Office Index Card
Introduction
The Office Index Card creates a PDF report containing student demographic, contact, and enrollment data in the format show in the ministry's Ontario Student Record (OSR) Guidelines document.
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.
If "The Selected n Students" option is selected, an office index card is produced for each selected student, and the "Include Students Enrolled As Of" and "Include Students With A Withdrawal Date Between" options are not used to determine student selection.
If "All Students" option is selected, the "Include Students Enrolled As Of", "Include Students With A Withdrawal Date Between", and "Exit Codes to Exclude" options are used to determine student selection as described below. When using these options, only students who have an enrolment that falls within the currently selected PowerSchool term are included. However, if a student withdraws after the end of the year associated with the selected term, the student is included, subject to the other selection parameters, if his/her most recent prior enrolment falls between the start of that year and the start of the next year - this allows the report to be generated for summer withdrawals.
When the "Include Students With A Withdrawal Date Between" option is used, the student is not included if the only included enrolment record is a no-show enrolment and the student has a subsequent enrolment in the same school.
A student is not included in the report if his/her 'Exclude From Provincial Reporting' flag ([Students]State_ExcludeFromReporting) is turned on, even if the other selection criteria have been met.
A student is excluded from the report if the "All Students" option is selected and the attendance type (i.e. EnrollmentType field) = 'EX' (excluded) for ALL enrolments (i.e. Students or ReEnrollments record) that would cause the student to otherwise be selected (i.e. the enrollment start and end dates overlap with the dates associated with the "enrolled as of" effective date or "withdrawal date between" date range.
Parent(s)/Guardian(s) Selection
If Board Preference "Use Student Contacts for Reports" flag is selected
Contacts are extracted from the Student > Contacts pages.
Functions PSSR_ON_COMMON.GETCONTACTS, PSSR_ON_COMMON.GETCONTACTPHONES get student contacts and phones as follows:
Only active student contacts are considered.
Contacts with Relationships that are Exclude from State Reporting are not considered.
Contacts are selected in the order the contacts are displayed on the Student > Contacts page.
Parent/Guardian
Contacts with the Custody flag selected are considered
The first three contacts on the contacts page are used for the first, second, and third Parent/Guardian fields in the order they are displayed on the page.
Emergency Contact:
Contacts with the Emergency Contact flag selected are considered.
The first contact in the list is reported.
Relationship: The CodeSets.Relationship.Reported value is selected. If this value is blank, the CodeSets.Relationship.Code is selected.
Phones:
Phones with phone types that are Excluded from State Reporting are not considered.
Telephone (Bus): The first phone number from the contact's list of phone numbers where Type = Work is selected.
Telephone (Home) The first phone number from the contact's list of phone numbers where Type = Home is selected. if a Home phone is not found, the first Mobile phone is selected.
When checking phone types, the system uses CodeSets.PhoneTypes.Reported value. If that value is blank, CodeSets.PhoneTypes.Code is used to determine the phone type.
If Board Preference "Use Student Contacts for Reports" flag is not selected
Values are extracted from the following fields:
Parent/Guardian
[Students]Mother
[Students]Father
[Students]Guardian_LN, [Students]Guardian_FN, [Students]Guardian_MN
Emergency Contact
Students]Emerg_Contact_1
[Students]Emerg_1_Rel
Phones
Telephone(Bus)
[Students]MotherDayPhone
[Students]FatherDayPhone
[Students]GuardianDayPhone
[S_ON_STU_X]Emerg1_Work_Phone
Telephone(Home)
[Students]Mother_Home_Phone
Students]Father_Home_Phone
[S_ON_STU_X]Guardian_Home_Phone
[Students]Emerg_Phone_1
Report Input
For help with navigation and running the report, refer to How to Find and Generate a Report.
Field | Description |
Current Selection Students | Choose whether you wish to run the report for the current selection of students or have the report search for students based on the school. Default is "Selected n Students". If the "Selected n Students" option is selected the "Include Students Enrolled As Of" and "Include Students With A Withdrawal Date Between" options below are not used to determine selected students. |
Include | Select between "Students Enrolled As Of" and "Students Withdrawn Between" "Students Enrolled As Of":
"Students With A Withdrawal Date Between":
|
Effective Date | Select the effective date for the "Students Enrolled As Of" option. The default value is system date. |
Start Date | Select the start date for the "Students With A Withdrawal Date Between" option. The default value is the first day in the school's calendar according to the selected school and selected term. |
End Date | Select the end date for the "Students With A Withdrawal Date Between" option. The default value is the last day in the school's calendar according to the selected school and selected term. |
Exit Codes to Exclude | Select the exit codes you want excluded from the search when searching for students who withdrew between the Start Date and End Date. |
Include Health Cards Numbers | Choose whether you wish to include the students' health Cards numbers in the report. |
Report Output
Each of the fields displayed in the output of the report is described below. Refer to Understanding the Report Output Table for a definition of each column in the table.
