Program Fact Extract (SFTP)

Use

Choose one of the following:

• Current School Only – Includes all student records associated with the current school that meet 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.
• District Wide – Includes all student records on the PowerSchool server that meet selection criteria.

Note: The District Wide option is only available when running the report from the District Office.

Students to Include

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 report.

Data to be Filled

Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Select All from the pop-up menu. To clear all checkboxes, choose Clear All.

Run Report with Audit Fields and Headers

Choose Yes or No from the pop-up menu to indicate whether to display the header (data element name) for each column in the report output, as well as to display additional fields used to audit the data in the report.

Start Date

Enter the start date for the report. Enter a date range within a single academic year. Example: 07/01/2009 - 06/30/2010.

Note: Choose a term at the top of the page that falls within the date range for which the report is being run. For example, if the report is run for 07/01/2009 - 06/30/2010, any term within the 09-10 year can be selected, such as 09-10 Semester 1.

End Date

Enter the end date for the report. Enter a date range within a single academic year. Example: 07/01/2009 - 06/30/2010.

Program Service Category

Choose the appropriate Program Service Category from the pop-up menu. Leave the field blank to run the report for all categories.

SFTP

Choose an SFTP connection from the pop-up menu to have the report output uploaded automatically.

Please refer to the System Administrator portion of the PowerSchool Administrator User Guide for details on how to create an SFTP connection for use with this new report parameter.

Note: Remote connection requires PowerSchool 7.1.4 or higher.

1

District Code

The student’s district of responsibility code.

Public Schools: Extracted as NY + 6-digit BEDS code. This is entered on the District Code field on the Edit District Information page.

Charter or Nonpublic Schools: Extracted as 8 + last seven digits of the Institution Code. This is entered on the District Code field on the Edit District Information page. Select the Charter and Nonpublic Schools checkbox.

Valid values: See the Appendix.

If Pref NY_CHARTER_NP = 0 then ‘NY’ concatenated with Pref NY_BEDS_CODE

If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is blank then ‘8’ concatenated with Pref NY_BEDS_CODE

If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is not blank then ‘8’ concatenated with [S_NY_SCH_X]DistrictLocationCode

Yes

8

2

Location Code

For school level programs, this value is derived based on the school ID stored in the program record. This value may be modified on the Edit Program Service page.

Typically the building code which uniquely identifies the building in which a student is receiving the service

If the Program Service Level is District, the following value is reported:

• Public schools - 0000
• Charter and Nonpublic schools - the school’s Location Code

If the Program Service Level is School, the Local BOCES Building code is reported from the appropriate Edit School page.

[S_NY_STU_ProgramSvc_C]ProgramServiceLevel = D or S

[S_NY_STU_ProgramSvc_C]SchoolID

[S_NY_SCH_X]BOCESBuilding

Yes

6

3

School Year Date

June 30^th of the current school year.

The report locates the last day of the current school year and inserts 06-30 in front of the year.

[Terms]LastDay

Yes

10

4

Student ID

The school district student ID. This is a 9-digit number padded with leading zeros.

[S_NY_STU_X]PreviousStudentNumber

[Students]Student_Number

Yes

12

N/A

Audit Field

Student Last Name

The student’s last name.

[Students]Last_Name

N/A

N/A

N/A

Audit Field

Student First Middle Name

The student’s first and middle name.

[Students]First_Name

[Students]Middle_Name

N/A

N/A

N/A

Audit Field

Student Current School

The name of the school associated with the student’s current enrollment.

[Schools]Name

[Students]SchoolID

N/A

N/A

N/A

Audit Field

Current Enrollment Status

The student’s current status.

[Students]Enroll_Status

N/A

N/A

N/A

Audit Field

Current Enrollment Start Date

The entry date associated with the student’s current enrollment.

[Students]EntryDate

N/A

N/A

N/A

Audit Field

Current Enrollment Exit Date

The exit date associated with the student’s current enrollment.

[Students]ExitDate

N/A

N/A

N/A

Audit Field

Current Enrollment Exit Code

The exit code associated with the student’s current enrollment. The Reason for Ending Enrollment is reported, if populated. Otherwise, the standard PowerSchool exit code is reported.

[S_NY_STU_X]R4E_EnrollCode

[Students]ExitCode

N/A

N/A

N/A

Audit Field

Current Grade Level

The grade level associated with the student’s current enrollment.

[Students]Grade_Level

N/A

N/A

N/A

Audit Field

Current School Enrollment Grade Level

The school enrollment grade level associated with the student’s current enrollment.

[S_NY_STU_X]SSE_GradeLevel

N/A

N/A

N/A

Audit Field

Ethnicity

The student’s ethnicity.

[Students]Ethnicity

N/A

N/A

N/A

Audit Field

Gender

The student’s gender.

[Students]Gender

N/A

N/A

5

Programs Code

[S_NY_STU_ProgramSvc_C]ProgramServiceCode

Yes

8

N/A

Audit Field

Program Service Name

The text description of the code.

