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Enrolment Report (Secondary Quad/Octomesters Setup)

This report is a PDF containing day school registers (both detail and summary) as described in the Ministry's instructions for enrolment registers for secondary schools using the Quad/Octomesters model. This report also supports boards using Flip weeks setup.

For the 2020-2021 school year, the Ministry has required some schools to offer courses under a quadmester or octomester schedule. As a result, the method for determining a student's FTE for October 31 and March 31 needed to change. The Ministry indicated that under these scheduling environments, the FTE should be calculated by averaging the student's minutes of instruction over multiple specific days. Refer to Appendix M for setup and FTE calculations logic.

Prerequisites

OnSIS Reporting Dates must be defined on the district level before running this report. The report will generate error messages if the dates are not defoned or it is invalid for the selected year.

Attendance Type and FTE Overrides

If Attendance Type and FTE are entered on the Students Transfer Info > Current and Prior Enrollments or the State/Province - ON pages, these values are used in the report and override the calculated attendance type and FTE. The fields are [Students]/[ReEnrollments]EnrollmentType and [S_ON_STU_X]/[S_ON_REN_X]FTE.

If the student is enrolled at the school on the count date, the values from the school enrolment as of the count date are used.

If the student is not enrolled in the school on the count date but has FTE to report (due to past or future enrolments), the values from the latest school enrollment within the semester where the count date falls are used. When the count date is not an in-session date, the report uses the in-session date falling before the count date for the calculation.

  • For students with several enrolments in the semester, if overrides to be used, PowerSchool recommends that you set the override values on all enrolments within the semester.
  • If the student is in an Intensive Behavioral Intervention program, Attendance Type must be manually overridden to full-time or part-time, whichever applies. For enrolment rules related to these students please refer to the Enrolment Register Instructions for Elementary and Secondary Schools on the Ministry website. When the attendance type is not manually overridden, it will be calculated.

Attendance Type Rules

The Attendance Type Rules determine if a student is full-time or part-time.

Full-Time Students

A student is considered full-time when enrolment minutes are greater than or equal to 210. If the student is age 14 to 17 and is enrolled in a special program designated as a Supervised Alternative Learning (SAL) program with SAL Program Type 002 (70 minutes or more of Day School instruction), in which case FT SAL program equates to 300 minutes and is used in the average minutes calculations and if the calculated average minutes is greater than or equal to 210, the attendance type is full-time.

Exceptions:

  • Students participating in the Expulsion program are recorded as full-time on the enrolment registers with FTE = 1.0.

Part-Time Students

A student is considered part-time when course enrolment minutes are less than 210. If the student is age 14 to 17 and is enrolled in a special program designated as a Supervised Alternative Learning (SAL) program with SAL Program Type 001 (less than 70 minutes of Day School instruction), in which case PT SAL program equates to 150 minutes and is used in the average minutes calculations and if the calculated average minutes is less than 210, attendance type is part-time.

Exceptions:

  • If no course enrolments (cc records) are found, minutes are zero and the student is considered part-time with an FTE of 0.04

Independent Study Students

If all of the student's classes on Day 16 ( and Alternate day 16 for flip weeks setup) at the school of primary enrolment are flagged as independent study classes (that is, [S_ON_SEC_X]IsIndependentStudy_Class or [S_ON_CC_X]IsIndependentStudy_Class is true), the student does not appear on or is transferred off the FT or PT registers, as per Ministry guidelines.

FTE Rules

FTE for Full-Time

Calculated as minutes enrolled/300 when calculated attendance type is full-time unless the student is participating in an expulsion program, in this case, the FTE is 1.0 regardless of the number of minutes enrolled.

FTE for Part-Time

Calculated as minutes enrolled/300 when calculated attendance type is part-time. If the calculated value is less than 0.04 but greater than or equal to 0, the value is set to 0.04.

Enrolment Minutes Calculation

Enrolment minutes are calculated by GetStudentEnrolmentField common function, described in the Enrolment Fields Report.

Selection Criteria

Selection criteria determine which student enrolments are included in the report. The report selects records from the [Students] and [ReEnrollments] tables based on the following:

  • Active or Inactive students enrolled in the school at any time between the start of the school year and the effective date entered in the effective date parameter on the report parameter page. If the effective date is the last day of school, then any student enrolled in the school at any time during the school year will be processed.
  • Students who are not enrolled as of effective date but enrolled after the effective date and have October 31st FTE or March 31st FTE, will be generated if the Effective date entered on report UI is past the count date.
  • The student must not be excluded from provincial reporting.
  • The student must have a date of birth or Ontario Board Residence Status.
  • Minutes enrolled are based on courses/ SAL Program active on Day 16 defined at District. Courses/ SAL Program on Day 16 dates in Semester1 contribute to October 31st count date FTE/attendance type whereas Courses/SAL Program active on day 16 dates in Semester2 contribute to March 31st count date FTE/Attendance type. Note: for schools using flip weeks, Alternate Day 16 are also examined for this calculation)
  • Minutes for courses taken at night schools ([S_ON_SCH_X]IsNightSchool is true) are excluded for determining minutes enrolled and FTE. Attendance must be setup to "Count Meeting attendance recorded at another school for students enrolled at this school" if cross-enrolled minutes are to be included in enrolled minutes. Minutes from the section that is excluded from attendance are not counted.
  • A student's enrolment(s) is excluded if their attendance type (i.e. EnrollmentType field) = 'EX' (excluded) for the enrolment (i.e. Students or ReEnrollments record) associated with, in whole or in part, the run date (i.e. if there is any overlap between the enrolment start and end dates and the run date). This allows the 'Exclude From Provincial Reporting' flag ([Students]State_ExcludeFromReporting) to be turned off for a student so that they are reported during a previous enrolment, but allows the student to be excluded from being reported during their current enrolment(s). Note that if only one of the enrollments falling in the Semester is excluded then Enrolment details page excludes the details related to the excluded enrollment but FTE Summary record will report the total minutes enrolled in the Semester.
  • Independent Study students between the age of 14 and 17 participating in a SAL program are included.
  • Independent Study students participating in an Expulsion program are included.

Report Input

For help with navigation and running the report, see Enrolment Report (Secondary Quad/Octomesters Setup).

Field

Description

Effective Date

Select the end date for the report. Data will be calculated from the beginning of the school year to this date.

Select Report Type

Choose whether you want the Enrolment Reports to include detailed information, summary information, or both.

Select Attendance Type

Choose whether you want the Enrolment Reports to include All (default), Full-Time or Part-Time students.

Sort Data By

Choose whether you want the Enrolment Reports to sort students by name only or by grade first and then by name.

Group Data By

Choose whether you want the Enrolment Reports to group students by grade or by homeroom. The groups will be displayed in ascending order.

Current Selection Students

Choose whether you want to run the report for the current selection of students or have the report search for students based on school, entry date and exit date (All Students).

Report Output

When the Group Data By run time parameter is set to Group by Grade, the report summaries will display for the following grade categories:

  1. Grades 9 - 12, under age 21 (full-time and part-time)
  2. Grades 9 - 12, age 21 or over (full-time and part-time)

The report details will display students sorted either alphabetically by name or by grade level first and then by name, depending on the value of the Sort Data By run time parameter.

When the Group Data By run time parameter is set to Group by Homeroom, the report details will display students grouped by Homeroom Teacher (sorted alphabetically by teacher last name) and then sorted either alphabetically by name or by grade level first and then by name, depending on the value of the Sort Data By run time parameter.

