S-EBT Data Collection

Introduction

This report provides LEAs that participate in the NSLP/SBP with a file to submit a SUN Bucks student enrollment file once in June 2024 to assist with benefits issuance.

Selection Criteria

Selection criteria determine which database records are used in the report.

School Selection

The report selects records from the Schools table where a student included in the report had an active enrollment during the reporting period.

School must not be excluded from State Reporting

Student Selection

The report selects the student records to use based on the following criteria:

The student is not excluded from the state reporting.
The student must not be excluded from the S-EBT.

Primary Parent Selection

Contacts must be configured to identify the parent the student Lives with.
Demographics selects the Mother by default unless null.

Verify the information extracted in the file prior to upload to confirm data accuracy based on the desired primary parent for the student.

Report Input

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

Field	Description
Select Schools	Choose one of the following from the pop-up menu: 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
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.
Specific Date/Time	Enter a date using the format mm/dd/yyyy or mm-dd-yyyy in order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry. Use the pop-up menus to schedule the report to be run at a specific hour and minute. Example: 7/29/2008 @ 10 AM: 05.
Report Start Date	Enter the first day of the school year as the start date for the reporting period.
Report End Date	Enter the last day of school as the end date for the reporting period.
Print Student Legal Name	Select Enabled to print student’s legal name on the report.
Primary Parent Data Source	Choose Contacts or Demographics as the sources to retrieve the primary parent details.

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
1	SFA Name or LEA Name	The full name of the School Food Authority (Local Education Agency) who offers school meals to the student.	[Prefs]x	Alpha-numeric
2	AUN	The Administrative Unit Number of the SFA/LEA.	[Prefs]PA_DistrictAUN If sub-districts are enabled: [CST_SubDistricts]Subdistrict_Number	Numeric
3	School Building Name	The full name of the school building associated with all listed students.	[Schools]Name	Alpha-numeric
4	School / Branch	The four-digit number assigned for the school building or site. If the number is more than four digits, then the last four digitsis printed.	[S_PA_SCH_X]PIMS Location Code	Numeric
5	PA Secure ID	The 10-digit number assigned to the student. If the school does not use PA Secure IDs, use the student ID number.	[Students]State_StudentNumber	Numeric
6	Student First Name	The student's first name.	[S_PA_STU_X]First_Name_Long, if null [Students]First Name	Alpha
7	Student Middle Name	The student's middle name.	[S_PA_STU_X]Middle_Name_Long, if null [Students]MiddleName	Alpha
8	Student Last Name	The student's last name.	[S_PA_STU_X]Last_Name_Long, if null [Students]LastName	Alpha
9	Student Date of Birth	The student's date of birth. Format: MM/DD/YYYY	[Students]DOB	Date
10	Mailing Address Line 1	The street address of the student.	[Students]Mailing_Street, if null [Students]Street	Alpha-numeric
11	Mailing Address Line 2	Additional information of the address, such as, P.O. Box numbers, apartment numbers, floor, etc.		Alpha-numeric
12	Apt #	The apartment number. If possible, the apartment number has to be included in Mailing Address Line 2.	blank	Alpha-numeric
13	City	The name of the city in the student’s address.	[Students]Mailing_City, if null [Students]City	Alpha
14	State	The state for the student's address on file.	[Students]Mailing_State, if null [Students]State	Alpha
15	Zip Code	The Zip code for the student's address on file.	[Students]Mailing_Zip, if null [Students]Zip	Numeric
16	Eligibility	List whether the student qualifies as Free, Reduced, or Paid for NSLP meals. Valid values: P -Paid R/RDC - Reduced F/FDC - Free	[Students]LunchStatus	Alpha
17	Address County Name	The county in which the student resides.	[S_PA_STU_X]Home_Address_State_County_Code If null, blank	Alpha
18	Case Number	List the DHS case number.	blank	Numeric
19	Primary Parent or Guardian First Name	The first name of the primary parent or guardian associated with the mailing address and the selection while running the report.	If Contacts selected at runtime first name from Contacts First name from [Students]Mother if null, father	Alpha
20	Primary Parent or Guardian Last Name	The last name of the primary parent or guardian associated with the mailing address and the selection while running the report.	If Contacts selected at runtime, Last name associated with Contacts Last name from [Students]Mother if null, father	Alpha
21	Primary Parent or Guardian Phone Number	The primary parent/guardian's phone number.	If Contacts, phone number from selected contact, if null blank If Demographics [Students]Home_Phone	Numeric
22	Primary Parent or Guardian Email	The primary parent/guardian's e-mail address.	If Contacts, phone number from selected contact, if null blank If Demographics, blank
23	Enrollment Begin Date	The date when the student's enrollment began at the school for the 2023-2024 school year prior to July 1, 2023.	[Students]Start Date [ReEnrollments]Start Date	Date
24	Enrollment End Date	The date when the student's enrollment ended for the 2023-2024 school year. If the student is still enrolled then the end date of the school year.	[Students]ExitDate	Date
25	Validation Output	N/A	blank	N/A