[S_NY_STU_ProgramSvc_C]ProgramServiceCode

N/A

N/A

N/A

Audit Field

Program Service Level

Indicates if the program is a school or district level service.

[S_NY_STU_ProgramSvc_C]ProgramServiceLevel

N/A

N/A

6

Beginning Date

The Program Service start date. This date must be between July 1^st and June 30^th of the reported school year.

Each academic year, every Program Service code applicable to a student must have a Program Service entry date.

Note: A Beginning Date of 7/1/YYYY is reported for all program service records continued from a previous year.

[S_NY_STU_ProgramSvc_C]BeginningDate

Yes

10

7

Ending Date

The date the program service ended.

* This field should only be reported if the program service ended.

If the ending date has not yet occurred or occurs after the report date range, the value is extracted as blank.

This date must be between July 1^st and June 30^th of the reported school year.

[S_NY_STU_ProgramSvc_C]EndingDate

Yes*

10

8

State Location ID

The NYSED BEDS code of the institution providing the program service. This field is only required for school-level services.

If the Program Service Level is District, this field will be extracted as blank.

[S_NY_STU_ProgramSvc_C]ProgramServiceLevel = S

[S_NY_STU_ProgramSvc_C]StateLocationID

[S_NY_SCH_X]BEDSCode

Yes*

20

N/A

Audit Field

BEDS School Name

If the BEDS Code override field is used, the name may equate to the BEDS code, or the State Location ID field. If the school is not in PowerSchool, or if there is no BEDS code in the State Location ID field, then this field is blank.

[Schools]Name

N/A

N/A

N/A

Audit Field

BEDS Override Used

If the State Location ID field is populated, then report Y, otherwise, report N.

[S_NY_STU_ProgramSvc_C]StateLocationID

N/A

N/A

9

Program Intensity

The student’s progression through the program service. As the student reaches each level of intensity, the description must be updated.

This field is required if field 5, Programs Code, contains a CTE/Tech Prep code.

[S_NY_STU_ProgramSvc_C]ProgramIntensity

No

20

10

Entry Reason Code 1

Not reported

N/A

No

10

11

Entry Reason Code 2

Not reported

N/A

No

10

12

Entry Reason Code 3

Not reported

N/A

No

10

13

Exit Reason Code 1

The student’s reason for exiting the program.

Valid values:

646 – Completion of Program Service

663 – Left Without Completing Program

2005 – Student Removed from LEP Status in 2005

2006 – Student Removed from LEP Status in 2006

849 - Student Achieved English Proficiency

901 – Student is declassified

912 – Disability has changed

* This field is only required for students who exited the program.

[S_NY_STU_ProgramSvc_C]ExitReasonCode

Yes*

10

N/A

Audit Field

Exit Reason Code

The exit reason code is associated with the student’s program service record.

Valid values: see the Appendix.

[S_NY_STU_ProgramSvc_C]ExitReasonCode

N/A

N/A

14

Exit Reason Code 2

Not reported

N/A

No

10

15

Exit Reason Code 3

Not reported

N/A

No

10

16

Program Comment

Not reported

N/A

No

60

17

Original Program Start Date

Not reported

N/A

No

10

18

Participation Info Code

Indicates whether a Career Technical Education (CTE)/Tech Prep program follows a conventional CTE program approach or the Tech Prep program approach.

* This field is required field 5, Programs Code, contains a CTE/Tech Prep code.

[S_NY_STU_ProgramSvc_C]ParticipationInfoCode

Yes*

8

N/A

Audit Field

Created By

The administrator who created the record. This field is recorded automatically by the PowerSchool application.

[S_NY_STU_ProgramSvc_C]created_By

N/A

N/A

N/A

Audit Field

Created On

The date the record was created. This field is recorded automatically by the PowerSchool application.

[S_NY_STU_ProgramSvc_C]created_On

N/A

N/A

N/A

Audit Field

Modified By

The administrator who last modified the record. This field is recorded automatically by the PowerSchool application.

[S_NY_STU_ProgramSvc_C]modified_By

N/A

N/A

N/A

Audit Field

Modified On

The date the record was last modified. This field is recorded automatically by the PowerSchool application.

[S_NY_STU_ProgramSvc_C]Last_Modified

N/A

N/A

19

Program Frequency

Not reported

N/A

N/A

N/A

20

Program Duration

This column is blank and does not extract any value.

N/A

4

21

Program Cycle

Not reported

N/A

N/A

N/A

22

Program Provider Name

Not reported

N/A

N/A

N/A

Indicates the student's Primary Nighttime Residence when Program Service Category is Other and Program Service Code is 8262.

24

Program Location District code

Not reported

N/A

N/A

N/A

25

Program Student ID

Not reported

N/A

N/A

N/A

26

Parental Permission Code

Not reported

N/A

N/A

N/A

27

Program Session Code

Not reported.

N/A

N/A

N/A