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Enrolment Register and FTE Snapshot

Introduction

This report saves, for each selected student, the values of a number of enrolment-related fields both regular and high credit, that are used by the Enrolment Reports and OnSIS submissions. The values of the fields as of a specified effective date are saved.

Enrolment fields are now calculated 'on-demand' by the GetStudentEnrolmentField function and the calculated fields are saved in the ON_High_Credit table.

When run for semester schools, a new record is inserted only if there is a change in the student's data in one of these fields:

  • REGULAR_FTE

  • HIGH_CREDIT_FTE

  • TOTAL_ENROLLED_MINUTES

  • ATTENDANCE_TYPE

  • YEAR_ID

  • SCHOOLID

Selection Criteria

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

  • This report can be run from District for all students in all schools and from a School for all Students.
  • The report includes students enrolled in one of the selected schools on the specified effective date.
  • The report excludes students for which any of the following are true:
    • The Exclude From Provincial Reporting flag ([Students]State_ExcludeFromReporting) is on.
    • The attendance type (that is, EnrollmentType field) = 'EX' (excluded) for the enrolment (that is, Students or ReEnrollments record) associated with, in whole or in part, the specified effective date (that is, if there is any overlap between the enrolment start and end dates and the effective date).

Partial Enrolment Minutes Calculations

Boards have the option of having the FTE and attendance type calculated for students who have partial enrolment minutes. Enable this option by selecting Average Partial Enrolment Minutes Weekly on the Edit School data entry page (District Setup > Schools/Schools Info > Edit School).

If [S_ON_SCH_X]Avg_Minutes_Weekly_Flag = 1, then the calculation determines a date range by:

    • identifying the latest [CC]DateEnrolled or [CC]DateLeft that falls on or before the effective date. This is the latest date prior to the effective date on which the student's schedule last changed and is the start date of the date range, and
    • identifying the earliest [CC]DateEnrolled or [CC]DateLeft that falls after the effective date. This is the next date after the effective date on which the student's schedule changed and is the end date of the date range.

If the calculation determines that the student has days in the date range on which he is not scheduled for any class or the student's minutes are different from the other days, then the average number of minutes over the date range is the sum of minutes scheduled between the start date (inclusive) and the end date (exclusive), divided by the number of in-session days in the date range.

OR

If the calculation determines there is no in-session timetable day in the date range during which the student has no classes scheduled (that is, the student is scheduled into at least one class every day) or the student's minutes are the same every day, no further processing occurs and the student's attendance type and FTE are calculated as normal.

If the total average minutes is greater than 300 then it is capped to 300 minutes.

Report Input

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

Field

Description

Effective Date

Enter the date that the information on the report is in effect. This date defaults to the current system date.

When this function is scheduled to run for multiple days, if the user has selected 'current date' then the function would generate a different date each time. If a date is entered then it runs for the fixed date as scheduled.

Report Output

Each of the fields displayed are saved in ON_High_Credit table is described below. See  Understanding the Report Output Table for a definition of each column in the table.

This report generates an html output, Students FTE data saved to On_High_Credit table for the effective date.

Data Element

Description

[Table]FieldName

YEAR_ID

School Year ID associated with the year for which the report is being run.

MAX(yearid) from [TERMS] where EFFECTIVE_DATE is between FirstDay AND LastDay

SchoolIdThe ID of the school which the high credit record is associated.schoolID[Students] or schoolID[Reenrollments]

RUN_DATE

System date from the day the report was run.

System date

EFFECTIVE_DATE

The date to which the report is effective.

Entered as a parameter at runtime.

STUDENTID

The internal number for the student with which this High Credit record is associated.

[Students]ID

GR_NINE_ENROLL_DATE

The date student entered 9th grade in an Ontario school if transferred in from another district.

[Students] ON_Gr_Nine_Enroll_Date
OR
Earliest [Students]/[Reenrollments]EntryDate where Grade Level = 9
OR
Null if neither of the above applies.

EXEMPTION_CODE

Exemption codes.

