Person Template (EWS)

Contents

Introduction

This template defines the primary details of offenders involved in incidents. For the purposes of the Educator Dashboards and Early Warning System, only students should be associated to incidents. If the offender of an incident is unknown or not a student, the incident does not need to be submitted to the dashboard data collection.

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.

School Selection

The report selects records from the Schools table where at least one incident record occurred at the school during the reporting period.

Student Selection

The report selects the records from the Students table where student is not excluded from EWS reporting.

Discipline Incident Selection

The report selects the records from the Incident Management Tables where the Incident Type is State Reportable.

Running report for Current School Only:

Only incidents that OCCURRED at the Current School will be included; thus, students from another school may be included. It will NOT include students from the Current School who were involved in an incident at another school. For example, if John Smith from East High School was involved in an incident at West High School, he will be reported when running the report for West High School, NOT East High School.

Note: Incidents involving 'Staff' or 'Others' is not collected in the EWS Person Template, as it is not required.

Report Input

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

Field	Description
Schools to Include*	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.
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)*
Field Delimiter	Choose the field delimiter for the extract file from the pop-up menu.
Include Header Labels in output file?	Choose Yes or No to indicate whether to include column headings 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. Run Now – Execute the report immediately. Schedule - Execute the report on the date and time specified. Start Date - Enter a start date to run the report. Start Time – Enter a start time to run the report. Select Run Once or Repeat to schedule how often the report is run.

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	Req’d
1	SUBMITTING DISTRICT CODE	The unique, 9-digit Administrative Unit Number (AUN) assigned by the Pennsylvania Department of Education. All LEA and School codes can be found at the Pennsylvania's Department of Education website.	Prefs]Value where [Prefs]Name=PA_districtAUN If sub-districts are enabled: [CST_SubDistricts]Subdistrict_Number	Numeric	R
2	PERSON ID	An identifier for the person involved in an incident. This can be the PAsecureID or an identifier assigned by the LEA. The identifier must be unique to the individual within an LEA per school year.	[Students]State_StudentNumber	Numeric	R
3	SCHOOL YEAR DATE	A single date indicating the whole school year. June 30, at the end of the standard school year, is used to designate a school year. Thus, the 2014-2015 school year would be indicated by 2015-06-30.	Calculated [Terms]LastDay	Date	R
4	PERSON DISTRICT CODE	The unique, 9-digit Administrative Unit Number (AUN) assigned by the Pennsylvania Department of Education. All LEA and School codes can be found at the Pennsylvania's Department of Education website.	Prefs]Value where [Prefs]Name=PA_districtAUN If sub-districts are enabled: [CST_SubDistricts]Subdistrict_Number	Numeric	O
5	STUDENT ID	The unique, 10-digit PAsecureID assigned to the student. If submitted, this field must be the student’s PAsecureID. At least one of the following is required: Student ID (5) or Local Person ID (6).	[Students]State_StudentNumber	Numeric	CR
6	LOCAL PERSON ID	The Student Identifier used in discipline incident tracking. This can be the Local Student Identifier used in the LEAs SIS, the ID used in the School Wide Information System (SWIS) discipline incident tracking system, or another identifier to match Person IDs to Student Snapshot records. Note: If submitted, this field should match the student’s Alternate Student ID value in Field 93 of Student Snapshot. At least one of the following is required: Student ID (5) or Local Person ID (6).	[Students]Student_Number	Numeric	CR