SAR Data Collection

Contents

Introduction

The SAR data collection shows an individual school's full year academic schedule, courses offered, enrollment of classes, terms, and staffing of classes. Activities for certified personnel and selected non-certified personnel are reported on the SAR. The SAR is the electronic report of "WHO does WHAT, to WHOM, and for HOW LONG, in the school." Reporting Requirement G.S. 115C-47(10)

Data included on the SAR Summary Review data collection:

Courses and sections taught at the school
Personnel assigned to the classes
Number of scheduled students
Number of students allowed
Overage number of the class
Breakdown of ethnicity and exceptionality

Report Input

Run Report Collection

This report collection is run at the LEA and School level.

Use the following steps to generate the SAR Data Collection.

On the Start Page, click State Reports. The State Reporting Dashboard page appears and displays a list of collections for the school.
Next to the School Activity Report, click Run.
The system validates the data against the business rules set up for the collection and completes the process.
Users have 24 hours to approve their data collection. If approval is not done within the 24 hours, the users must re-run the collection.

Review Data Collection

Next to the SAR Data Collection, click Review.

Select one of the following SAR data collection views from the Data View drop-down menu. The Results section displays the filtered report collection results specific for the selected data view.

Data Collection View	Description
School View
SAR Summary	This view shows an individual school's full year academic schedule, courses scheduled, enrollment of classes, terms, and staffing of classes.
SAR Detail	This view shows a listing of students by course and section with grade level and documented exceptionalities.
SAR Personnel Summary	This view shows a list of the classes taught by each staff member in the classroom, as well as staff assigned non-classroom roles. It also includes an accounting of their schedule time (in minutes and as a percentage) and their roles and other staff duties.
SAR Class Overage	This view shows classes that have enrolled students over the max enrollment of the class section.
LEA View
SAR Summary	This view shows a high level summary of the courses taught at each school, including staff name, roles and duties, and student count.

Click Refresh. The Results section displays the filtered data collection results specific for the selected data view.

To narrow your search, select one or more filters, if available.

Filter	Description
Course Number	To narrow list by course number, select the checkbox and choose the Course Number by which you want to filter from the pop-up menu.
Course Name	To narrow list by course name, select the checkbox and choose the Course Name which you want to filter from the pop-up menu.
Section Number	To narrow list by section number, select the checkbox and choose the Section Number by which you want to filter from the pop-up menu.
Period/Day	To narrow list by period/day, select the checkbox and choose the period/day by which you want to filter from the pop-up menu.
Staff Name	To narrow list by staff name, select the checkbox and choose the Staff Name by which you want to filter from the pop-up menu.
Primary Exceptionality (EC)	To narrow list by Primary Exceptionality (EC), select the checkbox and choose the Primary Exceptionality (EC) by which you want to filter from the pop-up menu.
AIG	To narrow list by AIG, select the checkbox and choose the AIG by which you want to filter from the pop-up menu.
Staff Role	To narrow list by staff role, select the checkbox and choose the Staff role by which you want to filter from the pop-up menu.
Staff Duty	To narrow list by staff duty, select the checkbox and choose the Staff Duty by which you want to filter from the pop-up menu.

Note: Click Export to export the data collection results to an Excel spreadsheet.

Review Exceptions

Use the following steps to review exceptions for a data collection.

From the Dashboard, click Review. The Review page appears.
Select Exceptions from the Reviews drop-down menu. Exceptions associated with a data collection display.
Select the exception type from the Choose exception drop-down menu. The Business Rule and Steps to Correct for the selected exception type appear on the page.
The Results section displays detailed information associated with the selected exception.
To narrow your search, select one or more filters, if available.
Click Refresh.

The Results section displays the filtered exception results specific for the selected data view.

Note: Click Export to export the data collection results to an Excel spreadsheet.

PowerSchool provides data validation to promote data integrity by preventing invalid data from being entered or imported into PowerSchool. Refer to the Validation Reports section for the detailed list of SAR data and user interface validation checks that provide additional information and the necessary steps to correct exceptions, if applicable.

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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.

