Student Snapshot Template (EWS)

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.

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 the report.

Select School Year*

Select the school year for which you wish to run the report.

Snapshot Date*

Enter the snapshot date using the format mm/dd/yyyy.

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.

1

DISTRICT CODE

[Prefs]District_Number

If sub-districts are enabled:

[CST_SubDistricts]Subdistrict_Number

Numeric

R

2

LOCATION CODE

[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.

Static value derived from the year setup in [Terms].

Numeric

R

4

STUDENT ID

The unique, 10-digit PAsecureID assigned to the student.

[Students]State_StudentNumber

Numeric

R

14

BIRTH DATE

The birth date of the student.

[Students]DOB

Numeric

R

15

GENDER CODE

The code that represents the gender of the student.

[Students]Gender

Alpha

R

16

ADDRESS 1

The street name and number of the student’s mailing address.

[Students]Mailing_Street

AlphaNumeric

R

17

ADDRESS 2

Additional information concerning the street address of the student’s mailing address, such as apartment number.

[Students]Mailing_Street

AlphaNumeric

O

18

CITY

The city of the student’s mailing address.

[Students]Mailing_City

AlphaNumeric

R

19

STATE CODE

The official 2-character US Postal Service state abbreviation for the student’s mailing address.

[Students]Mailing_State

AlphaNumeric

R

20

FULL ZIP CODE

The official US Postal Service Code for the student’s mailing address.

If this field is populated, the values should be in the format NNNNN or NNNNN-NNNN.

[Students]Mailing_Zip

AlphaNumeric

R

21

HOME PHONE

The home telephone number, including the area code and extension, if applicable.

[Students]Home_Phone

Numeric

R

27

RACE OR ETHNICITY CODE

A single code indicating the race and ethnicity of the student.

If [Students)FedEthncity is =1 Then student race = 4, Otherwise check the table- if no value leave blank.

[studentRace]RaceCD

• W= 5
• A=9
• I=1
• B=3
• P=10

If there is more than one Race in the [studentRace]RaceCd table, then report a 6. This also applies when a student is Fed Ethnicity = 1 and another race is selected

AlphaNumeric

R

32

NATIVE LANGUAGE

The code for the native language to which the child is/was exposed.

See Appendix F in Volume 2 of the PIMS User Manual for a complete list of valid NCES country and language codes.

Use 0000 for U.S. English.

[S_PA_STU_X]Home_Language_Code

AlphaNumeric

O

41

LEP/ELL STATUS

This field indicates whether the student:

• is currently identified as an ELL;
• was formerly ELL, has exited, and is being monitored;
• was formerly ELL, has exited, and is no longer being monitored;
• was never identified as ELL.

[S_PA_STU_X]LEP_ELL_Status_Code

AlphaNumeric

O

70

ADA STATUS INDICATOR

Field identifies students who: (1) have a current Section 504 service agreement plan in place AND (2) are considered "disabled" and eligible for protection under the Americans with Disabilities Act (ADA) of 1990, as amended by the ADA Amendments Act of 2008.

ADA (as amended) defines “disability” as (1) a physical or mental impairment that substantially limits a major life activity; (2) a record of such an impairment; or (3) being regarded as having such an impairment.

Populate this data element, as appropriate, for all students.

Consult appropriate LEA Section 504/ADA compliance officer(s) to determine those students with a current Section 504 service agreement plan in place.

[S_PA_STU_X]IS_504_YN

Y/N

O

83

SNAPSHOT DATE

For Dashboard Data Submissions this should always be the School Year Date.

Static value derived based on the year selected when running the report.

Date

R

88

ECONOMIC DISADVANTAGED STATUS

This field indicates the economically disadvantaged status of a student.

To determine if a student is economically disadvantaged, poverty data sources such as Temporary Assistance for Needy Families cases, census poor, Medicaid, children living in institutions for the neglected or delinquent, or those supported in foster homes may be used.

If such data are not available, use the most recent reliable data available at the time of determination, such as free and reduced price lunch eligibility.

Provision II Districts should not use “base year” Free and Reduced Eligibility data for reporting individual student poverty code data in “non-base years.

[S_PA_STU_X]Food_Participation_Code

Y/N

R

93

ALTERNATE STUDENT ID

An alternate student identifier. This could be the Local Student Identifier used in the LEAs SIS or the ID used in the School Wide Information System (SWIS).

[Students]State_StudentNumber

Numeric

R

111

HOMELESS STATUS CODE

An indicator of the student’s residential status.

Children who lack a fixed, regular, and adequate nighttime residence are considered homeless.

[S_PA_STU_X]Food_Participation_Code

Y/N

O

120

STUDENT IS A SINGLE PARENT

Specifies whether the student is a single parent. A single parent is any individual who is unmarried or legally separated from a spouse and who has a minor child or children for which the parent has either custody or joint custody, or is pregnant.

This is an element required for secondary and adult affidavit program CTE students only.

