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Kindergarten Communication of Learning Report Card

Introduction

The Kindergarten Communication of Learning Report Card (KCL-4F) creates a PDF report containing report cards for students in Kindergarten in the format mandated by the province. Both public and catholic versions are supported. The report is run two times a year: Jan-Feb and June.

The following message is displayed only on the 2019-2020 final public or Catholic report card. "This report card is for a reporting period that included provincially-mandated school closure from March 13, 2020 - June 30, 2020".

Required Setup

Make sure the Progress Report Attendance End Date and the First Report Card Attendance End Date fields are populated with the current academic year dates before running the report. Otherwise, the reports will not print correctly.

Selection Criteria

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

Student Selection

The report selects records from the Students and Reenrollments tables based on the following criteria:

  • The student is currently enrolled or has been enrolled at some time during the current school year in the current school. When printing the report card for a specific reporting period, the student must be or must have been enrolled during the Report Period:
    • For R1: Start of School Year to Report One End Date.
    • For R2: Report One End Date to End of School Year.
  • Optionally, cross enrolled students may be included in the report. When printing the report card for a specific reporting period, the student must be cross enrolled during the Report Period to be included.
  • The student's Grade Level at the school running the report must be -1 and 0.
  • The student's EntryDate must be less than their ExitDate.
  • The student must not be excluded from state reporting.
  • The student's school must not be excluded from state reporting.
  • The student is currently enrolled or has been enrolled at some time during the current school year in the current school.
  • If "Ignore Student Exclusion" is unchecked, a student is excluded if either the student's Exclude From Provincial Reporting flag ([Students]State_ExcludeFromReporting) is on, or if the attendance type (i.e. EnrollmentType field) = 'EX' (excluded) for ALL enrolments (i.e. Students or ReEnrollments record) associated, in whole or in part, with the year for which the report is run (i.e. if there is any overlap between the enrolment start and end dates and start and end dates for the year long term for the year associated with selected PowerSchool term). This indicates the student was excluded for the entire year.

StandardGradeSection Selection

The report selects records from the StandardGradeSection table based on the following criteria:

  • The StandardGradeSection has an associated store code selected in the report interface.
  • The StandardGradeSection has an associated YearID for the current year.
  • If a student has multiple StandardGradeSection records for the same standard and store code, which can occur if a student is marked for the same subject at different schools, only the records which apply to the school running the report are used. In other words, if a student transfers from one school to another during a reporting period and marks are posted to a subject class at both schools, the report card run by each school contains only the marks, flags and teacher name posted by that school.
  • If a student has multiple StandardGradeSection records for one or more standard and store codes, which can occur if a student is marked for the same subject at different sections (for example, if the student moves from one class to another class during the same reporting period in the same school), only records which apply to the latest class are used. In other words flags, comments and teacher name associated with the latest class are printed for all subjects on the report card.
  • If no flags or comments were entered for the latest class, then records which apply to the previous class are used; this includes all flags, comments, and teacher names.
  • StandardGradeSection record once created, cannot be deleted even if all fields are empty.

  • If the student changes classes at any point in the school year, it is the user's responsibility to decide which class will hold the student's marks. The report looks at the latest section records first and if StandardGradeSection records exist even with NULL marks, those records marks will be printed. So if R1 marks were entered in the latest section after R1 report cards were printed, when printing R1 & R2 in June the marks printed for R1 are taken from the latest section and may be different than what was originally printed for R1.

Calculating Attendance

Calculating attendance for the Kindergarten Communication of Learning Report Card is determined by the Store Code parameter selected when the report is run. The store code is associated with the Final Grade/Reporting Term Setup:

  • If the Ending date of the storecode is prior to March 1st (this should be a January or February date), then this is considered "Winter Submission" and the attendance is calculated for the Jan/Feb Report Card.
  • If the Ending date of the storecode is after March 1st, then this is considered "June Submission" and attendance is calculated for the June Report Card.

