Student Master Register

Contents

Introduction

The Student Master Register report provides information on student demographics, birth, transportation, and school enrollment for each student enrolled during the reporting period sorted by grade level or run for all grades. The report generates an HTML page.

The header section of the report lists the district location and the report date range information used to produce the report. The details of the report are summarized in the Report Output section below. The report run at the district level is now grouped by number of days taught to produce accurate student totals when compared to Statistical Summary. The end of the report lists the total number of students in the grade.

All PK4 IDEA students are denoted as (FD) Full Day irrespective of whether they are am or pm.

Underage students in Grades Pre-K, Kindergarten and Grade 1 are moved to the converted grade, denoted with (UA) Underage in the report.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Student Selection

The report selects records from the [Students] and [ReEnrollments] tables based on the following criteria:

The student must not be excluded from state reporting.
The student must be enrolled in a school included in the report.
The student’s school enrollment Exit Date must occur after the report start date.
The student’s school enrollment Entry Date must occur on or before the report end date.
The school enrollment Exit Date must occur after the Entry Date.

Report Input

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

Field	Description
Current Selection Students	Select the students to include in the report: The Selected [number] Students Only. All Students Note: If running the report for a single student, or group of students, select the students prior to running report.
Grade (Leave blank to include ALL Grades)	Choose the grade level(s) to be included in the report. To choose multiple grade levels, use Ctrl+click. To include all grade levels, as well as OHP, leave blank. Notes: If no grade levels are selected, all grade levels are reported, including OHP. If grade levels are selected, OHP is excluded. If OHP and grade levels are selected, the report outputs OHP students for all grades and non-OHP students for the grades selected.
Start Date	Enter start date of the reporting period (in mm/dd/yyyy format).
End Date	Enter end date of the reporting period (in mm/dd/yyyy format).
Basis of Admission to Exclude	To exclude a Basis of Admission code, select it from the pop-up menu. To exclude multiple codes, use CTRL+Shift on your keyboard and select the codes to exclude. The following codes can be excluded: ACEPT BORDER CHSP COOP COOPVOFF COOPVON IEPSA IEPSAVOFF IEPSAVON LTSS NR NRISP OTH PK3 Pre-ISP RISP STSS
Scheduling	Select when to run the report: Run Now (Recommended) Schedule – Run the report on the specified date, time and schedule.

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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.

Header

Item #	Data Element	Description	[Table]FieldName
1	District	Name of the School District	[Prefs]Value where [Prefs]Name=districtName
2	County	Name of the County of the School	[Schools]CountyName
3	School	The number of the school the report is run.	[Schools]School_Number
4	School Name	The name of the school the report is run.	[Schools]Name
5	Reporting Period (Weeks)	The reporting period in weeks.	Calculated from the start date and the end date.
6	Reporting Period (Date Range)	The start and end date of the reporting period	From the start date and the end date report parameters.
7	Days Taught	The number of days taught during the period.	Calculated
8	Not Taught	The number of days not taught during the period.	Calculated
9	Total	The total number of days in the period, which is the sum of the Days Taught and Not Taught.	Calculated
10	Date	The date when the report is run.	System Generated
11	Time	The time when the report is completed.	System Generated
12	Grade	The grade level for which the results are displayed.	Derived from report parameter.

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Report Details

Item #	Data Element	Description	[Table]FieldName
1	Student Name	The name of the student.	[Students]Last_Name [Students]First_Name [Students]Middle_Name
2	Number	The student number.	[Students]Student_Number
3	Gender	The gender of the student.	[Students]Gender
4	FER	The Federal Ethnicity and Race of the student. Note: Reported as follows: FER = Y if Ethnicity is Yes. Race is not considered. FER = M if Ethnicity is No and more than one Race selected. FER = identified Race if Ethnicity is No and only one Race selected.	[Students]Fedethnicity [StudentRace]Racecd
5	Entry – Date	The entry date for the student.	[Students]EntryDate
6	Entry – Code	The entry code for the student.	[Students]EntryCode
7	Entry – Basis	The student’s basis of admission type. Note: STSS - Short Term School Suspension and LTSS - Long Term School Suspension Enrollments that have LTSS or STSS as the basis of admission will be dropped from ADA and Membership and will not be counted in the reports. Upon returning to school, these students will be re-entered with the entry code, 1837, and the appropriate Basis of Admission code, then these enrollments will resume getting calculated in the reports.	[S_OK_STU_X]AdmissionBasis
8	Birth – Date	The student’s date of birth.	[Students]DOB
9	Birth – Authority	The birth documentation type.	[S_OK_STU_X]BirthAuthority
10	Birth – Country	The student’s country of birth.	[S_OK_STU_X]BirthCountry
11	Transportation – Code	The student’s transportation status type.	[S_OK_STU_X]TransportStatus
12	Transportation – Date	The date the student’s first received transportation.	[S_OK_STU_X]BusFirstRide
13	Bus	The student’s bus route number.	[Students]Bus_Route
14	DOR	The district of residence for the school enrollment.	[Students]DistrictOfResidence
15	Drop – Date	The exit date for the student.	[Students]ExitDate
16	Drop – Code	The exit code for the student.	[Students]ExitCode
17	Total # of students for grade [Grade Level]	The total number of students processed for the grade level chosen in the report parameters.	Derived

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