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Student Public Health Unit (STIX) Data Extract

Introduction

This report creates an XML file that can be used for uploading student information to Public Health Units.

Selection Criteria

Student Selection

Subject to the “Current Selection Students” parameter described below, a student is included in the file if:

  • The 'exclude from provincial reporting' flag is not on for the student; however, if the report is run for a selection of students, this exclude flag is ignored.

  • The student is enrolled in a selected school (see below for school selection).

A student is excluded if the attendance type (EnrollmentType field) is EX (excluded) for the enrolment. and the associated Students or ReEnrollments record is in whole or part of the run date, i.e., if there is any overlap between the enrolment start and end dates and the run date.

School Selection

  • To allow this report to be run at the District Office, a selection of schools may be made. This allows for the following:

    • When run at a District Level

      • A list of all schools within PowerSchool will display in a multi-select box.

      • If Multiple School option is used,  a limit of 999 schools is set. To run for more schools, Use the All School option.

      • School selection excludes Closed Schools and Schools Excluded from State Reporting.

    • When run from a school level, the default selection is Current School Only.

  • Any schools can be selected. The report will look for students who match the criteria for inclusion only within the selected schools

  • ll All schools option is selected, the report will look for all students that match the criteria for inclusion.

  • Whether or not the school is selected, the result is the same; the report looks for students within the current school that match the criteria for inclusion.

  • Report names are:

    • STIX_BOARD.xml, where BOARD is the school board number, if the report is run at the District Office.

    • STIX_BOARD_SCHOOL.xml, where SCHOOL is the school number of the current school, if the report is run at a specific school.4

  • The report is considered a FullUpload only if the All Students option is selected.

Guardian Selection

If Board Preference "Use Student Contacts for Reports" flag is selected:

Names are extracted from the Student > Contacts pages. 

Functions PSSR_ON_COMMON.GETCONTACTSPSSR_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.

  • Guardian (Primary) is set to the first contact with both Custody and Lives With flags selected; if not found, the first contact with only the Custody flag selected is used.

  • Guardian (Secondary) is the second contact in the list with both Custody and Lives With flags selected; if not found, the second contact with only the Custody flag selected is used.

  • Relationship: 

    • For the reported contacts, the report outputs CodeSets.Relationship.Reported Value or, if blank, CodeSets.Relationship.code but only if it is a value of Mother, Parent, Father, Grandparent, Aunt, Uncle, FosterParent, LegalGrd, Friend, Cousin, Sibling, Stepparent, or Spouse; otherwise, LegalGrd is the output.

  • Phone:

    • Phone numbers where the Phone type is "Exclude from State Reporting" are not considered.

    • The report outputs the first phone number in the contacts phone list in the same order as is displayed on the page.

    • Phone numbers are extracted as 999-999-9999.  x99999 is added for extension (maximum of five numbers can be added for extensions the rest is truncated) 

  • Phone Type:

    • For the reported Phone, the output is the Phonetype.Reported Value or, if blank. the output is Phonetype.code, but only if it is the value of Home, Work, Mobile, Unknown, Alternate, Emergency, Pager, Fax; otherwise, the output is Unknown.

If Board Preference "Use Student Contacts for Reports" flag is not selected:

  • Guardian (Primary) is set to [S_Contact_Relationship_C]Primary_Contact, or [Students]Mother (if Primary_Contact is null).

  • Guardian (Secondary) is set to  [S_Contact_Relationship_C]Secondary_Contact.

  • Relationship:

    • [S_ON_STU_X]GuardianRelation or, if null,

    • [S_Contact_Relationship_C]Relationship or, if null,

    • the value LEGALGRD is used

  • Phone:

    • [S_Contacts_C]Home_Phone or, if null,

    • [S_Contacts_C]Cell_Phone or, if null,

    • [S_Contacts_C]Work_Phone or, if null,

    • blank

    • Phone numbers are extracted as 999-999-9999.  x99999 is added for extensions (maximum of five numbers can be added for extensions the rest will be truncated) 

Report Input

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

Field

Description

Created By

Enter the STIX contact’s name. If left blank, the user name for the currently logged in user will be used.