Calculating Times/Days Absent or Late - Winter

  • Times/Days Absent or Late: Attendance is calculated from the end of the progress reporting period (as defined by the Progress Report Attendance End Date entered when the report is run) through to the end of the First Report Period (as defined by the First Report Card Attendance End Date entered when the report is run).
  • Total Times or Days Absent or Late: Attendance is calculated from the start of school year through to the end of Report Period one (as defined by the First Report Card Attendance End Date entered when the report is run).

Calculating Time/Days Absent or Late - Spring

  • Times/Days Absent or Late: Attendance is calculated from the end of first report card period (as defined by the First Report Card Attendance End Date entered when the report is run) through to the end of the school year.
  • Total Times/Days Absent or Late: Attendance is calculated from the start of school year through to the end of the school year.

Cross Enrolled Students:

When student's main school 'Count attendance from another school' flag is set ON

    • Attendance is a combined attendance entered at the main and cross enrolled schools and is calculated as stated above.
    • Attendance will not include combined attendance from different main schools. If the student changed main schools during a reporting period, only the attendance from the cross enrolled school and the main school for the time period the student is enrolled in the main school is printed on the report card.

When student's main school 'Count attendance from another school' flag is set OFF

    • Only Attendance entered at the main school is calculated.

Report Input

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

Field

Description

Current Selection Students

Choose whether to run the report for selected students, or for all students based on school, entry date and exit date.

Store Code for Report Period

Choose the Store Code to use for the reporting period. The dialog box contains the store codes based on the Final Grade/Reporting Term Setup (Termbins) where the ending termbin date is greater than January 1st.

Progress Report Attendance End Date

Enter the cut-off date for attendance reporting that is used for the Progress Report. This field defaults to the value entered on the Schools Info page. This parameter setting cannot be saved.

First Report Card Attendance End Date

Enter the cut-off date for attendance reporting for the first Report Card. This field defaults to the value entered on the Schools Info page. This parameter setting cannot be saved.

Include Cross Enrolled StudentsSelect to print the report card for cross enrolled students.

Include students Dropped/transferred out on or after

Enter a date to exclude students who transferred out or withdrew prior to the date entered. This parameter can be used to exclude students who were not in the school during the current reporting period. This date typically coincides with the end date of the previous reporting period.

For cross enrolled students, this parameter excludes cross enrolled students that dropped before the specified date.

Report Card Date

Enter the date the report card will be sent home. This date is printed on each page of the report.

Include Attendance

The checkbox defaults to selected. Clearing this setting will prevent the report from calculating and printing values in the Days Absent, Total Days Absent, Times Late, and Total Times late fields in the header of each student's report card.

Select Attendance Conversion

Choose one of the Attendance Conversions that have been set up for AM and PM conversions.

The selections available here are based on whether Period or Time conversions were set up for AM and PM. Possible options are:

  • Period to AM/PM
  • Time to AM/PM

If Conversions have not been set, the field displays: "Set Attendance Conversions for AM/PM". Note: If the report is submitted with this option, attendance does not display.

Period or Time Attendance Conversions for AM/PM must be set up under School > Setup > Attendance Conversions. For further details, see Attendance Conversions in School Setup.

Pages to PrintFrom the multi-select list, click the pages to print. The default is All Pages. To select multiple pages, use Ctrl+click.

Sort By Homeroom

The checkbox defaults to selected.

  • When this setting is selected, the report is sorted alphabetically by student name (last, first middle) within the homeroom. The sort value is constructed in the format Course Number + '-' + Section Number for the class in the student schedule for which the course type ([S_ON_CRS_X]Course_Type) has been set to 'H' (Homeroom).
  • If this setting is not selected, the report is sorted alphabetically by student name.

Teacher Name

Choose how you want the homeroom teacher's name to appear on the report.

  • Use Teacher First Initial and Last Name
  • Use Teacher First Initial, Second Initial and Last Name
  • Use Teacher First Name and Last Name
  • Use Teacher Preferred Name and Last Name

First Initial and Last Name is the default if no option is chosen.