Data Element | Description | [Table]FieldName |
Surname and Given Name(s)) | The student's name. Format: last, first middle. | [Students]Last_Name [Students]First_Name [Students]Middle_Name |
Gender | The student's gender. Valid values:
| [Students]Gender getStudentGenderReportValues function is used to get the student's gender type from the code sets tables. Genders that are Excluded from Reporting are not printed. 'I' is printed for invalid genders |
Student Number | The student number assigned by the school. | [Students]Student_Number |
OEN | The student's Ontario Education Number. | [Students]State_StudentNumber, if blank then [Students]ON_MIN_Number |
Grade Level | The student's grade level. | [Students]Grade_Level or [ReEnrollments]Grade_Level if [Students]ExitCode = 'NS' or [Students]EntryDate = [Students]ExitDate |
Legal Name | The student's legal name. Format: last, first middle. | [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 |
Date of Birth | The student's date of birth. | [Students]DOB |
Address (Student) | The student's address. | [Students]Street [Students]City [Students]State [Students]Zip If blank [Students]Mailing_Street [Students]Mailing_City [Students]Mailing_State [Students]Mailing_Zip |
Source of Verification | The document's source of verification. | [Ps_Common_Code]Description where [Ps_Common_Code]PS_Group = 'ON_DropDown_Student' And [Ps_Common_Code]Category = 'DOB_Source_Doc' And [Ps_Common_Code]Code = [S_ON_STU_X]DOB_Source_Doc |
Graduation Date | The student's graduation date. | [S_ON_STU_X]Diploma_Date |
Telephone | The student's home phone. | [Students]Home_Phone |
Name of Parent(s)/Guardian(s) | ||
1st Parent/Guardian | The name of student's 1st guardian. | Refer to Parent(s)/Guardian(s) Selection |
2nd Parent/Guardian | The name of student's 2nd guardian. | Refer to Parent(s)/Guardian(s) Selection |
3rd Guardian | The name of student's 3rd guardian. | Refer to Parent(s)/Guardian(s) Selection |
Telephone (Bus) | ||
1st Parent/Guardian | The 1st guardian work phone. | Refer to Parent(s)/Guardian(s) Selection |
2nd Parent/Guardian | The 2nd guardian work phone. | Refer to Parent(s)/Guardian(s) Selection |
3rd Guardian | The 3rd guardian work phone. | Refer to Parent(s)/Guardian(s) Selection |
Telephone (Home) | ||
1st Parent/Guardian | The 1st guardian home phone. | Refer to Parent(s)/Guardian(s) Selection |
2nd Parent/Guardian | The 2nd guardian home phone. | Refer to Parent(s)/Guardian(s) Selection |
3rd Guardian | The 3rd guardian home phone. | Refer to Parent(s)/Guardian(s) Selection |
Custody Status | The Student's custody status. | [S_ON_STU_X]Custody_status |
Run Date | The date the report was run. | System date |
School | The name of the school. | [S_ON_SCH_X]Alt_School_Name if defined [Schools]Name otherwise |
Address (School) | The address of the school. | [Schools]SchoolAddress [Schools]SchoolCity [Schools]SchoolState [Schools]SchoolZip |
Date Enrolled | The enrollment day into the school. | Transcript Entry Date if defined on the earliest enrolment, otherwise, Earliest [PS_Enrollment ]EntryDate for the most recent set of continuous [PS_enrollment] records for the current school with an entry code of other than "IA". |
School Previously Attended | The name of the previously attended school. | [S_ON_STU_X]Previous_School_Name If undefined, use [S_ON_SCH_X]Alt_School_Name (if defined) or [Schools]Name (if not) for the school from the most recent ReEnrollments record for a school that is different than the school associated with the current enrolment. |
Address (School Previously Attended) | The address of the previously attended school. | [S_ON_STU_X]Previous_School_Address If undefined, use:
for the most recent [PS_Enrollment]SchoolID for a different school than that associated with the current enrolment. |
Date of Retirement | The last day that the student is at the logged school. If the latest enrolment for the student is a no-show enrolment, the exit date from the previous enrolment record is used. | "Students Enrolled As Of" option The Date of Retirement is blank. "Selected n Students" or "Students With A Withdrawal Date Between" options [Students]ExitDate when [Students]ExitCode in [Gen]Name where [Gen]Cat = 'exitcodes' and [Gen]Value2 IN ( '07', '08', '10', '11','12', '13', '14', '15','16', '17', '18', '23','25', '26', '28', '33','42', '60', '99', '61', '62', '63', '65', '66', '67', '68', '69', '70', '71', '73') Blank otherwise |
