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Student Master Register - Charter Schools

Contents

Introduction

The Student Master Register provides a detailed view of the student’s demographic and school enrollment data grouped by grade level and Out of Home Placement (OHP). The data matches the total number of students for the entire period on the Statistical Summary report. The report generates an HTML page.

The header displays the name of the sub-district and the date range of the report. 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.
  • The student is selected based on the schools defined in the Accredited School ID. If the report is run for all schools in the sub-district, accredited and non-accredited are included.

Report Input

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

Field

Description

Select Sub-District

Select the sub-district. None is selected by default.

Only the sub-districts configured in the District Setup displays in this list.

School Selection*

Indicate the school for the report. If a sub-district is selected, the schools associated with that sub-district are listed.

Current Selection Students*

Select the students to include in the report:

  • The Selected [number] Students Only.
  • All Students

If running the report for a single student, or group of students, select the students prior to running the 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.

  • 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 (mm/dd/yyyy).

End Date*

Enter end date of the reporting period (mm/dd/yyyy).

Exclude Basis of Admission

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.

Report Output

Each of the fields displayed in the output of the report is 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.

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.

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

17Total # 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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