Contact Phone

Enter the STIX contact’s phone number. If left blank, the user phone number for the currently logged in user will be used. Phone number must be in format ###-###-####

Contact Phone Type

Choose phone type. Options include:

WORK

HOME

MOBILE

Contact Email

Enter the contact’s email. If left blank, the user email address for the currently logged in user will be used. Please use a valid email address.

Run Report For

Indicate which students to include in the report by selecting one of the following options:

The Selected [number] Students Only – Run the report for students in the current selection. This will result in FullUpload=NO.

All Students – Run the report for all students in the current school or district that meet the selection criteria. This will result in FullUpload=YES.

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

Default is “All Students”.

Select Category

Select the type of schools to run the report. If you do not have categories defined, all the schools on your board are listed in the Schools to include list. If run from the school level, this field defaults to the category of the selected school if defined.

Schools to include*

When running from district, choose one of the following:

  • Select Multiple Schools – Select and hold the CTRL key and click to select the schools you want to be included in the report. If you select this option, at least one school must be selected from the list.

  • All Schools - Files are created for all schools in the District.

When run from a school level, the default selection Current School Only

Include OEN values in report

Select to include OEN values. Default is Yes.

Class Source (Grades 9 and higher)

Select ‘Homeroom’ or ‘Specified Class’.

Note: This parameter is only available for schools with Grades 9 or higher or at the District Office.

Class Date (appears if Class Source is selected above)

Select the date for which the specified class meets. Defaults to the current date.

Note: This parameter is only available for schools with Grades 9 or higher or at the District Office.

Class Period (appears if Class Source is selected above)

Select the period for which the specified class meets.

Note: This parameter is only for schools with Grades 9 or higher or at the District Office.

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

Metadata

CreateDate

Date the report was created, in YYYY-MM-DD format. Required.

n/a

CreateTime

Time the report was created, in HH:MM:SS format. Required.

n/a

CreatedBy

Contact name. Can be entered by report parameter, but if left blank, will use PowerSchool data for current user. Required.

[Users]First_Name [Users]Last_Name

ContactPhone

Contact phone. Can be entered by report parameter, but if left blank, will use PowerSchool data for current user. Required. Leading and trailing spaces are removed, and missing dashes inserted.

[Users]School_Phone

ContactPhone.type

Contact phone type. Can be entered by report parameter, default to WORK. Required.

n/a

ContactEmail

Contact email. Can be entered by report parameter, but if left blank, will use PowerSchool data for current user. Required.

[Users]EMAIL_ADDR

FullUpload

Indicates whether or not all students are in the extract.

n/a

SchoolBoard

BoardNumber

The district number. Required.

[Prefs]Districtnumber

Name

The district name.

[Prefs]Districtname

School

SchoolNumber

The school number. Required.

[Schools]Alternate_School_Number or [Schools]School_Number where [Schools]Alternate_School_Number=0

Name

The school name.

[S_ON_SCH_X]Alt_School_Name if defined,

otherwise [Schools]Name

Students

Student

OEN

The student’s OEN.

[Students]State_StudentNumber

Grade

The student’s grade. Grades 1-13 are prefixed with ‘GR’. For other grade levels, the following codes are used:

Grade_Level = 14 is 'CL-CGP'

Grade_Level = 15 is 'UNIV'

Grade_Level = -4 is 'CCL'

Grade_Level = -3 is 'CCNL'

Grade_Level = -2 is 'PRE'

Grade_Level = -1 is 'JK'

Grade_Level = 0 is 'SK'

[Students]Grade_Level

Class

The student’s class.

For [Students]Grade_Level <9: [Courses]Course_Number-[Sections]Section_Number, where [S_ON_CRS_X]Course_Type = "H" (homeroom). If more than one is present the one with the latest exit date is used.

or for [Students]Grade_Level >=9: [Students]Homeroom, where the user has selected Class Source = ‘Homeroom’

or for [Students]Grade_Level >=9: [Courses]Course_Number-[Sections]Section_Number, where the user has selected Class Source = ‘Specified Class’ and the class meets on the specified date during the specified period

Name

First

The student’s legal first name. Required.

[S_ON_STU_X]Legal_First_Name or [Students]First_Name where [S_ON_STU_X]Legal_First_Name is null

Middle

The student’s legal second name. Can be blank.