Value: Meaning

  • 00:Not exempt
  • 01:Pupil Within 4 years (Cohort Proxy)
  • 02:Student under age 18 as of Dec 31 of the school year (Age Proxy)
  • 03:Student is on an IEP
  • 04:Student is 21 or over as of Dec 31 of the school year
  • 05:Student not in day school
  • 06: Not a pupil of the board

Set to the following:
If [Students/ReEnrollments]ON_Brd_Res_Status is not 01, then 06
OR
If [Schools]ON_IsNightSchool = 1 then 05
OR
If [Students]DOB makes the student 21 or over as of 12/31 of the school year then 04
OR
If the student is enrolled in any special program as of the effective date and [SpEnrollments]ON_IEP_Flag is 1 then 03
Else
If [Students]DOB makes the student under 18 as of 12/31 of the school year then 02
OR
If GR_NINE_ENROLL_DATE is less than 4 years earlier than the effective date then 01
OR 00

PRIOR_EXEMPT_CR

Prior Exempt credits - Total of prior credits earned that are exempt because they are ESL, ELD, ALF, or PANA. Not specifically needed for the computations.

Sum([StoredGrades]EarnedCrHrs where Grade_level is 9,10,11 or 12 and [StoredGrades]Course_Number is for an ESL, ELD, ALF or PANA course ([Courses]Alt_Course_Number contains ESL, ELD, ALF or PAN) and ([StoredGrades]ON_Credit_Date or [Terms]LastDay) is on or before effective date)

CURRENT_EXEMPT_CR

Current Exempt credits - Total of current credits enrolled that are exempt because they are ESL, ELD, ALF, or PANA.

[Students]Grade_Level in 9, 10, 11, 12 and Course is an ESL, ELD, ALF, or PAN course.

If EffectiveDate < October count date then Sum([Courses]Credit_Hours for CC records where[CC]DateEnrolled is a current Term and [CC]DateLeft is on after effective date and [CC]TermID is for a semester term ([Terms]Portion = 2))

If EffectiveDate is on or after October count date (Sum([Courses]Credit_Hours for CC records where[CC]DateEnrolled is a current Term and [CC]DateLeft is on or after effective date and [CC]TermID is for a semester term ([Terms]Portion = 2))) + (Sum([Courses]Credit_Hours for CC records where[CC]DateEnrolled is a current Term and [CC]DateLeft is is on or after effective date and [CC]TermID is for other than a semester term ([Terms]Portionis not 2))/2)

PRIOR_NON_EXEMPT_CR

Prior Non-Exempt Credits - The total number of non-exempt credits student has earned in Secondary School prior to the count date.

Sum([StoredGrades]EarnedCrHrs where Grade_level is 9,10,11 or 12 and [StoredGrades]Course_Number is NOT for an ESL, ELD, ALF or PANA course ([Courses]Alt_Course_Number contains ESL, ELD, ALF or PAN) and [StoredGrades]ON_Credit_Date or [Terms]LastDay is on or before effective date)

CURR_NON_EXEMPT_CR

Current Non-Exempt Credits - Total number of non-exempt credits the student is currently enrolled for on the count date. Includes repeats of prior earned credits. Include half the credit for a year-long course.

[Students]Grade_Level in 9, 10, 11, 12

If EffectiveDate < October count date then Sum([Courses]Credit_Hours for CC records where[CC]DateEnrolled is a current Term and [CC]DateLeft is on or after effective date and [CC]TermID is for a semester term ([Terms]Portion is 2))

If EffectiveDate is on or after October count date (Sum([Courses]Credit_Hours for CC records where[CC]DateEnrolled is a current Term and [CC]DateLeft is is on or after effective date and [CC]TermID is for a semester term ([Terms]Portion = 2))) + (Sum([Courses]Credit_Hours for CC records where[CC]DateEnrolled is a current Term and [CC]DateLeft is is on or after effective date and [CC]TermID is for other than a semester term ([Terms]Portion is not equal to 2))/2)

TOTAL_NON_EXEMPT_CR

Total non-exempt credits - Total of prior and current credits that are not exempt.

CURR_NON_EXEMPT_CR + PRIOR_NON_EXEMPT_CR

CURRENT_TOTAL_CR

Total current credits (exempt and non-exempt).

CURR_NON_EXEMPT_CR + CURRENT_EXEMPT_CR

HIGH_CREDITS

The number of high credits (total non-exempt credits minus 34).