Ignore Student Exclusion

Indicate whether the Exclude From Provincial Reporting flag or an attendance type of "EX" (excluded) should exclude a student from the report.

  • If this setting is not selected (the default value), a student's Provincial Reporting flag and attendance type are examined.
  • If the setting is selected, a student's Provincial Reporting flag and attendance type are not considered for student selection.
Teachers to Print
Co-Teaching Roles Designated as Teacher

Choose a co-teaching role that is designated as Teacher. The dialog box contains the roles, other than Lead Teacher, that are listed under System > Roles Administration > Co-Teaching.


Only two teachers are printed; if there are more than two teachers for the selected role, the last names and first names are sorted alphabetically and the top two are printed.

Co-Teaching Roles Designated as Early Childhood Educators

Choose a co-teaching role that is designated as Early Childhood Educator. The dialog box contains the roles, other than Lead Teacher, that are listed under System > Roles Administration > Co-Teaching.

Only two early childhood educators are printed; if there are more than two early childhood educators for the selected role, the last names and first names are sorted alphabetically and the top two are printed.

Report Output

Each of the fields displayed in the output of the report are described below. Refer Understanding the Report Output Table for a definition of each column in the table.

Data Element

Description

[Table]FieldName

Page 1

Date

This is the Report Date entered when the report is run.

From Report Card Date parameter.

Student

The student's last, first, and middle name.

Only the first 30 characters of last name are printed.

[S_ON_STU_X]Legal_Last_Name, if blank then [Students]Last_Name

[S_ON_STU_X]Legal_First_Name, if blank then [Students]First_Name

[S_ON_STU_X]Legal_Middle_Name, if blank then [Students]Middle_Name

OEN

The student's Ontario Education Number.

[Students]State_StudentNumber

Days Absent

Winter (Jan/Feb Report Card): The report calculates Days Absent based on the Progress Report Attendance End Date (entered in the report parameters) plus one day through the end of the reporting period (the end of the reporting period is the First Report Card Attendance End Date, entered in the report parameters).

Spring (June Report Card): The report calculates Days Absent based on the First Report Card Attendance End Date (entered in the report parameters) plus one day through the end of the school year.

Cross Enrolled Students:

When student's main school 'Count attendance from another school' flag is set ON

    • Days Absent is a combined absences entered at the main and cross enrolled schools and is calculated as stated above.

When student's main school 'Count attendance from another school' flag is set OFF

    • Days Absent is the absences entered at the main school and is calculated as stated above.

The Attendance Conversions are required setup to calculate AM and PM attendance. The nightly process calculates the potential periods present, the periods absent, the potential time present and the time absent for each student for AM and PM.

Current year values are saved in the [att_daypart_curyear] table and prior year values in the [att_daypart_prevyear] table.

Depending on the parameter selected when the report is run, either Period to AM/PM or Time to AM/PM conversions are used to calculate if the student is absent in the AM and PM. The sum of AM and PM attendance is added together based on the Dates in the Description.

Total Days Absent

Winter (Jan/Feb Report Card): The total number of days the student was absent from the start of the school year to the end of the first Report Period.

Spring (June Report Card): The total number of days the student was absent for the school year.

Cross Enrolled Students:

When student's main school 'Count attendance from another school' flag is set ON

    • Total Days Absent is the total absences calculated from the main and cross enrolled school and is calculated as stated above.

When student's main school 'Count attendance from another school' flag is set OFF

    • Total Days Absent is the total absences entered at the main school and is calculated as stated above.

The Attendance Conversions are required setup to calculate AM and PM attendance. The nightly process calculates the potential periods present, the periods absent, the potential time present and the time absent for each student for AM and PM.

Current year values are saved in [att_daypart_curyear] table. Prior year values in the [att_daypart_prevyear] table.