There are different types of report summaries. Each report type has a Page Header with School Name, Year Name and Run Date. The report details and summaries include:

  1. Enrolment Summary by Month for Full Time and Part-Time pupils (secondary pupils under 21 and secondary pupils 21 and over). This summary page displays by Month the following fields: Previous Student Counts, Internal and External Admission counts, Internal and External Transfer Counts, Retired Count, Net Change, Net Last, Pupils of Board and Other Pupils. The page also displays a summary recap for October and March count dates with the following fields: Net Last Day, Pupils of the Board, Other Pupils.
  2. Enrolment Summary for Full Time and Part Time pupils (secondary pupils under 21 and secondary pupils 21 and over). The page displays the following fields for each student: OP, Name, Student Number, October Regular Minutes, October Regular FTE, October High Credit Minutes, October High Credit FTE, Q1Min, Q2 Min, O1 Min, O2 Min, O3 Min, O4 Min, March Regular Minutes, March Regular FTE, March High Credit Minutes, March High Credit FTE, Q3 Min, Q4 Min, O5 Min, O6 Min, O7 Min, O8 Min. In addition, there is a section that recaps for October and March: Total Pupils of the Board, Total Other Pupils, Total Regular and High Credit FTEs for Pupils of the Board, Total Regular FTEs for Other Pupils. Note that if a student's board residence status is not "01" (pupil of the board) all high credit values are zero.
  3. Enrolment Details for Full Time and Part-Time pupils (secondary pupils under 21 and secondary pupils 21 and over). This page contains the following fields per student: OP, OEN, Name, Student Number, Gender, Grade, Internal Admission Date, External Admission Date, Internal Transfer Date, External Transfer Date, Retirement Date and Explanation.
  4. Tuition Paid Details for Full Time and Part-Time pupils (secondary pupils under 21 and secondary pupils 21 and over). This page displays additional details for students who are not Pupils of the Board. It contains the following fields: OP, Tuition Paid By, OEN, Name, Student Number, Gender, and Grade and is sorted by last name.

Additional details are defined in the table below. Each of the fields displayed in the output of the report is described. See Enrolment Report (Secondary Quad/Octomesters Setup) for a definition of each column in the table.

Page Header

Data Element

Description

[Table]FieldName

School Name

This is the name of the school the Enrolment Reports is printed for.

[S_ON_SCH_X]Alt_School_Name (if defined)

ELSE

[Schools]School_Name

Report Page

The page number within the entire report as run.

Determined by SRP when the report is generated.

Register Name

This is the name of the register the page is for.

Derived based on the sort group, type of school and attendance type of the students.

Page Title

The title of the page within the register.

Derived based upon the detail data contained on the page

Year Name

This is the name of the school year the Enrolment Reports is printed for.

[Terms]Name where [Terms]IsYearRec = 1

Run Date

The date the Enrolment Reports is run.

Current Date

Effective Date

The date entered on the report input page. The report will reflect data from the beginning of the school year to this date.

Entered on the report input page.

Monthly Enrolment Summary for Full-Time Students

Students that shows as an internal admissions as of the count date due to future enrolments are not counted in the count date month (October/March) but will be counted in the month they are truly enrolled.

Data Element

Description

[Table]FieldName

Month

The name of the month that the student enrolment counts is for.


Derived from [Terms]FirstDay and [Terms]LastDay where [Terms]IsYearRec = 1

Previous

The number of students enrolled as of the last day of the previous month.

This column is NOT summed in the Totals line.

Count of Internal Admissions plus External Admissions from Prior Month minus Internal Transfers minus External Transfers minus Retirements from Prior Month

Based on Attendance Type Rules - for Attendance Type FT

Add Internal admissions and External admissions

  • [Students]EntryDate is on or before the last day of the previous month

Subtract Internal Transfers, External Transfers, Retirements

  • [Students]ExitDate is on or before the last day of the previous month

Internal Admissions

The number students who started an enrolment via an internal admission in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]EntryCode or associated [Gen]Value2 = IA or an unknown value where [Students]EntryDate is within the month
  • [ReEnrollments]EntryCode or associated [Gen]Value2 = IA or an unknown value where [ReEnrollments]EntryDate is within the month and [ReEnrollments]EnrollmentType or calculated attendance type = FT.
  • [CC]DateEnrolled where the change in enrolment results in a different calculated attendance type, the date is within the month,
  • The last day in-session prior to [CC]DateLeft where the change in enrolment results in a different calculated attendance type, the date is within the month
  • [CC]DateEnrolled where the associated [S_ON_CRS_X]Course_Type = H, the Group Data By report option is set to homeroom, the date is within the month.

External Admissions

The number of students who started an enrolment via an external admission in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]EntryCode or associated [Gen]Value2 = RS, 34, 37, 36, 35, 41, 21, 22, 38, 50, 31, 05, 29, 09, 32, 27, 30, or 19 where [Students]EntryDate is within the month.
  • [ReEnrollments]EntryCode or associated [Gen]Value2 = RS, 34, 37, 36, 35, 41, 21, 22, 38, 50, 31, 05, 29, 09, 32, 27, 30, or 19 where [ReEnrollments]EntryDate is within the month.

Internal Transfers

The number of students who ended an enrolment via an internal transfer in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]ExitCode or associated [Gen]Value2 = IT or 64 Internal or an unknown value where [Students]ExitDate is within the month.
  • [ReEnrollments]ExitCode or associated [Gen]Value2 = IT or 64 Internal or an unknown value where [ReEnrollments]ExitDate is within the month.
  • [CC]DateEnrolled where the change in enrolment results in a different calculated attendance type, the date is within the month.
  • The last day in-session prior to [CC]DateLeft where the change in enrolment results in a different calculated attendance type, the date is within the month.
  • [CC]DateEnrolled where the associated [S_ON_CRS_X]Course_Type = H, the Group Data By report option is set to homeroom, the date is within the month.

External Transfers

The number of times a student ended an enrolment via an external transfer in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]ExitCode or associated [Gen]Value2 = 64 or 64 External or 72 where [Students]ExitDate is within the month.
  • [ReEnrollments]ExitCode or associated [Gen]Value2 = 64 or 64 External or 72 where [ReEnrollments]ExitDate is within the month.

Retired

The number of times a student ended an enrolment via a retirement in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]ExitCode or associated [Gen]Value2 = 18, 61, 62, 63, 65, 66, 67, 68, 69, 70, 71 or 73 where [Students]ExitDate is within the month.
  • [ReEnrollments]ExitCode or associated [Gen]Value2 = 18, 61, 62, 63, 65, 66, 67, 68, 69, 70, 71 or 73 where [ReEnrollments]ExitDate is within the month.

Net Change

The change in the number of students enrolled between the last day of the previous month and the last day of the current month.

This column is summed in the Totals line.

Calculated as the sum of the Internal Admissions, External Admissions, Internal Transfers, External Transfers, and Retired columns for the month.

Net Last

The number of students enrolled as of the last day of the month.

This column is NOT summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]EntryDate is on or before the last day of the month, [Students]ExitDate is after the last day of the month.
  • [ReEnrollments]EntryDate is on or before the last day of the month, [ReEnrollments]ExitDate is after the last day of the month.

Board Pupils

The number of students enrolled as of the last day of the month who are pupils of the board.

This column is NOT summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]EntryDate is on or before the last day of the month, and [Students]ExitDate is after the last day of the month, and [S_ON_STU_X]Brd_Res_Status = 01 or 08.
  • [ReEnrollments]EntryDate is on or before the last day of the month, and [ReEnrollments]ExitDate is after the last day of the month, and [S_ON_REN_X]Brd_Res_Status = 01 or 08.

Other Pupils

The number of students enrolled as of the last day of the month who are not pupils of the board.

This column is NOT summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]EntryDate is on or before the last day of the month, and [Students]ExitDate is after the last day of the month, and [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.
  • [ReEnrollments]EntryDate is on or before the last day of the month, and [ReEnrollments]ExitDate is after the last day of the month, and [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07.

