NJ School Enrollment Record Report

Introduction

Use the NJ School Enrollment Report option to provide monthly student enrollment data, including inter-transfer movement of students within the district. This report is not submitted to the state, but is a state directive on student enrollment record keeping. Auditing of student enrollment data is performed by the state and this report supports NJ districts in that process.

You can generate the report for any of the following student groups:

Students in select grade levels that are not enrolled in special programs.
Students in all grade levels that are not enrolled in special programs.
All students enrolled in select grade levels, including students enrolled in special programs.
Students enrolled in select special programs that are restricted to selected grade levels.
Students enrolled in select special programs at any grade level.
All special program student enrollments at any grade level.
Currently selected students that are enrolled during the reporting period.

The report outputs in PDF format. The report output is grouped by School first, then by Special Program/Program Type.

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Selection Criteria

Selection criteria determine which database records are used in the report. For the NJ School Enrollment Report, special program enrollment records are selected.

School Selection

The report selects which school records to use based on the following criteria:

The school must be associated with a student included in the report during the report date range.

Student Selection

The report selects which student records to use based on the following criteria:

The student must be enrolled between the Report Start Date and the Report End Date.
The student must be enrolled in a school selected by the 'Schools to Include' report parameter.
The student must be included in State Reporting and included in NJ SMART extracts.

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Report Input

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

Field	Description
Schools to Include*	Choose one of the following: Current School Only – Includes all student 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. All Schools – Includes all student records on the PowerSchool server that meet the selection criteria.
Current Selection Students*	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 the report.
Report State Date	Enter the report start date.
Report End Date	Enter the report end date.
Include Only Students in Grade Levels:	To select only students in a specific grade(s), select the applicable grade level(s). To include students in all grades, do not select any grade levels.
Include Only Students from Special Programs:	To include only students in a specific program, click the program code. To select multiple program codes, use Ctrl+click (on a Macintosh, Command+click) and select the programs.
Include Only Students with Tuition Codes	To include only students with certain tuition codes, select the code. To include multiple codes, use Ctrl+click (on a Macintosh, Command+click) and select the codes.
Exclude No Show Students	To exclude no show students, choose Yes. To include no show students choose No. Note: No Show Students are students with an enrollment where the Exit Date is equal to or less than the Entry Date

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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
Month Year	The month and year being reported.	N/A
District Name	The name of the school district. This field value is extracted from the District Setup page, District Setup > District Info.	[Prefs]DistrictName
School Code	The number that identifies the school selected for this report. This field value is extracted from the Edit School Info page, District Setup > Schools/School Info.	[Schools]School_Number
School Name	The name of the school selected for this report. This field value is extracted from the Edit School Info page, District Setup > Schools/School Info.	[Schools]Name
Grades	The grade levels selected for this report.	N/A
Special Programs	The special programs selected for this report. If all special programs were selected, “Included” displays.	N/A

Tuition Codes	This field lists the tuition codes selected for this report.	N/A
SHARED	An am or pm value in this column indicates that the student shares time between two schools. This field value is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student.	[S_NJ_STU_X]Shared_Time_Code
#	The sequential row number.	N/A
NAME	The student’s name in last name, first name format. This field is extracted from the Demographics page, Student Selection > Demographics. Note: If populated, the report will extract the student's legal name.	[Students]LastFirst [StudentCoreFields]PSCore_Legal_Last_Name [StudentCoreFields]PSCore_Legal_First_Name
GENDER	The student’s gender. This field is extracted from the Demographics page, Student Selection > Demographics. Note: If populated, the report will extract the student's legal gender.	[Students]gender [StudentCoreFields]PSCore_Legal_Gender
TRACK	The student’s track, if applicable. This field is extracted from the Edit Current/Previous Enrollment page, Student Selection > Transfer Info, based on the month and year selected for the report.	[Students]Track
GRADE	The student’s grade during the month and year selected for the report. This field is extracted from the Edit Current/Previous Enrollment page, Student Selection > Transfer Info.	[Students]Grade_Level Or [ReEnrollments]Grade_Level
PTC	The student's Program Type Code (old or new) based on the student’s regular or special program enrollments for the reporting period. This field value is extracted from the NJS SpEd tab, Student Selection > State/Province – New Jersey > NJS SpEd.	[S_NJ_STU_X]ProgramTypeCode
DATE OF BIRTH	The student’s birth date. This field is extracted from the Demographics page, Student Selection > Demographics.	[Students]DOB
RES DIST	The student’s district of residence. This field is extracted from the Edit Current/Previous Enrollment page, Student Selection > Transfer Info.	[Students]DistrictOfResidence or [ReEnrollments]DistrictOfResidence
TUITION	The source of payment for a tuition student. This field value is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student.	[S_NJ_STU_X]Tuition_code
ENTRY STATUS Code Date	The entry code and date for this student enrollment for the selected reporting period. This field is extracted from the Edit Current/Previous Enrollment page, Student Selection > Transfer Info.	[ReEnrollments]EntryCode and [ReEnrollments]EntryDate OR [Students]EntryCode and [Students]EntryDate
CHARTER SCHOOL STATUS Code Date Name Loc	If this student is enrolled in a charter school, these columns display the entry code and date for the student enrollment, name of the charter school, and the location code that identifies that charter school. Note: These fields will be blank unless the student’s Exit Code is equal to TC (Transfer Charter School) on the report. The Exit Code and Exit Date fields are extracted from the Edit Current/Previous Enrollment page, Student Selection > Transfer Info. The Charter School Name and Charter School Location fields are extracted from the Register Reports tab, Student Selection > State/Province – New Jersey > Register Reports.	[Students]ExitCode or [ReEnrollments]ExitCode [Students]ExitDate or [ReEnrollments]ExitDate [S_NJ_STU_X]charter_School_Name [S_NJ_STU_X]charter_School_Loc
DISTRICT ASSIGNED SCHOOL	Enter the name of the district assigned charter school. Note: These fields will be blank unless the student’s Exit Code is equal to TC (Transfer Charter School) on the report. This field value is extracted from the Register Reports tab, Student Selection > State/Province – New Jersey > Register Reports.	S_NJ_STU_X]charter_Assigned_School
TRANSFER / DROP-OUT / RE-ENTRY Code Date	The student’s enrollment history (exits and re-entries) during the reported month. The enrollment history is extracted from the Edit Current/Previous Enrollment page, Student Selection > Transfer Info.	[Reenrollments]ExitCode and [Reenrollments]ExitDate [ReEnrollments]EntryCode and [ReEnrollments]EntryDate
FINAL STATUS Code Date	The most recent student enrollment record for the reporting month and year. These fields are extracted from the Edit Current/Previous Enrollment page, Student Selection > Transfer Info.	[Students]ExitCode and [Students]ExitDate Or [ReEnrollments]ExitCode and [ReEnrollments]ExitDate

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