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Student Course Enrollment Extract

Introduction

This extract generates a comma-delimited file containing one record per student enrollment in each course/section combination. This extract provides snapshot data active on the STARS reporting dates.

Selection Criteria

Selection criteria determine which database records are used in the report.

Course Enrollment Selection

The report selects student records from the [CC] table based on the following criteria:

  • The enrollment must be associated with a school included in the report.
  • The enrollment Start Date must occur on or before the report date.
  • The enrollment Exit Date must occur after the report date.
  • The enrollment must be active on the reporting date.

Student Selection

The report selects student records from the [Students] or [ReEnrollments] table who are not be excluded from state reporting.

For the K5P reporting period:

  • At least one student enrolled in the class must have an active Programs Fact enrollment into the K5P or SS programs.

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Report Input

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

Field

Description

Select Schools

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 the School link at the top of the page and choose the appropriate school from the list.
  • All Schools – Includes all records on the PowerSchool server that meet the selection criteria.

Select Students

Choose one of the following:

  • 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 or district.
Report Period

Choose a reporting period from the pop-up menu:

  • 40D
  • 80D
  • 120D
  • EOY
  • Summer
  • Year Round

Field in Courses table used to track State Course Number

Choose the appropriate field from the pop-up menu:

  • Course Number
  • Alternate Course Number

Snapshot Date

Enter the snapshot date.

Note: If you are scheduling these reports to run on a set schedule (for the Year Round reporting period), the Snapshot Date should be left blank. The report will then use the current system 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 Tables for a definition of each column in the table.

Item #

Data Element

Description

[Table]FieldName

Begin / End Position

1

District Code

PED assigned three-digit district number.

[Prefs]Name=DistrictNumber

[Prefs]Value

1/8

2

Location Code

The alternate school number is extracted, if populated.

Note: For the summer submission location code field at the staff level will be looked, on the summer school staff record first, then the staff record flagged as the primary record. If the field is blank on both records, the school number (and alternate school number if one exists) for the primary record will be extracted.

The Location Code that’s reported for home schooled students will be based on the building of the course/section they are enrolled in.

[CC]SchoolID

[Schools]Alternate_School_Number

For the Summer reporting period:

[S_NM_SSF_X]LocationCode_SumSch

[Schools]Alternate_School_Number

[Schools]School_Number

9/14

3

School Year Date

This value is automatically extracted as June 30th. The report determines the year by referencing the school year selected for the report input.

To change terms, click Terms at the top of the page and choose a term from the list.

The value is extracted in the format YYYY-MM-DD.

[Terms]LastDay

15/24

4

Enrollment Period Number

Identifies the submission period.

  • 40D: 501
  • 80D: 502
  • 120D: 503
  • EOY: 901
  • K5P: 902
  • Summer Submission: 903
  • Year Round: 906

N/A

25/27

5

Effective Date

Identifies the Effective Date.

  • 40D: -YYYY-10-01
  • 80D: YYYY-12-15
  • 120D: YYYY-03-01
  • EOY: YYYY-06-01
  • K5P: YYYY-09-01
  • Summer Submission – YYYY-06-29
    • 2019-06-29 for the 18-19 school year
  • Year Round YYYY-07-15

The value is extracted in the format YYYY-MM-DD.

N/A

28/37

6

Enrollment Code

The value is extracted as CE.

N/A

38/43

7

Student ID

The state assigned student number.

[Students]State_StudentNumber

44/55

8

N/A

Not collected.

N/A

56/63

9

N/A

Not collected.

N/A

54/67

10

Request Sequence

The report extracts 0.

N/A

68/70

11

N/A

Not collected.

N/A

71/78

12

N/A

Not collected.

N/A

79/118

13

Semester

Indicates the report date. Valid values:

  • 40D: 1
  • 80D: 2
  • 120D: 3
  • EOY: 4
  • Summer Submission: 6
  • Year Round: 9

N/A

119/120

14

Course Code Long

The course number. The report uses the field indicated in the report input.

[Courses]alt_course_number

[Courses]Course_Number

121/132

15

Course Delivery Model Code

The model of instruction used for the course.

[S_NM_SEC_X]CourseDeliveryModelCode

[S_NM_CRS_X]CourseDeliveryModelCode

[S_NM_SCH_X]CourseDeliveryModelCode

133/138

16

Course Content Code

Indicates an IDEAL course. This code enables PED to distinguish between IDEAL and non-IDEAL Distance Learning students and classes.

[S_NM_CRS_X]CourseContentCode

[S_NM_SEC_X]CourseContentCode

139/144

17

N/A

Not collected.

N/A

145/150

18

Special Program Code

Indicates whether the student is enrolled in a dual credit or concurrent enrollment course.

Note: If the student's grade_level < 0 AND the student is enrolled in a course where the first 4 digits are 0033 or 0044 AND the SpEdExitDate < the date that represents the reporting period that's selected when the report is run.

Valid Values:

  • D-Dual Credit
  • C-Concurrent Enrollment

[S_NM_SEC_X]SpecialProgramCode

[S_NM_CRS_X]SpecialProgramCode

[S_NM_CC_X]SpecialProgramCode

151/153

19

Alternate Credit Course Code

The report extracts an 8-digit course code of the original course, entered if the section is offered for alternative credit.

[S_NM_CRS_X]AltCourseNum

154/165

20

Section Code Long

A combination of the locally assigned course and section number.

[Courses]Course_Number

[CC]Section_Number

166/190

21

Course Instructor Snapshot Date

The report date.

Note: the value must coincide with the corresponding Semester and Enrollment Period number.

Valid values:

  • 40D –  YYYY-10-01
  • 80D – YYYY-12-15
  • 120D – YYYY-03-01
  • EOY – YYYY-06-01
  • K5P – YYYY-09-01
  • Summer Submission – YYYY-06-29
    • (2019-06-29 for the 18-19 school year)
  • Year Round - YYYY-07-15

Note: For 120D and EOY reporting periods, the year value of the FirstDay field +1 is used.

[Terms]Firstday

191/200

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