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Homeless Report

Introduction

The Homeless report extracts Homeless-related data for students enrolled in the Homeless special program, based on program Entry and Exit dates

Start Page > State Reports > Montana State Reports (AIM) > Homeless

Report Requirements

  • The special program must be named exactly as Homeless in the system

  • Students must be enrolled in the Homeless special program

  • The report extracts data based on the program Entry Date and Exit Date within the selected term

  • Students must have an active or historical enrollment in the reporting period

  • Students excluded from state reporting will not be included

Student Selection Criteria

Students are included in the report based on the following criteria:

  1. Enrollment Status: Student must have an enrollment status of Active (0) or Transferred Out (2)

  2. School Selection: Student must be enrolled in one of the selected schools

  3. State Reporting: Student must not be excluded from state reporting (state_excludefromreporting = 0)

  4. Term Dates: Student's entry date must fall within the selected term's first day and last day

  5. Program Enrollment: Student must have an enrollment in the "Homeless" special program with:

    • Entry Date on or before the term's last day (for ongoing enrollments with no exit)

    • Exit Date within the term's first and last day (for completed enrollments)

  6. Current Selection: If a student selection is active, only students in the current selection will be included

Report Input

Field

Description

Schools to Include

Select one or more schools to include in the report. Only schools that are not excluded from state reporting are available for selection. Schools are displayed sorted by their sort order.

Students to Include

Use the Current Student Selection feature to limit the report to specific students. If no selection is made, all eligible students from the selected schools will be included.

Include Header Row

Select "Yes" to include column headers in the output file, or "No" to exclude headers (recommended for file submissions to the state). Default is "No".

Validations

The following validations are applied during report execution:

  1. School Validation: Only schools that are not marked as "Exclude from Reporting" are available for selection

  2. Program Name Validation: The system looks for a program named exactly "Homeless" in the special programs category

  3. Date Range Validation:

    • Program Entry Date must be on or before the term's last day

    • For completed enrollments, Exit Date must fall within the term date range

    • Exit dates of January 1, 1900 are treated as null/blank (ongoing enrollment)

  4. Student Exclusion: Students with state_excludefromreporting = 1 are automatically excluded.

Report Output

The report generates a tab-delimited text file with the following fields:

Item #

Data Element

Description

[Table]FieldName

Field Type

Field Length

1

State_StudentNumber

The unique state-assigned student identification number

[STUDENTS]STATE_STUDENTNUMBER

VARCHAR2

13

2

Year

The school year for the reporting period (4-digit year format, e.g., 2025)

Calculated from selectedTerm

VARCHAR2

4

3

StudentLast_Name

Student's legal last name. If legal name is not available, the regular last name is used.

[STUDENTCOREFIELDS]PSCore_Legal_Last_Name or [STUDENTS]LAST_NAME

VARCHAR2

50

4

StudentFirst_Name

Student's legal first name. If legal name is not available, the regular first name is used.

[STUDENTCOREFIELDS]PSCore_Legal_First_Name or [STUDENTS]FIRST_NAME

VARCHAR2

50

5

StudentMiddle_Name

Student's legal middle name. If legal name is not available, the regular middle name is used.

[STUDENTCOREFIELDS]PSCore_Legal_Middle_Name or [STUDENTS]MIDDLE_NAME

VARCHAR2

50

6

Homeless

Indicates if the student is identified as homeless.

[S_MT_SEN_X]HOMELESS

VARCHAR2

1

7

McKinneyVento

Indicates if the student receives McKinney-Vento services.

[S_MT_SEN_X]MCKINNEYVENTO

VARCHAR2

1

8

HomelessNightResidence

Code indicating the student's primary nighttime residence.

[S_MT_SEN_X]HOMELESSNIGHTRESIDENCE

VARCHAR2

2

9

UnaccompaniedYouth

Indicates if the student is an unaccompanied homeless youth.

[S_MT_SEN_X]UNACCOMPANIEDYOUTH

VARCHAR2

1

10

EntryDate

The date the student entered the Homeless program.

[SPENROLLMENTS]ENTER_DATE

VARCHAR2

10

11

ExitDate

The date the student exited the Homeless program. Blank if still enrolled.

[SPENROLLMENTS]EXIT_DATE

VARCHAR2

10

Output Field Details

Homeless (Item #6)

Value

Description

Y

Student is identified as homeless

(blank)

Student is not identified as homeless

McKinneyVento (Item #7)

Value

Description

Y

Student receives McKinney-Vento services

(blank)

Student does not receive McKinney-Vento services

HomelessNightResidence (Item #8)

Value

Description

01

Shelter

02

Doubled-up (Living with another family)

03

Unsheltered (Cars, parks, campgrounds)

04

Hotels or Motels

(blank)

No residence type specified

UnaccompaniedYouth (Item #9)

Value

Description

Y

Student is an unaccompanied youth

(blank)

Student is not an unaccompanied youth

EntryDate / ExitDate (Items #10 & #11)

Format

Description

MM/DD/YYYY

Standard date format

(blank)

For Exit Date only - indicates student is still enrolled in the program

Output File Information

Property

Value

File Format

Tab-delimited text file (.txt)

File Name Pattern

MT_Homeless_[CurrentDate(yyyyMMdd)][Timestamp].txt

Report Category

Montana State Reports (AIM)

Delimiter

Tab (ASCII 9)