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:
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:
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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:
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Scheduling | Select when to run the report:
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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. |
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:
| [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 | [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 |