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. At least one record should exist in this template for every student enrolled in an LEA at any time during the school year.

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: 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. 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?	Choose No to exclude students for whom Field 167 Special Education Referral is set to Y. Choose Yes to exclude students for whose Grade Level Code is Adult Affidavit Program (State_Grade_Code = AAP) Applies to 2018 and later only.
Processing Options	Choose a time to run the report from the pop-up menu: In Background Now (Recommended) – Execute the report immediately in the background. ASAP – Execute the report in the order it is received in the Report Queue. At Night – Execute the report during the next evening. On Weekend – Execute the report during the next weekend. On Specific Time – Execute the report on the date and time specified.
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 applies to entry and exit transactions. This field is extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[Students]EntryDate / [Students]ExitDate [ReEnrollments]EntryDate/ExitDate *Note: Must be an in-session calendar day.	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