Net Last Day (October)

The number of students enrolled as of the last school day of October.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and the following is true:

  • [Students]/[ReEnrollments]EntryDate is on or before the last school day of October, and [Students]/[ReEnrollments]ExitDate is after the last day of October, and [S_ON_STU_X]Brd_Res_Status = 01, 02, 03, 05, 07 or 08.

Net Last Day (March)

The number of students enrolled as of the last school day of March.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of March, and [Students]/[ReEnrollments]ExitDate is after the last school day of March, and [S_ON_STU_X]Brd_Res_Status = 01, 02, 03, 05, 07 or 08.

Pupils of the Board (October)

The number of students enrolled as of the last school day of October who are pupils of the board.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of October, and [Students]/[ReEnrollments]ExitDate is after the last day of October, and [S_ON_STU_X]Brd_Res_Status = 01 or 08.

Pupils of the Board (March)

The number of students enrolled as of the last school day of March who are pupils of the board.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of March, and [Students]/[ReEnrollments]ExitDate is after the last school day of March, and [S_ON_STU_X]Brd_Res_Status = 01 or 08.

Other Pupils (October)

The number of students enrolled as of the last school day of October who are not pupils of the board.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of October, and [Students]/[ReEnrollments]ExitDate is after the last day of October, and [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

Other Pupils (March)

The number of students enrolled as of the last school day of March who are not pupils of the board.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of March, and [Students]/[ReEnrollments]ExitDate is after the last school day of March, and [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

Tuition Paid Details (Full-Time)

The Attendance Type is derived from [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type of FT.

Data Element

Description

[Table]FieldName

OP (Other Pupil)

Prints the Board Residence Status Code if the student is not a pupil of the board.

[S_ON_STU_X]StudentPaidBy where [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

or

[S_ON_REN_X]StudentPaidBy where [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07.

OEN

The student's Ontario Education Number.

[Students]State_StudentNumber

Paid By

The tuition "paid by" information for a student who is not a pupil of the board.

[S_ON_STU_X]StudentPaidBy where [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

or

[S_ON_REN_X]StudentPaidBy where [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07.

Name

The student's name. Format: Last, First

[S_ON_STU_X]Legal_Last_Name or [Students]Last_Name

[S_ON_STU_X]Legal_First_Name or [Students]First_Name

Student #

The student's locally assigned number.

[Students]Student_Number

Gender

The student's gender.

[Students]Gender

Grade

The student's grade level.

[Students]Grade_Level or [ReEnrollments]Grade_Level

Enrolment Details (Full-Time)

The 'Group Data By (Grade or Home Room)', 'Sort Data By (Student Name or Grade and Student Name)' and 'Attendance Type' sort the report. The Attendance Type is derived from [Students]EnrollmentType, [ReEnrollments]EnrollmentType or calculated attendance type of FT.

Data Element

Description

[Table]FieldName

OP (Other Pupil)

Prints OP and the name of the payor if the student is not a pupil of the board.

[S_ON_STU_X]StudentPaidBy where [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

or

[S_ON_REN_X]StudentPaidBy where [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07.

OEN

The student's Ontario Education Number.

[Students]State_StudentNumber

Name

The student's name. Format: Last, First

If Group by Homeroom - will contain homeroom ([S_ON_CRS_X]Course_Type = H) teacher last and first name, course name, Course number and section number. This information will be displayed in red and larger font to stand out from the student data. The lead teacher as of the report effective date is used. The lead teacher is identified by the SectionTeacher record where the role id is that of the lead teacher role (which is the RoleDef record where IsLocked = 1).

[S_ON_STU_X]Legal_Last_Name or [Students]Last_Name

[S_ON_STU_X]Legal_First_Name or [Students]First_Name

OR

[Users]Last_Name,[Users]First_Name - [Courses]Name - [CC]Course_Number.[CC]Section_Number

Student #

The student's locally assigned number.

[Students]Student_Number

Gender

The student's gender.

[Students]Gender

Grade

The student's grade level.

[Students]Grade_Level or [ReEnrollments]Grade_Level

Internal Admission

Date the student is internally admitted for this enrolment. Blank if the enrolment is not an internal admission.



Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT or PT and one of the following is true:

  • [Students]EntryDate where [Students]EntryCode or associated [Gen]Value2 = IA or an unknown value
  • [ReEnrollments]EntryDate where [ReEnrollments]EntryCode or associated [Gen]Value2 = IA or an unknown value.
  • [CC]DateEnrolled where the change in enrolment resulted in a different calculated attendance type.
  • The last day in-session prior to [CC]DateLeft where the change in enrolment resulted in a different calculated attendance type.
  • [CC]DateEnrolled where the associated [S_ON_CRS_X]Course_Type = H, the Group Data By report option is set to homeroom.
  • October/March count date for students with only future school enrolments within the semester and have FTE to report. Refer to Appendix M for details

External Admission

Date the student is externally admitted for this enrolment. Blank if the enrolment is not an external admission.

Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT or PT and one of the following is true:

  • [Students]EntryDate where [Students]EntryCode = RS, 34, 37, 36, 35, 41, 21, 22, 38, 50, 31, 05, 29, 09, 32, 27, 30
  • [ReEnrollments]EntryDate where [ReEnrollments]EntryCode = RS, 34, 37, 36, 35, 41, 21, 22, 38, 50, 31, 05, 29, 09, 32, 27, 30, or 19.

Internal Transfer

Date the student is internally transferred for this enrolment. Blank if the enrolment is still active, or the enrolment is not an internal transfer.

Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT or PT and one of the following is true:

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = IT, or or 64 Internal an unknown value.
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = IT, or 64 Internal or an unknown value.
  • [CC]DateEnrolled where the change in enrolment resulted in a different calculated attendance type.
  • The last day in-session prior to [CC]DateLeft where the change in enrolment resulted in a different calculated attendance type.
  • [CC]DateEnrolled where the associated [S_ON_CRS_X]Course_Type = H, the Group Data By report option is set to homeroom.

External Transfer

Date the student is externally transferred for this enrolment. Blank if the enrolment is still active, or the enrolment is not an external transfer.

Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT or PT and one of the following is true:

If school year is 2012/2013 or earlier

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = 04, 01, 03, or 02
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = 04, 01, 03, or 02.

If school year is 2013/2014 or later

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = 64 or 64 External or 72
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = 64 or 64 External or 72

Retirement

Date the student is retired for this enrolment. Blank if the enrolment is still active, or the enrolment is not a retirement.

Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT or PT and one of the following is true:

If school year is 2012/2013 or earlier

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = 24, 18, 14, 13, 15, 17, 16, 28, 23, 12, 25, 60, 33, 11, 10, 08, 42, 07, or 26.
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = 24, 18, 14, 13, 15, 17, 16, 28, 23, 12, 25, 60, 33, 11, 10, 08, 42, 07, or 26.

If school year is 2013/2014 or later

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = 18, 61, 62, 63, 65, 66, 67, 68, 69, 70, 71 or 73
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = 18, 61, 62, 63, 65, 66, 67, 68, 69, 70, 71 or 73

Total Active Students as of (Effective Date)

A summary count at the end of the report details page showing the total number of students who are active on the register as of the effective date.

Count of students who have not transferred from or retired from the register as of the effective date (or last in-session date prior to the effective date if the effective date is not an in-session day) entered at report run time.

Explanation




'Student is enrolled in a SAL Program' message will print for any student on the FT/PT register and is placed on that register because they participate in a SAL program.


'FTE and/or Attendance Type are overridden' message will print for any student appearing on a register and has had their FTE or Attendance Type overridden from its calculated value.


'Student in expulsion Program' message will print for any student on the full-time register is placed on that register because they participate in an expulsion program.


'Student Exit before the count date but has FTE to report' will print for any student who left the school prior to the count date but has FTE to report from enrollments before count date within the semester.
'Student enrolled after the count date but has FTE to report' will print for any students who is only enrolled after the count date but has FTE to report from enrollments after the count date within the semester.
'Student has past and/or future FTE to report will print for any student who are not enrolled as of the count date but has FTE to report from enrollments before and after the count date within the semester.