[S_ON_STU_X]Legal_Middle_Name or [Students]Middle_Name where [S_ON_STU_X]Legal_Middle_Name is null

Last

The student’s legal last name. Required.

[S_ON_STU_X]Legal_Last_Name or [Students]Last_Name where [S_ON_STU_X]Legal_Last_Name is null

AliasName

First

The student’s preferred first name.

[Students]First_Name if [S_ON_STU_X]Legal_First_Name is not null

or blank

Middle

The student’s preferred second name.

[Students]Middle_Name if [Students]Middle_Name is not null

or blank

Last

The student’s preferred last name.

[Students]Last_Name if [S_ON_STU_X]Legal_Last_Name is not null

or blank

Gender

The student’s gender. Can be M, F, Other or Unk. Required.


[Students]Gender

If F, output = 'F'.

If M, output = 'M'.

If N or S, output = 'Other'.

Otherwise, output = 'Unk'.

BirthDate

The student’s birth date, in YYYY-MM-DD format. Required.

[Students]DOB

Language

The student’s first language.

[Students]ON_First_Language

CountryOfOrigin

The student’s country of origin.

[Students]ON_Birth_Country

Guardian

First

The student’s guardian’s first name.

Refer to Student Public Health Unit (STIX) Data Extract#Guardian Selection


Middle

The student’s guardian’s middle name.

Refer to Student Public Health Unit (STIX) Data Extract#Guardian Selection

Last

The student’s guardian’s last name.

Refer to Student Public Health Unit (STIX) Data Extract#Guardian Selection

Relationship

The guardian’s relationship to the student.

Valid values:

MOTHER

PARENT

FATHER

GRANDPARENT

AUNT

UNCLE

FOSTERPARENT

LEGALGRD

FRIEND

COUSIN

SIBLING

STEPPARENT

SPOUSE

Refer to Student Public Health Unit (STIX) Data Extract#Guardian Selection


Phone

The student’s guardian’s phone number.

Refer to Student Public Health Unit (STIX) Data Extract#Guardian Selection


Guardian

[secondary contact]

First

The student’s guardian’s first name.

Refer to Guardian Selection

Middle

The student’s guardian’s middle name.

Refer to Student Public Health Unit (STIX) Data Extract#Guardian Selection


Last

The student’s guardian’s last name.

Refer to Student Public Health Unit (STIX) Data Extract#Guardian Selection

Relationship

The guardian’s relationship to the student.

Valid values:

MOTHER

PARENT

FATHER

GRANDPARENT

AUNT

UNCLE

FOSTERPARENT

LEGALGRD

FRIEND

COUSIN

SIBLING

STEPPARENT

SPOUSE

Refer to Student Public Health Unit (STIX) Data Extract#Guardian Selection

Phone

The student’s guardian’s phone number.

Refer to Student Public Health Unit (STIX) Data Extract#Guardian Selection


Address

Unit

Not used at this time.

n/a

StreetNumber

Not used at this time.

n/a

StreetNumberSuffix

Not used at this time.

n/a

StreetName

Student’s street address including, unit, apartment, or suite number, and street name and number (and suffix if applicable).

Students]Mailing_Street, or

[Students]Street, if [Students]Mailing_Street is empty

If [Students]Mailing_Street is not blank and there is data in the Apt/Suite field (the field to the right of the Street field in the UI), then that number is output for Unit, or

if [students]Mailing_street is blank and [Students]Street is not blank, and there is data in the Apt/Suite field , then that number is output for Unit.

StreetType

Not used at this time.

n/a

StreetDirection

Not used at this time.

n/a

RuralRoute

Not used at this time.

n/a

City

The student’s city.

[Students]Mailing_City, or

[Students]City, if [Students]Mailing_Street is blank

Province

The student’s province.

[Students] Mailing_State or

[Students]State, if [Students]Mailing_Street is blank

PostalCode

The student’s postal code. Required.

If [Students]Mailing_Street is blank:

prints upper case of [Students]Zip if not null, otherwise prints H0H0H0

If [Students]Mailing_Street is not blank:

prints upper case of [Students]Mailing_Zip

Phone

The student’s home phone.

[Students]Home_Phone

Phone.type

Phone type. Set to HOME, unless phone number is blank. Blank if phone number is not defined.

Leading and trailing spaces are removed, and missing dashes inserted.

NA


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