credits the student received for the course in the grading period.	[StoredGrades]EarnedCrHrs
Graduation Credit	The total number of graduation credits awarded to the student for the grade received.	[StoredGrades]EarnedCrHrs