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Location Fact Detail Report – Safe School

Contents

Introduction

Use this report to generate a list of the students with the following information:

  • Habitual Truancy; counts are collected by grade level, ethnicity, and gender
  • Expulsions due to Academic or Student Code Violations (Codes: ACADEMIC^, CONDUCT^, or OTH^); counts are collected by infraction category, grade level, ethnicity, and gender
  • Out-of-School Suspensions due to Academic or Student Code Violations (Codes: ACADEMIC^, CONDUCT^, or OTH^); counts are collected by infraction category, grade level, ethnicity, and gender

Important Note: To calculate Truancy records, you must have PowerSchool version 7.1.4.x or higher and set up Attendance Tracking Notification at the district and school level. You must also run the Refresh Attendance Tracking Data Report under the System tab on the Reports page prior to running the Location Fact Template.

Selection Criteria

Truancy Selection Criteria

  • Students not excluded from state reporting.
  • School not excluded from State Reporting.
  • Truancy records are calculated based on the setup of Attendance Tracking and Notification.

Suspension and Expulsion Selection Criteria

  • The report selects the records from the Students Table where student is not excluded from state reporting.
  • The report selects the records from the Schools Table where school is not excluded from state reporting.
  • Students must have an Incident Management record e.g. Behavior Code > Academic Violation and or Code of Conduct Violation (ACADEMIC^, CONDUCT^ or OTH^).
  • For 2018 and later, the report selects students who have an Incident Management record with an Incident Type of PA State Reportable AND a Behavior sub-code of A (Academic Code of Conduct) or C (Student Code of Conduct) (ACADEMIC^, CONDUCT^ or OTH^).

Report Input

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

Field

Description

Select Schools

Indicate which schools to include in the report by selecting from the following options:

If sub-districts are not enabled:

  • Select Multiple Schools – Select the schools for which you want to run the report. Includes all student records associated with the selected schools that meet the selection criteria.
  • All Schools (default) – Run the report for all schools. Includes all student records on the PowerSchool server that meet the selection criteria

If sub-districts are enabled: 

  • Select Sub-district - Select the sub-district for which you want to run the report.
  • Select Multiple Schools – Select the schools for which you want to run the report. Includes all student records associated with the selected schools that meet the selection criteria.
  • All Schools in selected sub-district (default) – Run the report for all schools in the selected sub-district. Includes all student records on the PowerSchool server that meet the selection criteria.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Students to Include

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.
  • All students – Run the report for all students in the current school or district that meet the selection criteria.

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

Report Start Date

Enter the start date for the reporting period (Incidents must occur on or after this date).

Report End Date

Enter the end date for the reporting period (Incidents must occur on or before this date).

Include Infraction Codes A&C? Yes/NoChoose Yes if the report output should include incidents where student Behavior Codes are ACADEMIC^, CONDUCT^, or OTH^.

Number of Unlawful Absences to constitute Habitual Truancy (from ATN Unlawful Triggers)

From the pop-up menu, select the level of Unlawful Absences applicable to your Districts policies. The aggregated data will be based on this selection.

Note: The values displayed in the pop-up menu are derived from the ATN setup of triggers in District setup.

Field Delimiter

Select the field delimiter for the extract file.

Show Column Field Headers

Choose Yes to include column headers in the extract file. Including column headers provides a heading for each type of data extracted in the report.

Scheduling

Select when to run the report.

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Report Output

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

Item #

Data Element

Description

[Table]FieldName

Field Type

Field Length

1

Location Code

The 4-digit code identifying the school assigned by the PDE. This field is extracted from Start Page > District Setup > Schools/School Info > Edit School.

[S_PA_SCH_X]PIMS_Location_Code

[Incident]School_Number

Alpha-numeric

4

2

Location Fact Report Involvement

Category 1 on the Location Fact Template. Possible values are TRUANCY, EXPULSION, or SUSPENSION.

N/A

Alpha-numeric

10

3

Student Number

The student’s locally assigned identifier. This field is extracted from Start Page > Student > Demographics.

[Students]Student_Number

Alpha-numeric

15

4

Name

The student’s name in Last Name, First Name format. This field is extracted from Start Page > Student > Demographics.

[Students]LastFirst

Alpha-numeric

100

5

Gender

The student’s gender. This field is extracted from Start Page > Student > Demographics.

[Students]Gender

Alpha-numeric

1

6

PA Grade Level

The student’s grade level. The current grade level is converted to the three-digit state code. Kindergarten, preschool and ungraded students use the Grade code field. Otherwise, the grade level is reported. Both fields are entered via Start Page > Student > Transfer Info > Edit Enrollment.

[S_PA_SCH_X]State_Grade_Code

[Students]Grade_Level

Alpha-numeric

3

7

Ethnicity

The student’s ethnicity using the Federal Ethnic codes entered via Start page > Student Selection > Demographics. See Appendix AA – Categories to use in the Location Fact Template in Volume 2 of the Pennsylvania Information Management System User Manual for an explanation and sample of each possible category

[Students]FedEthnicity

[StudentRaces]RaceCd


Alpha-numeric

1

8

Truancy Absence Date Incident Date

The date of the truancy absence or discipline incident.

[Unexcusednotify]Datereached

[Incident]Incident_TS

Alpha-numeric

10

9Age at TruancyDisplays the student's age on the date of truancy, by calculating the difference between the student's date of birth and the Truancy Absence Date Incident Date.CalculatedNumeric2

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