If EXEMPTION_CODE!= '00' then 0
If [Students]/[ReEnrollments]ON_Brd_Res_Status
IN ('02','03','05','07','08','09') then 0
Else
If TOTAL_NON_EXEMPT_CR is on or before 34 then 0
Else if PRIOR_NON_EXEMPT_CR is on or after 34 then CURR_NON_EXEMPT_CR
Else if
PRIOR_NON_EXEMPT_CR < 34 and TOTAL_NON_EXEMPT_CR > 34 then TOTAL_NON_EXEMPT_CR - 34

REGULAR_CREDITS

The number of regular credits (Total [exempt and non-exempt] credits minus high credits).

CURRENT_TOTAL_CR - HIGH_CREDITS

ATTENDANCE TYPE

Determines if a student is full- or part-time.


If [Students/Reenrollments]enrollmenttype is defined, then [Students/Reenrollments]enrollmenttype
Else
If GRADE LEVEL between 9 and 12 and EXEMPTION CODE = '00' THEN
If ENROLLED MINUTES >=210 then 'FT'
Else 'PT'
Else
If GRADE LEVEL in (-1,0) and student's age >= 6 then 'FT'
Else
If student's age between 14 and 17, and Sal_Prog_Type is '002- Minutes of Day School Instruction is more than or equal to 70' then 'FT' (for new model - FT SAL program equates to 300 minutes and will be used in the average minutes calculations and if the calculated average minutes is is more than 210, then FT. Refer to Appendix M - SAL Students FTE Calculations)

Else
If student's age between 14 and 17, and Sal_Prog_Type is '001 - Minutes of Day School Instruction is less than or equal to 70' then 'PT' (for new model - PT SAL program equates to 150 minutes and will be used in the average minutes calculations and if the calculated average minutes is less than 210 then PT. Refer to Appendix M - SAL Students FTE Calculations)
Else
If the student is enrolled in an expulsion program ([S_ON_GEN_SPECPROG_X]Expulsion_Flag is true for the associated program) then 'FT' (for new model, refer to Appendix M- Students Participating in Expulsion Program section).

Else

if Board Residence = "other student" (board residence status of '07') or 'board pupil' (board residence status of 01) and the student is enrolled only in independent study classes ([S_ON_SEC_X]IsIndependentStudy_Class flag or [S_ON_CC_X]IsIndependentStudy_Class is on) at the school of primary enrolment. then attendance type is "PT". (for new model refer to Appendix M - Independent Student Student section)

HIGH_CREDIT_FACTOR

High credit factor (high credits divided by total [exempt and non-exempt] credits).

HIGH_CREDITS /CURRENT_TOTAL_CR

TOTAL_ENROLLED_MINUTES

Total enrolled minutes (minutes of instruction) as of the count date. Minutes on days marked as not in-session in a student's school of primary enrolment are not included.

If the "Average Partial Enrolment Minutes Weekly" flag ([S_ON_SCH_X] Avg_Minutes_Weekly_Flag) is on Refer to Partial Enrolment Minutes Calculation section above for rules.

[bell_schedule_items] minutes_attended minus any minutes taken at a school where [Schools]ON_IsNightSchool = 1, minus dropped minutes, minus minutes that belong to independent study classes

Minutes on days a class does not meet are not subtracted.

Minutes on days an independent study class does not meet are not subtracted.


Multiple Schools with the same BSID:

Minutes counted belong to classes from all schools within the same BSID.

HIGH_CREDIT_MINUTES

High credit minutes of instruction (total minutes times high credit proportion).


REGULAR_MINUTES

Regular minutes of instruction (total minutes minus high credit minutes).


REGULAR_FTE

Regular day school FTE.
If the student's attendance type has been overridden, the overridden FTE value is used.


REGULAR_MINUTES/300

REGULAR IS ADE

Regular Independent Study ADE.

Only current year classes are examined when calculating this value. ADE is calculated for only the independent study courses taken at the school running the report.

If board residence status is '01' (pupil of the board) and attendance type is 'FT' (full time), Regular IS ADE is 0.0 regardless of enrolment in independent study classes.

If the school the course is taken is an Online school or if board residence status is '09' (E-learning) then ADE is 0.0.

If the student is enrolled in a SAL Program:

  • If Sal_Prog_Type = '001' and Minutes of Day School Instruction = < 70, then Attendance type is set to 'PT' and ADE is calculated according to IS Work Units.
  • If Sal_Prog_Type = '002' and Minutes of Day School Instruction = > 70, then attendance type is set to 'FT' and ADE is set to Zero.