'Student has no FTE to Report' prints for any student who has no FTE to report and is not enrolled on the count date, but is:

  • enrolled and left prior to the count date
  • enrolled only after the count date
  • enrolled and left prior to the count date and enrolled again after count date

Full-Time Enrolment Summary - Pupils under 21 Only/Pupils over 21 Only (Part One)

There are four columns for each of the Monthly Minutes of Instruction/FTEs:

  • October - calculated by averaging the student's minutes of instruction over multiple specific days. Based on the model ( Quad/Octomester) used by the school, the students minutes on Day 16 of each Quad/Octomester within the semester the October count date falls are used for the calculation.
  • March - calculated by averaging the student's minutes of instruction over multiple specific days. Based on the model ( Quad/Octomester) used by the school, the students minutes on Day 16 of each Quad/Octomester within the semester the March count date falls are used for the calculation

Audit fields

  • For October and March submissions there are 6 audit fields printed for each submission. Those fields display the minutes used for the average MOI calculations. The values displayed on these columns are capped to 300 before calculating the average minutes printed on the Reg min column. For schools flip weeks, the actual minutes are displayed, and the average is capped to 300 and printed on the Reg min column.

The values needed for the report are obtained from the GetStudentEnrolmentField function. Refer to Appendix M for calculations details

If a student's board residence status is not "01" (pupil of the board) all high credit values are zero. Details on the field values the function returns can be found in the Enrolment Report (Secondary Quad/Octomesters Setup).

Students enrolled on the count date with 0.04 FTE. The FTE is included in the summary count.

Data Element

Description

[Table]FieldName or [Function]ReturnedValue

OP (Other Pupil)

Prints OP if the student is not a pupil of the board.

OP if Brd_Res_Status = 02, 03, 05 or 07.

Refer to Appendix M on rules for calculating the board residence status.

Name

The student's name. Format: Last, First

[S_ON_STU_X]Legal_Last_Name or [Students]Last_Name

[S_ON_STU_X]Legal_First_Name or [Students]First_Name

Student Number

The student's locally assigned number.

[Students]Student_Number

October Regular Minutes

The number of regular minutes of instruction received by the student as of the October count date.

[GetStudentEnrolmentField]Regular_Minutes where [GetStudentEnrolmentField]Effective_Date = October 31 of the current school year or, if October 31st falls on a non in-session day, the last in-session school day before October 31st.

October Regular FTE

The student's regular FTE as of the October count date.

[GetStudentEnrolmentField]Regular_FTE where [GetStudentEnrolmentField]Effective_Date = October 31 of the current school year or, if October 31st falls on a non in-session day, the last in-session school day before October 31st.

This field will be marked with a caret (^) if the student's FTE or Attendance Type has been manually overridden from its default value.

October High Credit Minutes

The number of high credit minutes of instruction received by the student as of the October count date.

[GetStudentEnrolmentField]High_Credit_Minutes where [GetStudentEnrolmentField]Effective_Date = October 31 of the current school year or, if October 31st falls on a non in-session day, the last in-session school day before October 31st.


October High Credit FTE

The student's high credit FTE as of the October count date.

[GetStudentEnrolmentField]High_Credit_FTE where [GetStudentEnrolmentField]Effective_Date = October 31 of the current school year

March Regular Minutes

The number of regular minutes of instruction received by the student as of the March count date.

[GetStudentEnrolmentField]Regular_Minutes where [GetStudentEnrolmentField]Effective_Date = March 31 of the current school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.

March Regular FTE

The student's regular FTE as of the March count date.

[GetStudentEnrolmentField]Regular_FTE where [GetStudentEnrolmentField]Effective_Date = March 31 of the current school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.

This field will be marked with a caret (^) if the student's FTE or Attendance Type has been manually overridden from its default value.

March High Credit Minutes

The number of high credit minutes of instruction received by the student as of the March count date.

[GetStudentEnrolmentField]High_Credit_Minutes where [GetStudentEnrolmentField]Effective_Date = March 31 of the current school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.

March High Credit FTE

The student's high credit FTE as of the March count date.

[GetStudentEnrolmentField]High_Credit_FTE where [GetStudentEnrolmentField]Effective_Date = March 31 of the current school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.

Full-Time Enrolment Summary - Pupils under 21 Only/Pupils over 21 Only (Part Two)

There are two columns for each of the following categories:

  • October - calculated as of October 31st of the school year or, if October 31st falls on a non in-session day, the last in-session school day before October 31st.
  • March - calculated as of March 31st of the school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.'

Data Element

Description

[Table]FieldName

Total Minutes in Cycle

The number of minutes in an enrolment cycle.

Always prints 300.

Total Number of Pupils - Pupils of the Board

The number of students enrolled full-time as of the count date who are pupils of the board.

Students who are not enrolled on the count date but have FTE (due to past/future enrolments) to report are not be included in the count.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]EntryDate is on or before the count date, and [Students]ExitDate is after the count date, and [S_ON_STU_X]Brd_Res_Status = 01 or 08 and student is under 21 as of December 31 of the current school year.
  • [ReEnrollments]EntryDate is on or before the count date, and [ReEnrollments]ExitDate is after the count date, and [S_ON_REN_X]Brd_Res_Status = 01 or 08 and student is under 21 as of December 31 of the current school year.

Total Number of Pupils - Other Pupils

The number of students enrolled full-time as of the count date who are not pupils of the board.

Students who are not enrolled on the count date but have FTE to report are not be included in the count.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = FT and one of the following is true:

  • [Students]EntryDate is on or before the count date, and [Students]ExitDate is after the count date, and [S_ON_STU_X]Brd_Res_Status = 02, 03, 05, 07 or 09 and student is under 21 as of December 31 of the current school year.
  • [ReEnrollments]EntryDate is on or before the count date, and [ReEnrollments]ExitDate is after the count date, and [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07 and student is under 21 as of December 31 of the current school year.

Pupil FTEs - Pupils of the Board Regular

The sum of the regular FTEs of the students enrolled as of the count date who are pupils of the board.

This calculation also includes FTE for students who are not enrolled on the count date but have FTE to report due to past/future enrolments.

Sum of Students Regular FTE from Part 1 where [S_ON_STU_X]Brd_Res_Status = 01 or 08 or [S_ON_REN_X]Brd_Res_Status = 01 or 08.

Pupil FTEs - Pupils of the Board High Credit

The sum of the high credit FTEs of the students enrolled as of the count date who are pupils of the board.

This calculation also includes FTE for students who are not enrolled on the count date but have FTE to report due to past/future enrolments.

Sum of Students High Credit FTE from Part 1 where [S_ON_STU_X]Brd_Res_Status = 01 or 08 or [S_ON_REN_X]Brd_Res_Status = 01 or 08.

Pupil FTEs - Other Pupils Regular

The sum of the regular FTEs of the students enrolled as of the count date who are not pupils of the board.

This calculation also includes FTE for students who are not enrolled on the count date but have FTE to report due to past/future enrolments.

Sum of Students regular FTE from Part 1 where [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07. or [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07.

Monthly Enrolment Summary for Part-Time Students

Note: Students that shows as an internal admissions as of the count date due to future enrolments are not counted in the count date month (October/March) but will be counted in the month they are truely enrolled.

Data Element

Description

[Table]FieldName

Month

The name of the month that the student enrolment counts is for.

Derived from [Terms]FirstDay and [Terms]LastDay where [Terms]IsYearRec = 1

Previous

The number of students enrolled as of the last day of the previous month.

This column is NOT summed in the Totals line.