Depending on the runtime parameter selected, either Period to AM/PM or Time to AM/PM conversions are used to calculate if the student is absent in the AM and PM. The sum of AM and PM attendance is added together based on the Dates in the Description.

Year 1 / Year 2

Indicates the year of the student's current kindergarten program.

For cross enrolled student, student's main school enrolments records are used to get the grade level.

Year 1 - [Students/Reenrollments]grade_level = -1

Year 2 - [Students/Reenrollments]grade_level = 0

French: ImmersionIndicates the student is in a French Immersion program.

If either [S_ON_SEC_X]Lang_Pgm_Type or [S_ON_CRS_X]Lang_Pgm_Type = I or the student is enrolled in a French special program as of the Progress Report Attendance End Date.

Notes:

  • if the student moved sections, the language program type value defined on the section where the marks, comments, and/or flags are taken is used.
  • For cross enrolled students, French special program enrolments at the main school are examined.
CoreIndicates the student is in a Core French program.

If either [S_ON_SEC_X]Lang_Pgm_Type or [S_ON_CRS_X]Lang_Pgm_Type = C (Core) / N (Intensive Core), or the student is enrolled in a French special program as of the Progress Report Attendance End Date.

Notes:

  • if the student moved sections, the language program type value defined on the section where the marks, comments, and/or flags are taken is used.
  • For cross enrolled students, French special program enrolments at the main school are examined.
ExtendedIndicates the student is in an Extended French language program.

If either [S_ON_SEC_X]Lang_Pgm_Type or [S_ON_CRS_X]Lang_Pgm_Type = E or the student is enrolled in a French special program as of the Progress Report Attendance End Date.

Notes:

  • if the student moved sections, the language program type value defined on the section where the marks, comments, and/or flags are taken is used.
  • For cross enrolled students, French special program enrolments at the main school are examined.

Times Late

Winter (Jan/Feb Report Card): The report calculates Times Late based on the Progress Report Attendance End Date (entered in the report parameters) plus one day through the end of the reporting period (the end of the reporting period is the First Report Card Attendance End Date, entered in the report parameters).

Spring (June Report Card): The report calculates Times Late based on the First Report Card Attendance End Date (entered in the report parameters) plus one day through the end of the school year.

Cross Enrolled Students:

When student's main school 'Count attendance from another school' flag is set ON

    • Times Late is a combined times late entered at the main and cross enrolled schools and is calculated as stated above.

When student's main school 'Count attendance from another school' flag is set OFF

    • Times Late is the times late entered at the main school and is calculated as stated above.

Attendance Codes that are to be calculated as Late must be set with a 'Tardy' category.

If [S_ON_SCH_X]AM_Tardy_Period has a period set or If [S_ON_SCH_X]PM_Tardy_Period has a period set then only that period will be looked at to determine if the student has an attendance code with a 'Tardy' category. If the Schools Tardy periods are not setup, then any student with a 'Tardy' attendance code in AM or PM will count as late. A student can be late up to two times a day.

The sum of AM and PM tardies is added together based on the dates in the Description.



Total Times Late

Winter (Jan/Feb Report Card): The total number of times the student was late from the start of the school year to the end of the First Report Period.

Spring (June Report Card): The total number of times the student was late for the school year.

Attendance Codes that are to be calculated as Late must be set with a 'Tardy' category. If the school's Tardy periods are not set up, then any student with a 'Tardy' attendance code in AM or PM will count as late. A student can be late up to two times a day.

Cross Enrolled Students:

When student's main school 'Count attendance from another school' flag is set ON

    • Total Time late is the total times late calculated from the main and cross enrolled school and is calculated as stated above.

When student's main school 'Count attendance from another school' flag is set OFF

    • Total Times Late is the total times late entered at the main school and is calculated as stated above.

If [S_ON_SCH_X]AM_Tardy_Period has a period set or If [S_ON_SCH_X]PM_Tardy_Period has a period set, then only that period will be looked at to determine if the student has an attendance code with a 'Tardy' category.

