NCEA Student Detail Validation Report (2026-2027)

Introduction

This report provides the details for each key student-level data element included in NCEA reporting. The purpose is to allow users at a school or diocese to view and verify the source data that contribute to the summary totals as reported in the NCEA Diocese Summary and School Summary reports.

Note: The report exports as a delimited .txt file that can be opened in a spreadsheet. Use sorting and filters to review missing or inaccurate student data; blank fields may appear as No or Unknown in NCEA summary reports.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Record Selection

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

The student must not be excluded from NCEA reporting.
The student's school must not be excluded from NCEA reporting.
The student must be enrolled on the Count Day specified by the user at runtime on the report page.
The student's school must have a valid Building Type defined.

Unlike the NCEA Diocese Summary and School Summary reports, users have the option to include students who are flagged as "Exclude from NCEA Reporting" in order to verify the correct students are reported.

Report Input

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

Buildings must have a valid Building Type to appear in the Schools to Include drop-down list. Ensure selected students belong to schools with a valid Building Type; otherwise, their data will not appear in the report.

Field	Description
Schools to Include	Ctrl+Click to select multiple schools. Shift+Click to select a range of schools. Only schools with a defined Building Type are displayed.
Students to Include*	Indicate which students to include in the report by selecting one of the following options: The Selected x Students Only – Run the report for students in the current selection. All Students – Run the report for all students in the current school(s) or district that meet the selection criteria. If running the report for a single student, or group of students, select the students prior to running the report.
Include Students Flagged as Excluded from NCEA Reporting?	Select to include NCEA-excluded students; otherwise, they are included for verification purposes.
Count Date*	Enter the date requested by NCEA as the official count date for the current school year.
Processing Options	Choose a time to run the report: Run Now (Recommended) – Run the report immediately in the background. Schedule – Run the report in the order it is received in the Report Queue. Start Date – The date the report is scheduled to run. Start Time – The time the report is scheduled to run. Run Once OR Repeat – The report can be scheduled to run one time or run on a Daily, Weekly, Monthly, or Yearly schedule, Weekdays only, and an end date can be entered.

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.

Column	Column Heading	Description	[Table]FieldName
A	School Name	The name of the student's school of enrollment on the NCEA count date.	[Schools]Name
B	School Category	The category of the school under which the student's data is reported on the NCEA summary reports. The value is based on the school's Building Type selection.	Derived from: [Schools]Building_Type
C	Student #	The PowerSchool student number.	[Students]Student_Number
D	Student Last Name	The student's Last Name.	[Students]Last_Name
E	Student First Name	The student's First Name.	[Students]First_Name
F	Student MI	The student's Middle Initial.	[Students]Middle_Name
G	Grade Level	The student's grade level as of the NCEA count date. The ungraded setting is evaluated before the normal grade level. All students in a grade level < 0 are reported as Pre-K.	[Students]Grade_Level [S_STU_NCEA_X]Ungraded_TF
H	Ungraded Student	Indicates that the student is ungraded for NCEA purposes. Ungraded students will have an assigned grade level in PowerSchool.	[S_STU_NCEA_X]Ungraded_TF
I	Grade Level Category	The grade level category under which the student is reported on the NCEA summary reports. The value is based on the school's Building Type selection and the student's grade level.	Derived from: [Schools]Building_Type [Students]Grade_Level [S_STU_NCEA_X]Ungraded_TF
J	Religious Affiliation	The student's Religious Affiliation. Students that do not have any value selected are reported as U – Unknown.	[S_STU_NCEA_X]ReligiousAffiliation
K	Gender	The student's gender.	[Students]Gender
L	Ethnicity	An indication of the student's Federal Ethnicity, as to whether the student is Hispanic or Latino.	[Students]FedEthnicity
M	Race	The student's Race code(s). Students that do not have any value selected are reported as U – Unknown.	[StudentRace]RaceCd [S_GEN_NCEA_X]RaceCodeMap
N	Receives Title I	Indicates if the student receives Title I services.	[S_STU_NCEA_X]TitleI_TF
O	Receives Free/Rdc Lunch	Indicates if the student receives free or reduced-priced lunch.	[S_SCH_NCEA_X]OffersFedNutrition_TF [S_SCH_NCEA_X]FederalNutritionAll_TF [S_STU_NCEA_X]FederalNutrition_TF
P	Elig Free/Rdc Lunch	Indicates if the student is eligible for free or reduced price lunch, but is not receiving those services.	[S_STU_NCEA_X]FederalNutrition_Elig_TF
Q	Parental Choice	Indicates if the student is accessing funding through a parental choice program.	[S_STU_NCEA_X]Parental_Choice_TF
R	Intl Visa	Indicates if the student is an international student with a visa.	[S_STU_NCEA_X]Intl_Visa_TF
S	Disability	An indication of whether the student has a diagnosed disability.	[S_STU_NCEA_X]DiagnosedDisability_TF
T	Exclude from NCEA	An indication of whether the student is excluded from NCEA reporting.	[S_STU_NCEA_X]ExcludeFromNCEA_TF