Count of Internal Admissions plus External Admissions from Prior Month minus Internal Transfers minus External Transfers minus Retirements from Prior Month

Based on Attendance Type Rules - for Attendance Type PT

Add Internal admissions and External admissions

  • [Students]EntryDate is on or before the last day of the previous month

Subtract Internal Transfers, External Transfers, Retirements

  • [Students]ExitDate is on or before the last day of the previous month

Internal Admissions

The number of students who started an enrolment via an internal admission in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]EntryCode or associated [Gen]Value2 = IA or an unknown value where [Students]EntryDate is within the month
  • [ReEnrollments]EntryCode or associated [Gen]Value2 = IA or an unknown value where [ReEnrollments]EntryDate is within the month and [ReEnrollments]EnrollmentType or calculated attendance type = PT.
  • [CC]DateEnrolled where the change in enrolment results in a different calculated attendance type, the date is within the month,
  • The last day in-session prior to [CC]DateLeft where the change in enrolment results in a different calculated attendance type, the date is within the month
  • [CC]DateEnrolled where the associated [S_ON_CRS_X]Course_Type = H, the Group Data By report option is set to homeroom, the date is within the month.

External Admissions

The number of students who started an enrolment via an external admission in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]EntryCode or associated [Gen]Value2 = RS, 34, 37, 36, 35, 41, 21, 22, 38, 50, 31, 05, 29, 09, 32, 27, 30, or 19 where [Students]EntryDate is within the month.
  • [ReEnrollments]EntryCode or associated [Gen]Value2 = RS, 34, 37, 36, 35, 41, 21, 22, 38, 50, 31, 05, 29, 09, 32, 27, 30, or 19 where [ReEnrollments]EntryDate is within the month.

Internal Transfers

The number of students who ended an enrolment via an internal transfer in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]ExitCode or associated [Gen]Value2 = IT or 64 Internal or an unknown value where [Students]ExitDate is within the month.
  • [ReEnrollments]ExitCode or associated [Gen]Value2 = IT or 64 Internal or an unknown value where [ReEnrollments]ExitDate is within the month.
  • [CC]DateEnrolled where the change in enrolment results in a different calculated attendance type, the date is within the month.
  • The last day in-session prior to [CC]DateLeft where the change in enrolment results in a different calculated attendance type, the date is within the month.
  • [CC]DateEnrolled where the associated [S_ON_CRS_X]Course_Type = H, the Group Data By report option is set to homeroom, the date is within the month.

External Transfers

The number of times a student ended an enrolment via an external transfer in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]ExitCode or associated [Gen]Value2 = 64 or 64 External or 72 where [Students]ExitDate is within the month.
  • [ReEnrollments]ExitCode or associated [Gen]Value2 = 64 or 64 External or 72 where [ReEnrollments]ExitDate is within the month.

Retired

The number of times a student ended an enrolment via a retirement in the month.

This column is summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]ExitCode or associated [Gen]Value2 = 18, 61, 62, 63, 65, 66, 67, 68, 69, 70, 71 or 73 where [Students]ExitDate is within the month.
  • [ReEnrollments]ExitCode or associated [Gen]Value2 = 18, 61, 62, 63, 65, 66, 67, 68, 69, 70, 71 or 73 where [ReEnrollments]ExitDate is within the month.

Net Change

The change in the number of students enrolled between the last day of the previous month and the last day of the current month.

This column is summed in the Totals line.

Calculated as the sum of the Internal Admissions, External Admissions, Internal Transfers, External Transfers, and Retired columns for the month.

Net Last

The number of students enrolled as of the last day of the month.

This column is NOT summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]EntryDate is on or before the last day of the month, [Students]ExitDate is after the last day of the month.
  • [ReEnrollments]EntryDate is on or before the last day of the month, [ReEnrollments]ExitDate is after the last day of the month.

Board Pupils

The number of students enrolled as of the last day of the month who are pupils of the board.

Note: This column is NOT summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]EntryDate is on or before the last day of the month, and [Students]ExitDate is after the last day of the month, and [S_ON_STU_X]Brd_Res_Status = 01 or 08.
  • [ReEnrollments]EntryDate is on or before the last day of the month, and [ReEnrollments]ExitDate is after the last day of the month, and [S_ON_REN_X]Brd_Res_Status = 01 or 08.

Other Pupils

The number of students enrolled as of the last day of the month who is not pupils of the board.

This column is NOT summed in the Totals line.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]EntryDate is on or before the last day of the month, and [Students]ExitDate is after the last day of the month, and [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.
  • [ReEnrollments]EntryDate is on or before the last day of the month, and [ReEnrollments]ExitDate is after the last day of the month, and [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07.

Net Last Day (October)

The number of students enrolled as of the last school day of October.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and the following is true:

  • [Students]/[ReEnrollments]EntryDate is on or before the last school day of October, and [Students]/[ReEnrollments]ExitDate is after the last day of October, and [S_ON_STU_X]Brd_Res_Status = 01, 02, 03, 05, 07 or 08.

Net Last Day (March)

The number of students enrolled as of the last school day of March.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of March, and [Students]/[ReEnrollments]ExitDate is after the last school day of March, and [S_ON_STU_X]Brd_Res_Status = 01, 02, 03, 05, 07 or 08.

Pupils of the Board (October)

The number of students enrolled as of the last school day of October who is pupils of the board.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of October, and [Students]/[ReEnrollments]ExitDate is after the last day of October, and [S_ON_STU_X]Brd_Res_Status = 01 or 08.

Pupils of the Board (March)

The number of students enrolled as of the last school day of March who is pupils of the board.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of March, and [Students]/[ReEnrollments]ExitDate is after the last school day of March, and [S_ON_STU_X]Brd_Res_Status = 01 or 08.

Other Pupils (October)

The number of students enrolled as of the last school day of October who is not pupils of the board.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of October, and [Students]/[ReEnrollments]ExitDate is after the last day of October, and [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

Other Pupils (March)

The number of students enrolled as of the last school day of March who is not pupils of the board.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and the following is true:

[Students]/[ReEnrollments]EntryDate is on or before the last school day of March, and [Students]/[ReEnrollments]ExitDate is after the last school day of March, and [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

Tuition Paid Details (Part-Time)

The Attendance Type is derived from [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type of PT.

Data Element

Description

[Table]FieldName

OP (Other Pupil)

Prints the Board Residence Status Code if the student is not a pupil of the board.

[S_ON_STU_X]StudentPaidBy where [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

or

[S_ON_REN_X]StudentPaidBy where [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07.

OEN

The student's Ontario Education Number.

[Students]State_StudentNumber

Paid By

The tuition "paid by" information for a student who is not a pupil of the board.

[S_ON_STU_X]StudentPaidBy where [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

or

[S_ON_REN_X]StudentPaidBy where [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07.

Name

The student's name. Format: Last, First

[S_ON_STU_X]Legal_Last_Name or [Students]Last_Name

[S_ON_STU_X]Legal_First_Name or [Students]First_Name

Student #

The student's locally assigned number.

[Students]Student_Number

Gender

The student's gender.

[Students]Gender

Grade

The student's grade level.

[Students]Grade_Level or [ReEnrollments]Grade_Level

Enrolment Details (Part-Time)

The 'Group Data By (Grade or Home Room)', 'Sort Data By (Student Name or Grade and Student Name)' and 'Attendance Type' sort the report. The Attendance Type is derived from [Students]EnrollmentType, [ReEnrollments]EnrollmentType or calculated attendance type of PT.

Data Element

Description

[Table]FieldName

OP (Other Pupil)

Prints OP and the name of the payor if the student is not a pupil of the board.

[S_ON_STU_X]StudentPaidBy where [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07.

or

[ReEnrollments]ON_StudentPaidBy where [ReEnrollments]ON_Brd_Res_Status = 02, 03, 05 or 07.

OEN

The student's Ontario Education Number.

