Students Change Audit

Introduction

Districts must first enable the plugin DCF: USA OH Audit. Navigate to System > System Settings > Plugin Management Configuration > DCF: USA OH Audit to enable the plugin. The report will export a comma separated value file indicating student changes or deletes within the time frame chosen in the report parameters.

Selection Criteria

Selection criteria determine which database records are used in the report. For the Students Change Audit, student records from the AU_Student table 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.

Student Selection

Students are selected where a record exists with a date that falls within the report start and end dates in the AU_Student table.

Report Setup

To set up PowerSchool for this report:

Navigate to Start Page > System > System Settings > Plugin Management Configuration > DCF: USA OH Audit enabled.

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.
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.
Report Start Date	This represents the earliest date of changes made to the student record.
Report End Date	This represents the latest date of changes made to the student record.
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.

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.

Column #	Data Element	Description	[Table]FieldName
1	Who Modified	The name of person who made the change.	[AU_Students]WHOMODIFIEDID
2	User Type	The user type of the person who made the change.	[AU_Students]WHOMODIFIEDTYPE
3	IP Address	The IP address of the computer used to make the change.	[AU_Students]IP_ADDRESS
4	Change Date	The date the change was made.	[AU_Students]TRANSACTION_DATE
5	Change Type	Indicates the type of change: update, insert or delete. Table values are saved as U, I, or D	[AU_Students]DML_TYPE
6	Record DCID	The DCID associated with the attendance record that was changed.	[AU_Students]DCID
7	Record ID	The ID associated with the attendance record that was changed.	[AU_Students]ID
8	Old First Name	The previous (old) first name of the student.	[AU_Students]O_First_Name
9	New First Name	The new first name of the student.	[AU_Students]N_First_Name
10	Old Middle Name	The previous (old) middle name of the student.	[AU_Students]O_MIDDLE_NAME
11	New Middle Name	The new middle name of the student.	[AU_Students]N_MIDDLE_NAME
12	Old Last Name	The previous (old) last name of the student.	[AU_Students]O_LAST_NAME
13	New Last Name	The new last name of the student.	[AU_Students]O_LAST_NAME
14	Old Grade Level	The previous (old) grade level of the student.	[AU_Students]O_GRADE_LEVEL
15	New Grade Level	The new grade level of the student.	[AU_Students]N_GRADE_LEVEL
16	Old Gender	The previous (old) gender of the student.	[AU_Students]O_GENDER
17	New Gender	The new gender of the student.	[AU_Students]N_GENDER
18	Old Entry Date	The previous (old) entry date of the student.	[AU_Students]N_ENTRYDATE
19	New Entry Date	The new entry date of the student.	[AU_Students]N_ENTRYDATE
20	Old Exit Date	The previous (old) exit date of the student.	[AU_Students]O_EXITDATE
21	New Exit Date	The new exit date of the student.	[AU_Students]N_EXITDATE
22	Old Street Address	The previous (old) street address of the student.	[AU_Students]O_STREET
23	New Street Address	The new street address of the student.	[AU_Students]N_STREET
24	Old ZIP Code	The previous (old) zip code of the student.	[AU_Students]O_ZIP
25	New ZIP Code	The new zip code of the student.	[AU_Students]N_ZIP
26	Old SSID	The previous (old) state student number of the student.	[AU_Students]O_STATE_STUDENTNUMBER
27	New SSID	The new state student number of the student.	[AU_Students]N_STATE_STUDENTNUMBER