Exception: For the March Submission, if a student was enrolled in Independent Study classes and PT on the October count date, and then switched to Full-Time Regular Day or to a Full-Time SAL student, then the student's Regular IS ADE is extracted for the period from Nov 1 to January 31.

Reported to 4 decimal places.

June count date [Courses]credit_hours*(([S_ON_CC_X]workUnitsJune - [S_ON_CC_X]workUnitsMarch) / ([S_ON_SEC_X]IS_WORKUNITSCOMPLETECRS, if null [S_ON_CRS_X]IS_WORKUNITSCOMPLETECRS, if null 30)) / 7.5 * (1 - High_Credit_Factor)

October count date [Courses]credit_hours*(([S_ON_CC_X]workUnitsOctober) / ([S_ON_SEC_X]IS_WORKUNITSCOMPLETECRS, if null [S_ON_CRS_X]IS_WORKUNITSCOMPLETECRS, if null 30)) / 7.5 * (1 - High_Credit_Factor)

March count date [Courses]credit_hours*(([S_ON_CC_X]workUnitsMarch - [S_ON_CC_X]workUnitsOctober) / ([S_ON_SEC_X]IS_WORKUNITSCOMPLETECRS, if null [S_ON_CRS_X]IS_WORKUNITSCOMPLETECRS, if null 30)) / 7.5 * (1 - High_Credit_Factor)




HIGH CREDIT IS ADE

High Credit Independent Study ADE.

Only current year classes are examined when calculating this value.

If the school the course is taken is an Online school or board residence status is '09' (E-learning) then High Credit ADE is 0.0.

If board residence status is '01' (pupil of the board) and attendance type is 'FT' (full time), High Credit ADE is 0.0 regardless of enrolment in independent study classes. Exception: For the March Submission, If a student was enrolled in Independent Study classes and PT on the October count date, and then switched to Full-Time Regular Day, then the student's Regular IS ADE is extracted for the period from Nov 1 to January 31.

Reported to 4 decimal places.

June count date[Courses]credit_hours*(([S_ON_CC_X]workUnitsJune - [S_ON_CC_X]workUnitsMarch) / ([S_ON_SEC_X]IS_WORKUNITSCOMPLETECRS, if null[S_ON_CRS_X]IS_WORKUNITSCOMPLETECRS, if null 30)) / 7.5 * High_Credit_Factor

October count date[Courses]credit_hours*(([S_ON_CC_X]workUnitsOctober) / ([S_ON_SEC_X]IS_WORKUNITSCOMPLETECRS, if null[S_ON_CRS_X]IS_WORKUNITSCOMPLETECRS, if null 30)) / 7.5 * High_Credit_Factor

March count date[Courses]credit_hours*(([S_ON_CC_X]workUnitsMarch - [S_ON_CC_X]workUnitsOctober) / ([S_ON_SEC_X]IS_WORKUNITSCOMPLETECRS, if null[S_ON_CRS_X]IS_WORKUNITSCOMPLETECRS, if null 30)) / 7.5 * High_Credit_Factor


HIGH_CREDIT_FTE

High credit day school FTE.
If student board residence status is 02, 03, 05, 07, 08, or 09 then High Credit FTE is 0.0.





If [Students/Reenrollments] ON_HighCredit_FTE is defined, then [Students/Reenrollments] ON_HighCredit_FTE

If Exemption_Code != '00' then 0

If [Students/ReEnrollments]ON_Brd_Res_Status IN ('02','03','05','07','08','09') then 0

If REGULAR_FTE = 1.0 then 0.0

Else if TOTAL_ENROLLED_MINUTES >=210 then 1.0 - REGULAR_FTE

Else if TOTAL_ENROLLED_MINUTES <210 then HIGH_CREDIT_MINUTES / 300

BOARD RESIDENCE STATUS

Student's board residence status.

[Students/Reenrollments]ON_Brd_Res_Status where EffectiveDate between EntryDate and ExitDate

IS_INDEPENDENT_STUDY_STUDENT

Independent study student flag. A student is deemed as an independent study student if all of his/her classes at the school of primary enrolment are flagged as independent study.

Multiple schools with the same BSID: All classes within the same BSID are flagged.

Set to 1 (true) if [S_ON_SEC_X]IsIndependentStudy_Class or [S_ON_CC_X]IsIndependentStudy_Class is true for all of the student's classes at the school of primary enrolment
Else set to 0 (false).

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