School Enrollment Template
Contents
Introduction
This template contains the student enrollment and withdrawal transactions at each school within each LEA and is used to track student mobility. Written in the Reporting Engine (RE) Platform.
Selection Criteria
Selection criteria determine which database records are used in the report.
The student must have an enrollment record between the selected start and end date of the report.
The student must be enrolled in a school for which the report is run.
The student cannot be excluded from state reporting.
Certain students are excluded from this report based on Graduation Status, Special Ed Referral, and District of Enrollment. Please refer to your PIMS Manual for details about these exclusions.
Summer Withdrawal Students
Summer Withdrawal students are identified by the Summer Withdrawal Yes/No flag on the Enrollment record for the year for which you are running the report. For example, if the student left during the summer between 2016-17 and 2017-18, he/she must have a 2017-18 enrollment record and Summer Withdrawal must be set to Yes.
Students identified as Summer Withdrawal will only be included if the option "Include Summer Withdrawals" is selected; this means you can include them on the first submission of the year and afterwards exclude them.
Any Summer Withdrawal student will be reported with both an Entry Date and Exit Date of July 1 of the current school year, regardless of the actual Entry/Exit Date on the Current Enrollment page.
If a Summer Withdrawal student later enrolls in the current school year, the Enrollment record with Summer Withdrawal selected will then become a Previous Enrollment (Reenrollment record) and the new Current Enrollment will no longer be considered a Summer Withdrawal.
No show students (that is, students with an Exit Date equal to their Entry Date) will not be included unless both Summer Withdrawal and Include Summer Withdrawals options are selected.
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:
If sub-districts are enabled:
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:
If running the report for a single student, or group of students, select the students prior to running the report. |
Select School Year | Choose a school year from the pop-up menu. |
Snapshot Date | Enter the snapshot date for the report. No mobility transactions that occur after the date entered will be reported. |
Include Summer Withdrawals? | Choose Yes or No. Choosing Yes will include students who have Current Enrollment flagged as Summer Withdrawal. |
Exclude student enrollments with matching entry/exit dates | Select the checkbox to exclude no-show students from the report. Students who have an entry date equal to their exit date are considered no show. Note: If Include Summer Withdrawals is marked Yes and a no-show student has current enrollments flagged as Summer Withdrawal, the Include Summer Withdrawals parameter overrides this exclusion flag and the student is included in the report. If Include Summer Withdrawals is marked Yes and a no-show student has current enrollments flagged as Summer Withdrawal, the Include Summer Withdrawals parameter overrides this exclusion flag and the student is included in the report. |
Field Delimiter | Select the field delimiter for the extract file. |
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. |
Include students with Grad Status Code S or J | Select the checkbox to include students whose Field 65 Graduation Status Code is S or J. Applies to 2018 and later only. |
Reporting as a CTC? |
Applies to 2018 and later only. |
Processing Options | Choose a time to run the report from the pop-up menu:
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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 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 | Reporting AUN | The unique 9-digit Administrative Unit Number assigned by the PDE. This field is extracted from Start Page > District Setup > District Information. If sub-district is enabled, the selected sub-district appears in this field. | [Prefs]Value where [Prefs]Name=PA_districtAUN If sub-districts are enabled: [CST_SubDistricts]Subdistrict_Number | Alpha-numeric | 9 |
2 | School Number | 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. If the School Building Override is updated on the Current Enrollment page, then the value is printed in the report. | [S_PA_STU_X]BuildingOverride [S_PA_REN_X]BuildingOverride [S_PA_SCH_X]PIMS_Location_Code [Students]SchoolID If sub-districts are enabled: [CST_SchoolSubDistricts]SchoolID | Alpha-numeric | 4 |
3 | School Year Date | This field is calculated based on the last day of the school year for the term selected at the top of the page when running the report. | [Terms]YearID | Alpha-numeric | 10 |
4 | PASECUREID | The PAsecureID assigned to the student. This field is extracted from Start Page > Student > State/Province - PA > PA SecureID. | [Students]State_StudentNumber | Alpha-numeric | 10 |
5 | Activity Date | The date the enrollment activity transaction was recorded in the school information system (SIS). If this date is not known, this is the student’s enrollment date for the current school year. This field is extracted from Start Page > Student > Transfer Info > Edit Enrollment. If the student's exit date is later than the last in-session day, the report extracts the last in-session day as the exit date. | [Students]EntryCode [Students]ExitCode [ReEnrollments]EntryCode [ReEnrollments]ExitCode | Numeric | 10 |
6 | Enrollment Date | The date on which the enrollment activity actually occurred in the current school year. This field is extracted from Start Page > Student > Transfer Info > Edit Enrollment. | [Students]EntryDate [ReEnrollments]EntryDate | Numeric | 10 |
7 | Enrollment Code | The enrollment code that indicates the type of enrollment transaction. This field is mass populated for all students by mapping the district’s current entry codes to the School Enrollment Entry Code. If the code mapped at the district level does not apply to all students, it can be over-ridden at the student level on student enrollment pages. | [Prefs]PIMS_EntryCode Student Overide Field > [S_PA_STU_X]PIMS_EntryCode | Numeric | 10 |
8 | Enrollment Comment | Deletes the erroneous record from School Enrollment The purpose of this field is for the user to manually add the comment DELETE within the template in order to allow a record previously sent to PIMS to be deleted. | All information on the enrollment record to be deleted must match the erroneous record in PIMS. Comment should contain DELETE in all capital letters; no spaces or punctuation. Valid Value: DELETE | Alpha | 20 |
9 | Enrollment Grade Level | The grade level of the student involved in the enrollment transaction. This field is extracted from Start Page > Student > Transfer Info > Edit Enrollment. | [Students]Grade_Level [ReEnrollments]Grade_Level | Alpha-numeric | 3 |
10 | Residence Status Code | The residency status of the student as of the enrollment date of the enrollment transaction. This field is extracted from Start Page > Student > Transfer Info > Edit Enrollment. | [S_PA_STU_X]PIMS_Residence_Status_Code [S_PA_REN_X]PIMS_Residence_Status_Code | Alpha-numeric | 23 |