[Students]State_StudentNumber

Name

The student's name. Format: Last, First

If Group by Homeroom - will contain homeroom ([S_ON_CRS_X]Course_Type = H) teacher last and first name, course name, Course number and section number. This information will be displayed in red and larger font to stand out from the student data. The lead teacher as of the report effective date is used. The lead teacher is identified by the SectionTeacher record where the role id is that of the lead teacher role (which is the RoleDef record where IsLocked = 1).

[S_ON_STU_X]Legal_Last_Name or [Students]Last_Name

[S_ON_STU_X]Legal_First_Name or [Students]First_Name

OR

[Users]Last_Name,[Users]First_Name - [Courses]Name - [CC]Course_Number.[CC]Section_Number

Student #

The student's locally assigned number.

[Students]Student_Number

Gender

The student's gender.

[Students]Gender

Grade

The student's grade level.

[Students]Grade_Level or [ReEnrollments]Grade_Level

Internal Admission

Date the student is internally admitted for this enrolment. Blank if the enrolment is not an internal admission.

Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]EntryDate where [Students]EntryCode or associated [Gen]Value2 = IA or an unknown value
  • [ReEnrollments]EntryDate where [ReEnrollments]EntryCode or associated [Gen]Value2 = IA or an unknown value.
  • [CC]DateEnrolled where the change in enrolment resulted in a different calculated attendance type.
  • The last day in-session prior to [CC]DateLeft where the change in enrolment resulted in a different calculated attendance type.
  • [CC]DateEnrolled where the associated [S_ON_CRS_X]Course_Type = H, the Group Data By report option is set to homeroom.
  • October/March count date for students with only future school enrolments within the semester and have FTE to report.. Refer to Appendix M for details

External Admission

Date the student is externally admitted for this enrolment. Blank if the enrolment is not an external admission.

Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]EntryDate where [Students]EntryCode = RS, 34, 37, 36, 35, 41, 21, 22, 38, 50, 31, 05, 29, 09, 32, 27, 30
  • [ReEnrollments]EntryDate where [ReEnrollments]EntryCode = RS, 34, 37, 36, 35, 41, 21, 22, 38, 50, 31, 05, 29, 09, 32, 27, 30, or 19.

Internal Transfer

Date the student is internally transferred for this enrolment. Blank if the enrolment is still active, or the enrolment is not an internal transfer.

Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = IT, or 64 Internal or an unknown value.
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = IT, or 64 Internal or an unknown value.
  • [CC]DateEnrolled where the change in enrolment resulted in a different calculated attendance type.
  • The last day in-session prior to [CC]DateLeft where the change in enrolment resulted in a different calculated attendance type.
  • [CC]DateEnrolled where the associated [S_ON_CRS_X]Course_Type = H, the Group Data By report option is set to homeroom.
  • Student moved from regular study to 'Independent Study'.

External Transfer

Date the student is externally transferred for this enrolment. Blank if the enrolment is still active, or the enrolment is not an external transfer.

Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

If school year is 2012/2013 or earlier

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = 04, 01, 03, or 02
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = 04, 01, 03, or 02.

If school year is 2013/2014 or later

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = 64 or 64 External or 72
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = 64 or 64 External or 72

Retirement

Date the student is retired for this enrolment. Blank if the enrolment is still active, or the enrolment is not a retirement.

Date where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

If school year is 2012/2013 or earlier

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = 24, 18, 14, 13, 15, 17, 16, 28, 23, 12, 25, 60, 33, 11, 10, 08, 42, 07, or 26.
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = 24, 18, 14, 13, 15, 17, 16, 28, 23, 12, 25, 60, 33, 11, 10, 08, 42, 07, or 26.

If school year is 2013/2014 or later

  • [Students]ExitDate where [Students]ExitCode or associated [Gen]Value2 = 18, 61, 62, 63, 65, 66, 67, 68, 69, 70, 71 or 73
  • [ReEnrollments]ExitDate where [ReEnrollments]ExitCode or associated [Gen]Value2 = 18, 61, 62, 63, 65, 66, 67, 68, 69, 70, 71 or 73

Minutes on Effective Date (Mins Eff Dt)

The number of minutes the student is enrolled for, either on the effective date or the last date in-session prior to the effective date if the effective date is not an in-session day for the student.

[PS_Membership_Defaults]Potential_Minutes_Present where [[PS_Membership_Defaults]CalendarDate = effective date or [PS_Membership_Defaults]Potential_Minutes_Present where [[PS_Membership_Defaults]CalendarDate = last in-session date prior to effective date.

If [Students]Grade_Level = -1 or 0 and [Students]ON_TimeTableType = 3 then the minutes from [PS_Membership_Defaults]Potential_Minutes_Present are divided by 2.

This field will be marked with a double asterisk (**) on the part-time register if the student is on the part-time register because of participation in a SAL Program that provides less than 70 minutes of classroom instruction.

Student moved from regular study to 'Independent Study', minutes are empty.

Total Active Students as of (Effective Date)

A summary count at the end of the report details page showing the total number of students who are active on the register as of the effective date.

Count of students who have not transferred from or retired from the register as of the effective date (or last in-session date prior to the effective date if the effective date is not an in-session day) entered at report run time.

Explanation





'

'Student is enrolled in a SAL Program' message will print for any student on the FT/PT register and is placed on that register because they participate in a SAL program.


'FTE and/or Attendance Type are overridden' message will print for any student appearing on a register and has had their FTE or Attendance Type overridden from its calculated value.


'Student in expulsion Program' message will print for any student on the full-time register is placed on that register because they participate in an expulsion program.


'Student Exit before the count date but has FTE to report' will print for any student who left the school prior to the count date but has FTE to report from a previous enrolment within the semester.
'Student enrolled after the count date but has FTE to report' will print for any students who is only enrolled after the count date but has FTE to report from a future enrolment within the semester.
Student has past and/or future FTE to report will print for any student who are not enrolled as of the count date but has FTE to report from previous and/or future enrolments within the semester.

'Student has no FTE to Report' will print for any student who has no FTE to report and is not enrolled on the count date, but is:

  • enrolled and left prior to count date,
  • enrolled only after count date
  • enrolled and left prior to count date and enrolled again after count date

Part-Time Enrolment Summary - Pupils under 21 Only/Pupils over 21 Only (Part One)

There are four columns for each of the Monthly Minutes of Instruction/FTEs:

  • October - calculated by averaging the student's minutes of instruction over multiple specific days. Based on the model ( Quad/Octomester) used by the school, the students minutes on the 16th day of each Quad/Octomester within the semester the October count date falls are used for the calculations.
  • March - calculated by averaging the student's minutes of instruction over multiple specific days. Based on the model ( Quad/Octomester) used by the school, the students minutes on the 16th day of each Quad/Octomester within the semester the March count date falls are used for the calculations

    Audit fields

    • For October and March submissions there are 6 audit fields printed for each submission. Those fileds display the minutes used for the average MOI calculations.

The values needed for the report are obtained from the GetStudentEnrolmentField function. Refer to Appendix M for setup and minutes and FTE calculation details

If a student's board residence status is not "01" (pupil of the board) all high credit values are zero. Details on the field values the function returns can be found in the Enrolment Report (Secondary Quad/Octomesters Setup).

Students enrolled on the count date with 0.04 FTE , the FTE is included on the summary countnt

Data Element

Description

[Table]FieldName or [Function]ReturnedValue

OP (Other Pupil)

Prints OP if the student is not a pupil of the board.

OP if Brd_Res_Status = 02, 03, 05 or 07.

Refer to Appendix M for calcualtion

Name

The student's name. Format: Last, First

[S_ON_STU_X]Legal_Last_Name or [Students]Last_Name

[S_ON_STU_X]Legal_First_Name or [Students]First_Name

Student Number

The student's locally assigned number.