[S_PA_STU_X]Single_Parent_TF

Y/N

O

121

STUDENT IS PREGNANT

An indication of whether or not the student is pregnant as of the snapshot date

[S_PA_STU_X]Pregnancy_Indicator

Y/N

O

123

HOME LANGUAGE CODE

The NCES Code for the language a child uses to communicate in their residential home

See Appendix F in Volume 2 of the EWS User Manual for a complete list of valid NCES country and language codes. Use 0000 for U.S. English.

[S_PA_STU_X]Home_Language_Code

Numeric

O

124

NEGLECTED OR DELINQUENT

An indication that the student is participating in programs for neglected or delinquent students

[S_PA_STU_X]Neglected_Indicator

Y/N

O

126

NAME SUFFIX

An appendage, if any, used to denote an individual’s generation in his family (e.g., Jr., Sr., III)

[S_PA_STU_X]Legal_Name_Suffix

Alpha

O

131

FOOD PROGRAM ELIGIBILITY

The student’s eligibility to participate in the free/reduced lunch program

[S_PA_STU_X]Food_Participation_Code

Y/N

O

133

LAST NAME LONG

The legal last name (surname) of the student

[S_PA_STU_X]Last_Name_Long

Alpha

R

134

FIRST NAME LONG

The legal first name of the student

[S_PA_STU_X]First_Name_Long

Alpha

R

142

MIDDLE NAME

The middle name of the student.

[Students]Middle_Name

Alpha

0

144

HISPANIC ETHNICITY

An indication that the person traces his or her origin or descent to Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures, regardless of race

[Students]FedEthncity

Y/N

R

146

RACE 2 CODE

A single code indicating the race and ethnicity of the student.

[StudentsRace]Racecd

Numeric

O

147

RACE 3 CODE

A single code indicating the race and ethnicity of the student.

[StudentsRace]Racecd

Numeric

O

148

RACE 4 CODE

A single code indicating the race and ethnicity of the student.

[StudentsRace]Racecd

Numeric

O

149

RACE 5 CODE

A single code indicating the race and ethnicity of the student.

[StudentsRace]Racecd

Numeric

O

152

IMMIGRANT INDICATOR

An indication that the student is an immigrant

[S_PA_STU_X]Immigrant_TF

Y/N

O

153

PRIMARY LANGUAGE CODE

The primary language in which the student communicates

See Appendix F in Volume 2 of the EWS User Manual for a complete list of valid values.

Use 0000 for U.S. English.

[Students]PrimaryLanguage

AlphaNumeric

O

154

ADDRESS 3

Additional information concerning the street address of the student’s mailing address, such as a building or site number.

Address information is needed for CTE secondary students and Perkins funded CTE adult affidavit program students.

Note: For Special Education student, the parents’ home address is used.

[S_PA_STU_X]Address_3

AlphaNumeric

O

157

MAILING ADDRESS 1

The street number and street name or post office box number of the mailing address

[Students]mailing_street

AlphaNumeric

O

158

MAILING ADDRESS 2

Additional mailing address information, if necessary

N/A

AlphaNumeric

O

159

MAILING ADDRESS 3

Additional mailing address information, if necessary

N/A

AlphaNumeric

O

160

MAILING ADDRESS CITY

The name of the city in which the mailing address is located

[Students]mailing_city

AlphaNumeric

O

161

MAILING ADDRESS STATE CODE

The 2-character abbreviation for the state (within the United States) or outlying area in which the mailing address is located.

[Students]mailing_state

AlphaNumeric

O

166

DISPLACED HOMEMAKER

An indication of whether the student is considered a displaced homemaker.

The term ‘displaced homemaker’ means an individual who, “(A)(i) has worked primarily without remuneration to care for a home and family, and for that reason has diminished marketable skills; ‘‘(ii) has been dependent on the income of another family member but is no longer supported by that income; or “(iii) is a parent whose youngest dependent child will become ineligible to receive assistance under part A of title IV of the Social Security Act (42 U.S.C. 601 et seq.) not later than 2 years after the date on which the parent applies for assistance under such title; and “(B) is unemployed or underemployed and is experiencing difficulty in obtaining or upgrading employment.

[S_PA_STU_X]Displaced_Homemaker_TF

Y/N

O

192

EMAIL ADDRESS

The numbers, letters, and symbols used to identify an electronic mail (e-mail) user within the network to which the individual or organization belongs

[Students]

AlphaNumeric

O

197

UNACCOMPANIED YOUTH CODE

An indication whether the homeless youth was unaccompanied by a parent, legal guardian or other adult.

[S_PA_STU_Homeless_X]Unaccompanied_Youth

AlphaNumeric

O

207

MILITARY FAMILY CODE

An indication of whether the student is a member of a military family.

[S_PA_STU_X]Military_Family-Indicater

Y/N

O

208

ASYLEE OR REFUGEE STATUS CODE

A code representing the student’s status as an asylee or refugee.

Valid Values:

• A - Asylee
• R - Refugee
• N - Neither

[S._PA_STU_X]Refugee_Status_Code

Numeric

O

209

FOSTER CARE INDICATOR

An indication of whether the student is currently residing in foster care.

[S_PA_STU_X]Foster_Care_Indicator

Y/N

O