Destination | This is the comment that the user enters when a student is retired from a school. If the latest enrolment for the student is a no show enrolment, the exit code from the previous enrolment record is used. | "Students Enrolled As Of" option The Destination field is blank. "Selected n Students" or "Students With A Withdrawal Date Between" options [Students].ExitComment when [Students]ExitCode in [Gen]Name where [Gen]Cat = 'exitcodes' and [Gen]Value2 IN ( '07', '08', '10', '11','12', '13', '14', '15','16', '17', '18', '23','25', '26', '28', '33','42', '60', '99' ) [School Year 12/13] or [Gen]Value2 IN ('18', '61', '62', '63', '65', '66', '67', '68', '69', '70', '71', '73') [School Year 13/14] If the exit comment is undefined use [Gen]ValueT from the associated exit code. |
Date of Transfer | The last day that the student is at the logged school. If the latest enrolment for the student is a no show enrolment, the exit date from the previous enrolment record is used. | "Students Enrolled As Of" option The Date of Transfer is blank. "Selected n Students" or "Students With A Withdrawal Date Between" options Students]ExitDate when [Students]ExitCode in [Gen]Name where [Gen]Cat = 'exitcodes' and [Gen]Value2 IN ( '01', '02', '03', '04','06', '24', '64', '72') Blank otherwise |
Receiving School | The name of the receiving school. | "Students Enrolled As Of" option The Receiving School name is blank "Selected n Students" or "Students With A Withdrawal Date Between" options When the withdrawal appears in a [ReEnrollment] record Receiving School name is [S_ON_SCH_X]Alt_School_Name (if defined) or [Schools]Name (if not) for the next [ps_enrollment_all] record for a different school When the withdrawal appears in a [Student record] Receiving School name is [S_ON_STU_X]Receiving_School_Name Summer school enrollment is not considered as the student's next school (receiving school). when the summer enrolment appears in [ReEnrollment] record and the enrollment exit code is blank or not mapped to a ministry-defined code. |
Address (Receiving School) | The address of the receiving school. | "Students Enrolled As Of" option The Receiving School Address is blank "Selected n Students" or "Students With A Withdrawal Date Between" options When the withdrawal appears in a [ReEnrollment] record Receiving School address is Schools]SchoolAddress [Schools]SchoolCity [Schools]SchoolState [Schools]SchoolZip for the next [ps_enrollment_all] record for a different school When the withdrawal appears in a [Student record] Receiving School address name is [S_ON_STU_X]Receiving_School_Address |
Health Related Data | ||
Medical Alert | The student's medical alert. | [Students]Alert_Medical |
Medical Considerations | The student's medical considerations. | [Students]Medical_Considerations |
Allergies | The student's allergies. | [Students]Allergies |
Health Card # | The student's health card number. | WHEN #includeHealthCards#='Y' then [S_ON_STU_X]HealthCard_Number |
Dr. Name | The name of the doctor for the student. | [Students]Doctor_Name |
Telephone # | The phone number for the doctor. | [Students]Doctor_Phone |
EMERGENCY CONTACT | ||
Name | The name to contact in case of an emergency. | Refer to Parent(s)/Guardian(s) Selection |
Relationship | The relationship with the student. | Refer to Parent(s)/Guardian(s) Selection |
Telephone (Bus) | The work phone number for the emergency contact. | Refer to Parent(s)/Guardian(s) Selection |
Telephone (Home) | The home phone number for the emergency contact. | Refer to Parent(s)/Guardian(s) Selection |
Status of OSR | ||
Date of Request | The OSR request date. | Latest [Log]Entry_Date where [log]LogTypeID in( select ID FROM [Gen] WHERE [Gen]cat = 'logtype' AND [Gen]Name = 'OSR Request') AND [Log]SUBTYPE = 'RQST' AND [Log]StudentID = [Students]ID AND [Log]SchoolID = #selectedSchool# |
Date Received | The OSR received date. | Latest [Log]Entry_Date where [log]LogTypeID in( select ID FROM [Gen] WHERE [Gen]cat = 'logtype' AND [Gen]Name = 'OSR Request') AND [Log]SUBTYPE = 'RCVD' AND [Log]StudentID = [Students]ID AND [Log]SchoolID = #selectedSchool# |
Date Sent | The OSR sent date. | Latest [Log]Entry_Date where [log]LogTypeID in( select ID FROM [Gen] WHERE [Gen]cat = 'logtype' AND [Gen]Name = 'OSR Request') AND [Log]SUBTYPE = 'SENT' AND [Log]StudentID = [Students]ID AND [Log]SchoolID = #selectedSchool# |