SAR Summary

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Subject Area Code	The first 4 digits of the Course Number.	[Courses]CourseID
Academic Level	The 5th digit of the Course Number.	[Courses]CourseID
Course Section Attributes
Course Number	The Course Number.	[Courses]CourseID
Course Name	The Course Name.	[School_Course]Course_Name
Section Number	The Section Number of the class.
Term	The Term the class meets.
Period/Day	The Day(s) and Period (s) the class meets -(Expression).	[Cycle_Day_ID]Day_Number or Day_Name
Staff Name	Concatenated Staff LastName, FirstName, Middle Initial	[Teachers]Last_Name [Teachers]First_Name [Teachers]Middle_Name
Staff Role	Staff Role of Teacher - Section Lead and Teacher/Staff – Additional	[S_NC_StaffInfo]Assignment_Type
Grade Range	The grade range of students in the class.	[Courses]Grade_Level_From [Courses]Grade_Level_To
Total Students	The total count of students in the class.	[Sections]No_Of_Students
Max Enroll	The maximum enrollment for the class.
# Over	The number of students assigned to the class over the Maximum Enrollment.	Calculated
Amin Males	The total count of students in this class with this race code.	[Students]Ethnicity
Paci Males	The total count of students in this class with this race code.	[Students]Ethnicity
Asian Males	The total count of students in this class with this race code.	[Students]Ethnicity
Hispanic Males	The total count of students in this class with this race code.	[Students]Ethnicity
Black Males	The total count of students in this class with this race code.	[Students]Ethnicity
White Males	The total count of students in this class with this race code.	[Students]Ethnicity
Two or More Males	The total count of students in this class with this race code.	[Students]Ethnicity
Amin Females	The total count of students in this class with this race code.	[Students]Ethnicity
Paci Females	The total count of students in this class with this race code.	[Students]Ethnicity
Asian Females	The total count of students in this class with this race code.	[Students]Ethnicity
Hispanic Females	The total count of students in this class with this race code.	[Students]Ethnicity
Black Females	The total count of students in this class with this race code.	[Students]Ethnicity
White Females	The total count of students in this class with this race code.	[Students]Ethnicity
Two or More Females	The total count of students in this class with this race code.	[Students]Ethnicity
Total Primary EC	The total count of students in this class with a value in the Primary Exceptionality (EC) field. If AIG record exists, only count Primary EC in this total.
Total AIG (excludes EC)	The total count of students in this class with a value in the AIG field.

SAR Detail

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Staff Name	Concatenated Staff LastName, FirstName, Middle Initial	[Teachers]First_Name [Teachers]Last_Name [Teachers]Middle_Name
Course Name	The course name.	[School_Course]Course_Name
Course Number	The course number.	[School_Course]CourseID
Section Number	The section number of the class.	[SectionID]Section_Number
Term	The term the class meets.
Period/Day	The Day(s) and Period (s) the class meets -(Expression).	[S_NC_StaffInfo]
Student UID	The student’s state ID.	[Students]State_StudentNumber
Student Name	Concatenated Student Last Name, First Name, Middle Initial	[Students]First_Name [Students]Last_Name [Students]Middle_Name
Student Grade Level	The student’s grade level.	[Students]Grade_Level
Primary Exceptionality	The student’s primary exceptionality, if applicable.	[S_NC_EC]EC_Primary_DIS
AIG	The student’s AIG, if applicable.	[S_NC_AIG]AIG_Exceptionality_AM [S_NC_AIG]AIG_Exceptionality_AR [S_NC_AIG]AIG_Exceptionality_AG [S_NC_AIG]AIG_Exceptionality_IG