[Students]Student_Number

October Regular Minutes

The number of regular minutes of instruction received by the student as of the October count date.

[GetStudentEnrolmentField]Regular_Minutes where [GetStudentEnrolmentField]Effective_Date = October 31 of the current school year or, if October 31st falls on a non in-session day, the last in-session school day before October 31st.

October Regular FTE

The student's regular FTE as of the October count date.

[GetStudentEnrolmentField]Regular_FTE where [GetStudentEnrolmentField]Effective_Date = October 31 of the current school year or, if October 31st falls on a non in-session day, the last in-session school day before October 31st.

This field will be marked with a caret (^) if the student's FTE or Attendance Type has been manually overridden from its default value.

October High Credit Minutes

The number of high credit minutes of instruction received by the student as of the October count date.

[GetStudentEnrolmentField]High_Credit_Minutes where [GetStudentEnrolmentField]Effective_Date = October 31 of the current school year or, if October 31st falls on a non in-session day, the last in-session school day before October 31st.

October High Credit FTE

The student's high credit FTE as of the October count date.

[GetStudentEnrolmentField]High_Credit_FTE where [GetStudentEnrolmentField]Effective_Date = October 31 of the current school year or, if October 31st falls on a non in-session day, the last in-session school day before October 31st.

March Regular Minutes

The number of regular minutes of instruction received by the student as of the March count date.

[GetStudentEnrolmentField]Regular_Minutes where [GetStudentEnrolmentField]Effective_Date = March 31 of the current school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.

March Regular FTE

The student's regular FTE as of the March count date.

[GetStudentEnrolmentField]Regular_FTE where [GetStudentEnrolmentField]Effective_Date = March 31 of the current school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.

This field will be marked with a caret (^) if the student's FTE or Attendance Type has been manually overridden from its default value.

March High Credit Minutes

The number of high credit minutes of instruction received by the student as of the March count date.

[GetStudentEnrolmentField]High_Credit_Minutes where [GetStudentEnrolmentField]Effective_Date = March 31 of the current school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.

March High Credit FTE

The student's high credit FTE as of the March count date.

[GetStudentEnrolmentField]High_Credit_FTE where [GetStudentEnrolmentField]Effective_Date = March 31 of the current school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.

Part-Time Enrolment Summary - Pupils under 21 Only/Pupils over 21 Only (Part Two)

There are three columns for each of the following categories:

  • October - calculated as of October 31st of the school year or, if October 31st falls on a non in-session day, the last in-session school day before October 31st.
  • March - calculated as of March 31st of the school year or, if March 31st falls on a non in-session day, the last in-session school day before March 31st.

Data Element

Description

[Table]FieldName

Total Minutes in Cycle

The number of minutes in an enrolment cycle.

Always prints 300.

Total Number of Pupils - Pupils of the Board

The number of students enrolled full-time as of the count date who are pupils of the board.

Students who are not enrolled on the count date but have FTE to report are not be included in the count.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]EntryDate is on or before the count date, and [Students]ExitDate is after the count date, and [S_ON_STU_X]Brd_Res_Status = 01 or 08 and student is under 21 as of December 31 of the current school year.
  • [ReEnrollments]EntryDate is on or before the count date, and [ReEnrollments]ExitDate is after the count date, and [S_ON_REN_X]Brd_Res_Status = 01 or 08 and student is under 21 as of December 31 of the current school year.

Total Number of Pupils - Other Pupils

The number of students enrolled full-time as of the count date who are not pupils of the board.

Students who are not enrolled on the count date but have FTE to report are not be included in the count.

Count of Students where [Students]EnrollmentType, [ReEnrollments]EnrollmentType, or calculated attendance type = PT and one of the following is true:

  • [Students]EntryDate is on or before the count date, and [Students]ExitDate is after the count date, and [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07 and student is under 21 as of December 31 of the current school year.
  • [ReEnrollments]EntryDate is on or before the count date, and [ReEnrollments]ExitDate is after the count date, and [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07 and student is under 21 as of December 31 of the current school year.

Pupil FTEs - Pupils of the Board Regular

The sum of the regular FTEs of the students enrolled as of the count date who are pupils of the board.

This calculation also includes FTE for students who are not enrolled on the count date but have FTE to report due to past/future enrolments.

Sum of Students Regular FTE from Part 1 where [S_ON_STU_X]Brd_Res_Status = 01 or 08 or [S_ON_REN_X]Brd_Res_Status = 01 or 08.


Pupil FTEs - Pupils of the Board High Credit

The sum of the high credit FTEs of the students enrolled as of the count date who are pupils of the board.

This calculation also includes FTE for students who are not enrolled on the count date but have FTE to report due to past/future enrolments.

Sum of Students High Credit FTE from Part 1 where [S_ON_STU_X]Brd_Res_Status = 01 or 08 or [S_ON_REN_X]Brd_Res_Status = 01 or 08.

Pupil FTEs - Other Pupils Regular

The sum of the regular FTEs of the students enrolled as of the count date who are not pupils of the board.4

This calculation also includes FTE for students who are not enrolled on the count date but have FTE to report due to past/future enrolment.

Sum of Students regular FTE from Part 1 where [S_ON_STU_X]Brd_Res_Status = 02, 03, 05 or 07. or [S_ON_REN_X]Brd_Res_Status = 02, 03, 05 or 07.

Supplemental And Troubleshooting Information

Student Selection - What to Check If a Student Is Missing from the Report

The report should contain all students in a school who are or have been enrolled ([Students]/[ReEnrollments] tables) at the school during the current school year for even one day at any time between the first day of school and the effective date entered at the report run time (inclusive) unless:

  • The school is designated as a night school - [S_ON_SCH_X]IsNightSchool = 1 (checked = True = 1, unchecked = False = 0)
  • The student is excluded from state reporting - [Students]State_ExcludeFromReporting = 1 (checked = True = 1, unchecked = False = 0)
  • The student's Exit Date is less than or equal to their Entry Date - [Students]/[ReEnrollments]ExitDate <= [Students]/[ReEnrollments]EntryDate
  • The student is an independent study student - [S_ON_STU_X]Brd_Res_Status = 6 and is not participating in a SAL or Expulsion program. Refer to Appendix M for login on determining IS students, students participating in SAL or expulsion program.
  • Student enrolled only after count date and has attendance type override EX on the latest enrollment in the semester. Such student wont appear when the report is run for count date as the attendance type is retrieved from latest enrollment.

Attendance Type - What to Check If a Student Appears on the Wrong Register (FT, PT)

Under normal circumstances the student is placed on a specific register based on the number of minutes of classes the student is or was enrolled in ([CC] table), the student's age, and the student's grade level. However, the following things can affect this placement:

  • The student's Attendance Type is overridden - [Students]/[ReEnrollments]EnrollmentType = PT or FT.
  • The student is enrolled in a special program designated as a SAL Program - [SpEnrollments]ProgramId = [Gen]Id where [Gen]Cat = specprog and [S_ON_GEN_SPECPROG_X]SAL_Flag = 1
  • Enrolled minutes are different than the expected attendance type requires (See Enrolled Minutes below)
  • The student's grade level does not allow the expected attendance type - [Students]/[ReEnrolments]Grade_Level
  • The student's age does not allow the expected attendance type - [Students]DOB
  • Independent Study classes should not be counted in the minutes calculations unless the student is participating in a SAL or expulsion program, which may result in the student appearing on the PT register.