The sum of AM and PM tardies is added together based on the Dates in the Description.


Teacher

The name of the student's homeroom teacher(s).

The name format is based on the parameter selected when the report is run.

Note: Only two teachers are printed. If there are more than two teachers for the role selected at runtime, the last names and first names are sorted alphabetically and the top two teachers are printed.



[UsersCoreFields] PSCore_Legal_Last_Name [UsersCoreFields] PSCore_Legal_First_Name if blank
[Users]LastFirst

associated with Course that student is currently enrolled in during the reporting period for the selected school that has [S_ON_CRS_X]Course_Type = H and associated Section role of Lead Teacher. Format is based on run time parameter.
And


[UsersCoreFields] PSCore_Legal_Last_Name [UsersCoreFields] PSCore_Legal_First_Name if blank [Users]LastFirst

associated with Course that student is currently enrolled in during the reporting period for the selected school that has [S_ON_CRS_X]Course_Type = H and associated Section role of co-Teacher selected on the Co-Teaching Roles Designated as Teachers run time parameter.

Early Childhood Educator

The last and first name(s) of the Early Childhood Educator (ECE) associated with the course in which the student is enrolled during the reporting period of the selected school.

The format is based on the parameter selected when the report is run.

Note: Only two ECEs are printed. If there are more than two ECEs for the role selected at runtime, the last names and first names are sorted alphabetically and the top two ECEs are printed.


[UsersCoreFields] PSCore_Legal_Last_Name [UsersCoreFields] PSCore_Legal_First_Name if blank [Users]LastFirst

associated with the Course the student is currently enrolled in during the reporting period for the selected school that has [S_ON_CRS_X]Course_Type = H and associated Section role of Early Childhood Educator (ECE). Format is based on run time parameter.

Principal

The school principal's name.

If the school running the report is an ECPP School and the Board Preference, Print ECPP Principal and Telephone on Report Cards is selected, then the principal name of the school running the report is printed.

[Schools]Principal

Tel:

The school telephone number.

If the school running the report is an ECPP School and the Board Preference, Print ECPP Principal and Telephone on Report Cards is selected, then the telephone of the school running the report is printed.

[Schools]SchoolPhone

Board

The name of the school board.

[Prefs]Value where [Prefs]Name = DISTRICTNAME

Address

The address of school board.

[Prefs]Value where [Prefs]Name = DISTRICTADDRESS

[Prefs]Value where [Prefs]Name = DISTRICTCITY

[Prefs]Value where [Prefs]Name = DISTRICTSTATE

[Prefs]Value where [Prefs]Name = DISTRICTZIP

School

The name of the school printing the report.

  • If the school running the report is ECPP then the designated school information defined on the student level is printed.
  • If school information is not defined then the designated school defined for the ECPP Facility defined for the student.
  • If ECPP facility is not defined for the student, then the designated School defined for the ECPP school where the student is enrolled is printed.
  • For cross-enrolled students, the designated school defined for the ECPP school running the report (school where the class is taken is printed).

[S_ON_SCH_X]Alt_School_Name if defined, otherwise [Schools]Name

If the school running the report is an ECPP School then

  • [S_ON_STU_X]Designated_SchoolsDCID/[S_ON_REN_X]Designated_SchoolsDCID, if defined Otherwise
  • ([S_ON_SCH_X]Designated_SchoolsDCID) or ([S_ON_SCH_X]Designated_SchoolsDCIDElem) defined for the ECPP Facitlty [S_ON_STU_X]CTCC_SchoolsDCID, [S_ON_REN_X]CTCC_SchoolsDCID defined for the student, Otherwise
  • ([S_ON_SCH_X]Designated_SchoolsDCID) or ([S_ON_SCH_X]Designated_SchoolsDCIDElem) defined for the ECPP school the student is enrolled.

If Use Cross Enrolments flag is selected, the designated school defined for the ECPP school is printed.

Address

The address of the school printing the report.

