School Enrollment Template (EWS)
Contents
Introduction
This template contains the student enrollment and withdrawal transactions at each school within each LEA. This template is used to track student mobility. Submit all mobility transactions for all students throughout the entire year, not just students active at the end of the year, and not just the last transaction for a student. 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. Refer to selection criteria for analysis when the report does not return the correct records.
Student Selection
The report selects records from the Student table based on the following criteria:
- The student must not be exclude from EWS reporting.
- The student must have enrollment between the start and end date for which the report is run.
- The student must be enrolled in a school for which the report is run.
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:
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. |
Report Start Date* | Enter the start date using the format mm/dd/yyyy for the first day of the reporting period. |
Report End Date* | Enter the end date using the format mm/dd/yyyy for the last day of the reporting period. |
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.
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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 | Req’d |
1 | DISTRICT CODE | The unique, 9-digit Administrative Unit Number (AUN) assigned by the Pennsylvania Department of Education. Note: All LEA and School codes can be found at http://www.edna.pa.gov/Screens/wfHome.aspx. | [Prefs]District_Number If sub-districts are enabled: [CST_SubDistricts]Subdistrict_Number | Numeric | R |
2 | LOCATION CODE | The PDE-defined, 4-digit code identifying the school. Note: All LEA and School codes can be found at http://www.edna.pa.gov/Screens/wfHome.aspx. | [Schools]School_Number If sub-districts are enabled: [CST_SchoolSubDistricts]SchoolID | 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. | Derived | Date | R |
4 | STUDENT ID | The unique, 10-digit PAsecureID assigned to the student. | [Students]State_StudentNumber | Numeric | R |
6 | ENROLLMENT DATE | The date on which the enrollment activity occurred. This applies to both entry and exit transactions. The date cannot be greater than the current date (no future transaction dates are allowed). | [Students]EntryDate [ReEnrollments]EntryDate [Students]ExitDate [ReEnrollments]ExitDate | Date | R |
7 | ENROLLMENT CODE | The enrollment code that indicates the type of enrollment transaction. This applies to both entry and exit transactions. See Appendix B in Volume 2 of the EWS User Manual for a complete list of valid values. | [Students]EntryCode [ReEnrollments]EntryCode [Students]ExitCode [ReEnrollments]ExitCode | AlphaNumeric | R |
9 | ENROLLMENT GRADE LEVEL | The grade level of the student involved in the enrollment transaction. See Appendix C in Volume 2 of the EWS User Manual for a complete list of valid values. | [S_PA_STU_X]State_Grade_Code If not populated, then [Students]Grade_Level [S_PA_REN_X]State_Grade_Code if not populated, then [Students]Grade_Level | AlphaNumeric | R |
10 | RESIDENCE STATUS CODE | The residency status of the student as of the other enrollment date of the enrollment transaction. For withdrawal-reentry transactions associated with residence status changes, populate the withdrawal record with the OLD residence status code and the reentry record with the NEW residence status code. | [S_PA_STU_X]Residence_Status_Code [S_PA_REN_X]Residence_Status_Code | AlphaNumeric | O |
11 | ENROLL CHANGE CODE | An indicator of whether the student is enrolling to repeat a grade level, by either failure or an agreement to hold the student back. | Derived | AlphaNumeric | O |
14 | SCHOOL CHOICE TRANSFER INDICATOR | An indication of whether the student who transferred in or out of the school did so during the school year under the provisions for public school choice in accordance with Title I, Part A, Section 1116. | [S_PA_STU_X]School_Choice_Indicator [S_PA_REN_X]School_Choice_Indicator | Y/N | 0 |
15 | CLASS OF YEAR CODE | The 4-character year in which the student is projected to graduate from high school. | [Students]Graduation_Year | Date | 0 |