Enrolled Minutes - What to Check If Enrolled Minutes Appear Wrong on the Register

The student's enrolled minutes are based on the number of classes the student is or was enrolled in and is dependent on how attendance is set up for the school. The base enrolled minutes are taken from [PS_Membership_Defaults]Potential_Minutes_Present. The following things can affect this number:

  • Attendance setup - "Count Meeting attendance recorded at another school for students enrolled at this school". If this box is not checked, minutes for courses taken at another school (cross enrolled courses) will NOT be included in the student's enrolled minutes. These minutes will NOT be included in [PS_Membership_Defaults]Potential_Minutes_Present
  • School setup - if a school is marked as being a night school ([S_ON_SCH_X]IsNightSchool = 1), the enrolled minutes for any courses take in that school will not be included in the student's enrolled minutes. These minutes WILL be included in [PS_Membership_Defaults]Potential_Minutes_Present (unless the minutes are for a cross enrolled course and cross enrolled minutes are excluded based on attendance setup) but the minutes will be subtracted out by the enrolment reports.
  • Nightly attendance process - [PS_Membership_Defaults] Potential_Minutes_Present relies on the nightly attendance process. If this process does not run on a daily basis, the data in [PS_Membership_Defaults] will not be current or will be incorrect. This process can be run manually by going to Special Functions > Attendance Functions > Refresh Premier Attendance Views Data.
  • Date the student entered and left the register - verify the dates the student entered and/or left the register if the number of enrolled minutes seems incorrect in a column (October, March ). The student may have been on the register at some time during the year but may NOT have been on that particular register on the actual count date. Refer to Appendix M for details on what dates to check when students are enrolled in Quad/Octomester model
  • Independent study classes are excluded from a student's enrolled minutes unless the student is participating in a SAL or expulsion program.
  • If section has the 'Exclude from Attendance' flag turned on then the minutes related to that section are not included in the calculation.

FTE - What to Check If the FTE Appears Incorrect on the Register

Under normal circumstances a student's FTE is calculated as Enrolled Minutes divided by 300 ([PS_Membership_Defaults] Potential_Minutes_Present/300). If the result is greater than 1.00, the FTE is limited to 1.00. The following things can affect the FTE shown on the report:

  • The student's Attendance Type and/or FTE are manually overridden (indicated with message 'FTE and/or Attn type are overridden) - [Students]EnrollmentType = FT or HT and/or [S_ON_STU_X]FTE is not null.
    • If the attendance type is overridden, the report will use the value contained in [S_ON_STU_X]FTE if present.
    • If the attendance type is overridden but [S_ON_STU_X]FTE is null, the report will compute the FTE based on enrolled minutes.
    • If the attendance type is not overridden, any value in [S_ON_STU_X]FTE is ignored and the report will calculate the FTE based on enrolled minutes.
    • If a student is enrolled in the school but not enrolled in any courses, the student's FTE will be set to .04 unless the override conditions above apply.
    • If a student moved to independent study and did not enroll in any other regular classes, then the student should be considered an internal transfer. FTE should be blank after the day the student moved to independent study, unless the student is participating in a SAL or Expulsion program. Refer to Appendix M for details on how to calculated IS students, students participating in SAL or Expulsion program
    • Date the student entered and left the register - verify the dates the student entered and/or left the register if the FTE seems incorrect in a column (October, March ). The student may have been on the register at some time during the year but may NOT have been on that particular register on the actual count date. Refer to Appendix M for details on dates to check for quad/octomester Setup.

    Reports Have All Zero Summaries with No Detail Pages

    If the enrolment reports produces only the summary pages showing zeros in all fields and does not produce any detail pages, check the following:

    • Nightly process is not running or is failing. The report relies on the nightly process to calculate enrolled minutes and place data in the PS_Membership_Defaults table. If there is no data in this table, the report will only produce the summary pages showing zeros in all fields.
    • Entry and Exit codes - having duplicate entry or exit codes defined, can cause the enrolment reports to fail while rendering the detail pages.

    Oracle Error ORA-01438

    If the report produces the Oracle error ORA-01438, it is typically because the field size for a computed value was exceeded by the computation result. The most common reason this happens is because a student is erroneously scheduled for more minutes than the school day allows (student is overscheduled). To locate the student causing the this error, do the following:

    • Run the report for a current selection that contains a smaller number of students, such as all students with a last name starting with "A". If the report runs successfully for the smaller selection, continue to run other small selections until the report fails.
    • Once the report fails for one of the smaller selection groups, check the scheduled courses for all of the students in the selection. Correct any student schedules that need to be corrected in the selection.

    Internal versus External versus Retirement

    General information regarding Internal Admissions and Transfers, External Admissions and Transfers, and Retirements.

    • Student moves from one register to another at the same school, such as going from full-time to part-time will always be reflected as internal admissions and transfers.
    • Transfers from one school to another are generally reflected as external admissions and transfers but the report ultimately uses the MINISTRY entry and exit codes to determine internal, external or retirement. If the type of transfer/admission/retirement does not look correct, verify that the association mapping of the school entry/exit codes to the ministry entry/exit codes is correct.

    OP and Paid By Data

    • The OP (Other Pupil) designation is derived based on the student's Board Residence Status. The indicator is set to OP if [S_ON_STU_X]/[S_ON_REN_X]Brd_Res_Status is other than 4 (Pupil of the Board) or 6 (Independent Study).
    • The "Paid By" text on the Tuition Paid Details report is printed from [S_ON_STU_X]/[S_ON_REN_X]StudentPaidBy. The data on the report is truncated if it is longer than the space allocated on the report.
    • Refer to Appendix M for details for Board Residence Status calculations for students enrolled in Quad/Octomester model

    Changes That Require a New Enrolment Record to Display Correctly on the Report

    The following changes require the student's current school enrolment to be ended and a new school enrolment to be created for the report to be able to display the data correctly:

    • Grade Level changes - grade level changes that cause a student to move from one register to another, such as from a junior kindergarten register to a kindergarten register or from a Grade 1-3 register to a Grade 4-8 register will ONLY be reflected on the Enrolment Reports if a new school enrolment is created for the student for the new grade level. Without the new enrolment, the report has no way of knowing what day the grade level changed.
    • Changes to Board Residence Status - changes to board residence status require a new enrolment record to be created so the date associated with the change can be captured in the [ReEnrollments] and [Students] table.

    Student Name and Student Transfer Information

    • The student's name as displayed on the report comes from [S_ON_STU_X]Legal_First_Name (if not null) and [S_ON_STU_X]Legal_Last_Name (if not null). If one or both fields are null, the report will pull the corresponding first or last name from [Students]First_Name or [Students]Last_Name.
    • Transferred out students - when a student is transferred out of one school with the intention of transferring him/her to another school, if the transfer process is NOT completed, the student record becomes "orphaned" in the system (i.e. inactive at the last school attended but not enrolled at the new school). This situation occurs when the following is done in PowerSchool:
      • The student is transferred out of the current school - Enrollment > Functions > Transfer Out of School. This step sets the student's status ([Students]Enroll_Status) to 2 - Inactive, at the current school.
      • The student is transferred to another school - Enrollment > Functions >Transfer to Another School. This step sets the student's school ID ([Students]SchoolID) to the ID of the new school. However, the enrolment school ID ([Students]Enrollment_SchoolID) remains as the old school ID. If the process is stopped at this point, the old enrolment record is not moved to the ReEnrollments table.
      • To complete the process the student must be enrolled at the new school - Enrollment > Functions > Re-Enroll In School. This step will force the old student record to be moved to the ReEnrollments table, will reset the student's enrolment school ID ([Students]Enrollment_SchoolID) to be the ID of the new school and will set the student's status [Students]Enroll_Status to 0 - Currently enrolled. Completing this step ensures that [Students]SchoolID and [Students]Enrollment_SchoolID both contain the new school ID.
      • If step 3 of the process is not completed, the enrolment reports has logic built in that looks for [Students]Enroll_Status = 2 and [Students]SchoolID != [Students]Enrollment_SchoolID. When it finds this condition, it uses the value in [Students]Enrollment_SchoolID to determine which school's report the student belongs on. In all other cases, the report uses [Students]SchoolID to make this determination.
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