[Schools]SchoolAddress

[Schools]SchoolCity

[Schools]SchoolZip

[Schools]SchoolState

Placement in September

The grade the student has attained for the next school year. (Only output for the final reporting period).

Final reporting period is the reporting period with a start date that is greater than January 1st of the school academic year.

Kindergarten Year 2 box is selected when [Students]Sched_NextYearGrade = 0

Grade 1 box is selected when [Students]Sched_NextYearGrade = 1

The following comments and flags are set up using Standards. Review additional information about import standards for report cards. The default font size for comments is 10; this can be overridden by setting the 'Font Size For Comments' preference (ON_KRC_Comment_Size) on the District Setup page. Although the report will use the shrink to fit feature when necessary to fit the comment in the designated area, an overflow may occur if the maximum number of characters allowed for each comment is not adjusted to account for the font size selected. Note: The 'Font Size For Comments' preference is also used by the Kindergarten Initial Observations report card.

Religious and Family Life Education (Catholic Schools Only)

Comments regarding student's religious and family life education.

Student is currently enrolled or has been enrolled at some time during the current school year in the selected school in a course with [Courses]Alt_Course_Number or, if blank, [Courses]Course_Number = REL-10

[StandardGradeSectionComment]COMMENTVALUE associated with [Standard]identifier = 'EJK-K.RFL.FF.C'

Belonging and Contributing

ESL

Indicates whether or not this is an ESL student.

Is X when [StandardGradeSection]standardGrade = 'E' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.BC.FF.FLG'

IEP

Indicates whether or not the student has an IEP

Is X when [StandardGradeSection]standardGrade = 'I' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.BC.FF.FLG'

Comment

Comments regarding student's belonging and contributing.

[StandardGradeSectionComment]COMMENTVALUE associated with [Standard]identifier = 'EJK-K.BC.FF.C

Self-Regulation and Well-Being

ESL

Indicates whether or not this is an ESL student.

Is X when [StandardGradeSection]standardGrade = 'E' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.SRWB.FF.FLG'

IEP

Indicates whether or not the student has an IEP.

Is X when [StandardGradeSection]standardGrade = 'I' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.SRWB.FF.FLG'

Comment

Comments regarding student's self-regulation and well-being.

[StandardGradeSectionComment]COMMENTVALUE associated with [Standard]identifier = 'EJK-K.SRWB.FF.C'

Demonstrating Literacy and Mathematics Behaviors

ESL

Indicates whether or not this is an ESL student.

Is X when [StandardGradeSection]standardGrade = 'E' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.DLMB.FF.FLG'

IEP

Indicates whether or not the student has an IEP.

Is X when [StandardGradeSection]standardGrade = 'I' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.DLMB.FF.FLG'

Comment

Comments regarding student's literacy and mathematics behaviors.

[StandardGradeSectionComment]COMMENTVALUE associated with [Standard]identifier = 'EJK-K.DLMB.FF.C'

Problem Solving and Innovating

ESL

Indicates whether or not this is an ESL student.

Is X when [StandardGradeSection]standardGrade = 'E' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.PSI.FF.FLG'

IEP

Indicates whether or not the student has an IEP.

Is X when [StandardGradeSection]standardGrade = 'I' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.PSI.FF.FLG'

Comment

Comments regarding student's problem solving and innovating.

[StandardGradeSectionComment]COMMENTVALUE associated with [Standard]identifier = 'EJK-K.PSI.FF.C'

Early Reading Screening (ERS) for Grades 1 and 2 Only
ERS Completed

Indicates the Early Reading Screening status of the student. This only applies to students in grades 1 and 2.

Currently NA is selected for all students

N/A

Status is not currenlty captured by PowerSchool. Functionalty will be provided in a future release.

Date

The Date the ERS is completed. 

Currenlty blank for all students.

N/A
Benchmark met

Indicates if the student reading Benchmark level is reached.

Currenlty not selected for all students

N/A
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