(GQ) Student Program Record

Contents

Introduction

The (GQ) Student Program Record report includes all reportable program/services the student is participating in and/or receiving services.

Selection Criteria

Selection criteria determine which database records are used in the report. For the (GQ) Student Program, special program enrollment records are selected.

Student Selection

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

A student record is extracted for this report if:

the student is enrolled in a district-wide program identified with a state-assigned Program ID on the Special Program Information page (Start Pate > District Setup > Special Programs > Special Program Information), and
the program end date on the [New/Edit] Special Program Enrollment page (Start Page > Student Selection > Special Programs > [New/Edit] Special Program Enrollment) falls between July 1^st and June 30^th of the current school year or the program end date is blank, and no re-enrollment has occurred.

A student record is not extracted for this report if:

the Program ID field is blank, (Start Pate > District Setup > Special Programs > Special Program Information),
there are duplicate Program IDs with overlapping time frames, and
the program start date is prior to the student’s earliest District Entry Date for the fiscal year being extracted.
the student is excluded from State reporting.

Report Setup

To set up PowerSchool for this report:

Navigate to District > District Setup > Special Programs.
Create a special program for each Student Program Code used in your district, referencing Section 2.9 Student Program Code GQ in the current release of the ODE EMIS Manual for the proper student program codes. When completing the information on the Special Program Information page, you can use the Program Name of your choice (such as 210013 SE Outside Reg Class).
Leave the Qualifies As A Special Education Program check box blank.
In the Program ID field, enter a student program code from the ODE Manual to include this student program on the (GQ) Student Program report.
Select Student (S) or Graduate (G) next to Include this program code in the checked reporting data sets.
Click Submit to save your entry.

After defining your special programs, navigate to Start Page > Student Selection > Special Programs to identify the special program events in which a student participates.

Report Input

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

Field		Description
Schools for which to run?*		If run at the district level, choose one of the following: Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. Select schools to include in the report All Schools – Run the report for the entire district. If run at the school level, the report includes all 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.
Report Start Date*		Enter the start date for scanning school enrollments. Format: [M]M/[D]D/[YY]YY
Report End Date*		Enter the end date for scanning school enrollments. Format: [M]M/[D]D/[YY]YY
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 report.
Reporting Period*		Select the reporting period for which you are creating the extract.
Fiscal Year*		Enter the fiscal year for the report.
Scheduling
Run Now		Select this option to execute the report in the order it is received in the report queue.
Schedule (available Version 7.1.1.)		Enter the start date and start time for the report. Select Run Once and Submit to run the report at the specified date and time. Select Repeat to set future dates (Daily, Weekly, Monthly, Yearly) and Submit.

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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.

Note: For documentation of XML report output from the state department of education, refer to http://www.ode.state.oh.us.

item #	Data Element	Description	[Table]FieldName	Field Type	Field Length	Begin/ End Position
N/A	Filler	Filler	N/A	Numeric	8	1–8
GQ010	Sort Type	The sort type equals GQ for the Student Program extract.	N/A	Alpha-numeric	2	9–10
N/A	Filler	Filler	N/A	Alpha-numeric	1	11
GQ020	Fiscal Year	The fiscal year defaults to the current school year.	N/A	Alpha-numeric	4	12–15
GQ030	Reporting Period	This is the reporting period selected on the Ohio Student Program Report page, Start Page > Reports > Run Reports > (GQ) Student Program Report.	N/A	Alpha-numeric	1	16
GQ040	Building IRN	This field contains the school building number, which is extracted from the Home tab on the Ohio State Information page. If the Building IRN field is blank on the Home tab, the Alternate School Number value entered on the Edit Schools page, Start Page > District Setup > Schools/School Info > Edit School, is extracted. If the Alternate School Number value is blank, the School Number value entered on the Edit Schools page is extracted.	[Schools]Alternate_School_Number or [Schools]School_Number or [S_OH_STU_COMMON_X]Building_IRN (current year) or [S_OH_STU_COMMON_SNAP_C]Building_IRN (prior year)	Alpha-numeric	6	17–22
GQ050	EMIS Student ID Number	This field contains the EMIS student ID number assigned by the district to this student. This field value is extracted from the Student Number field on the General Demographics page, Start Page > Student Selection > General Demographics and prepended with the EMIS Prefix ID, if entered, else zeroes are added to create a 9-digit number.	[Students]Student_Number	Alpha-numeric	9	23–31
GQ060	Program Code	This field contains the code that identifies the program in which this student is eligible to participate or currently participates. This field value is extracted from the Program ID field on the Special Program Information page, Start Page > District > Special Program.	[S_OH_GEN_X]ProgramID	Alpha-numeric	6	32–37
GQ070	Employee ID	This field contains the ID number of the employee who teaches this course. This field value is extracted from the Edit Information – Staff Name Staff Number page, Start Page > Staff > Select A Staff Member > Edit Information – Staff Name Staff Number.	[S_OH_SPENROLLMENTS_X]Employee_ID_Program	Alpha-numeric	9	38–46
N/A	Filler	Filler	N/A	Alpha-numeric	6	47–52
GQ090	Program Provider IRN	This field contains the IRN number of the program provider. This field value is extracted from the New/Edit Special Program Enrollment page, Start Page > Student Selection > Special Programs > [New/Edit]Special Program Enrollment.	[S_OH_SPENROLLMENTS_X]Program_Provider_IRN	Alpha-numeric	6	53–58
GQ100	Program Enrollment Start Date	This field contains the first day a student is enrolled in a program where dates are required. This field value is extracted from the New/Edit Special Program Enrollment page, Start Page > Student Selection > Special Programs > [New/Edit]Special Program Enrollment.	[SpEnrollments]Enter_Date	Numeric	8	59–66
GQ110	Program Enrollment End Date	This field contains the last day a student is enrolled in a program where dates are required. This field value is extracted from the New/Edit Special Program Enrollment page, Start Page > Student Selection > Special Programs > [New/Edit] Special Program Enrollment.	[SpEnrollments]Exit_Date	Numeric	8	67–74

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