SAR Personnel Summary

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Staff Name	Concatenated Staff LastName, FirstName, Middle Initial	[Teachers]First_Name [Teachers]Last_Name [Teachers]Middle_Name
Staff UID	The Staff Unique ID
Gender	The gender of the teacher	[Teachers]Gender
Ethnicity/Race	The race of the teacher.	[Teachers]Fedethnicty
SSN	The last 4 digits of the staff SSN.	[Teachers]SSN
Course Number	The course number.	[School_Course]CourseID
Course Name	The course name.	[School_Course]Course_Name
Academic Level	The 5th digit of the course number.	Derived from: [Courses]Course_Number
Grade Level	The 6th digit of the course number.	[Courses]CourseID
Section Number	The section number of the class.	[SectionID]Section_Number
Term	The term the class meets.
Period/Day	The Day(s) and Period (s) the class meets -(Expression).	[S_NC_StaffInfo]
Staff Role	The role of the teacher attached to the class section or defined on the Staff Demographics Info page.	[S_NC_StaffRole]
Classroom/Non ClassroomMinutes	The number of minutes associated with Classroom/Non ClassroomRole. To calculate the # of minutes, look to expression/bell schedule and % of time. E.g., if classes 90 minutes and teacher is assigned 50% then # of minutes would be 45.	[S_NC_StaffRole]Staff_Role_Duration_Time
Classroom/Non Classroom% of Time	The percentage of time associated with Classroom/Non ClassroomRole.	[S_NC_StaffRole]Staff_Role_Percent_Of_Time
Grade Range	The Grade Range of students in the class.	[Courses]Grade_Level_From [Courses] Grade_Level_To
Total Students	The total count of students in the class.	[Sections]No_Of_Students
Max Enroll	The maximum enrollment for the class.
#Over	The number of students assigned to the class over the Maximum Enrollment.
Staff Duty	Defined on the Staff Demographics Info Page from a dropdown list.	[S_NC_StaffDuty]Staff_Duty_Code
Staff Duty Minutes	Defined on the Staff Demographics Info Page manually entered.	[S_NC_StaffDuty]Staff_Duty_Duration_Time
Staff Duty % of Time	Defined on the Staff Demographics Info Page manually entered.	[S_NC_StaffDuty] Staff_Duty_Duration_Percent

SAR Class Overage

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
Course Number	The course number.	[School_Course]CourseID
Course Name	The course name.	[School_Course]Course_Name
Subject Area	The 1^st 4 digits of the course number.	[Courses]CourseID
Academic Level	The 5^th digit of the course number.	[Courses]CourseID
Grade Level	The 6^th digit of the course number	[Courses]CourseID
Section #	The section number of the class.	[Cycle_Day_ID]Day_Number or Day_Name
Term	The term that the class meets.
Period/Day	The day(s) and period(s) that the class meets.	[S_NC_StaffInfo]
StaffName	The certified name of the teacher.	[Teachers]Last_Name [Teachers]First_Name
Staff UID
Staff Role	The role of the lead teacher(s).	[S_NC_StaffRole]Occupation_Code
Grade Range	The grade range of the students in the class.	[Courses]Grade_Level_From [Courses] Grade_Level_To
Total Students	The total number of the students in class.	[Sections]No_Of_Students
Max Enroll	The maximum enrollment for the class.
#Over	The number of students assigned to the class of the maximum enrollment.	Calculated

SAR Summary (LEA View)

Report Output Format: Excel spreadsheet, CSV

Data Element	Description	[Table]FieldName
School Name	The school name.	[Schools]School_Name
School Number	The reporting school number.	[Schools]School_Number
Course Number	The course number.
Course Name	The course name.
Academic Level	The 5^th character in the course number.	Derived from: [Courses]Course_Number
Course Section Attributes	The 6^th digit of the course number.	Derived from: [Courses]Course_Number
Staff Name	Concatenated Staff LastName, FirstName, Middle Initial	[Teachers]First_Name [Teachers]Last_Name [Teachers]Middle_Name
Staff Role	The role of the lead teacher(s).	[S_NC_StaffRole]Occupation_Code
Total Students	The total count of students in the class,	[Sections]No_Of_Students
Class Size	The Total students divided by (# of lead teachers (TE) + # of supervising adults (SA)) when subject code is 6201 (Physical Education K-8) The Total students divided by # of lead teachers (TE) for all other subject codes	Calculated
Staff Duties	Defined on the Staff Demographics Info Page from a dropdown list.	[S_NC_StaffDuty]Staff_Duty_Code

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