Enrollment Census Report
Contents
Introduction
Use the Enrollment Census report to collect the information required to generate detailed student demographic and enrollment information for analyses of state test results, AYP determinations, state aid, and other mandated state and federal reporting.
Selection Criteria
Selection criteria determine which database records are used in the report. For the Enrollment Census, records are selected based on the following:
School Selection
The report selects which school records to use based on the following criteria:
- The school is not excluded from state reporting.
- The school must be associated with a student included in the report.
Student Selection
The report selects which student records to use based on the following criteria:
- Students are not excluded from state reporting.
- Students are/were active during the reporting period.
Required Data Setup
You must define the following information before generating this extract.
- Exclude students from this report by selecting Yes for Exclude from State Reporting on the General tab of the state/province-RI page (if applicable).
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Districts using the Automated Data Transfer (ADT) system may utilize the SQL script for state reporting purposes provided at the bottom of the report page.
Field | Description |
|---|---|
Select Schools | If run at the district level, choose one of the following:
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 required school from the list. |
Select Students | The default option is All students. |
Report Start Date | Enter the beginning date in the range of dates you want to use to determine the student records to include in the report. |
Report End Date | Enter the last date in the range of dates you want to use to determine the student records to include in the report. |
| Scheduling Options | |
Scheduling – Run Now | Leave Run Now selected to run the report now. |
Submit | Click Submit to run the report now. |
Scheduling – Please Select When to run | Click the Schedule button to schedule this report to run. |
Please Select Schedule Settings | Enter the Start Date and Start Time. Click the Repeat button. |
Please select repeat cycle options. | Choose the applicable option. |
Please select end date range option | Enter the appropriate information. |
Submit | Click Submit to schedule the report |
Report Output
Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.
Column | Data Element | Description | [Table]FieldName | Field Type | Field Length |
|---|---|---|---|---|---|
A | SASID | The student's state identification code as noted on Rhode Island State Information page, Start Page > Student Selection > Rhode Island State Information. | [Students]State_StudentNumber | Text | 10 |
B | LASID | The student's local school identification code as noted on Rhode Island State Information page, Start Page > Student Selection > Rhode Island State Information. | [Students]Student_Number | Text | 16 |
C | DISTCODE | The district code assigned to the school district reporting the student information as noted on District Setup page, Start Page > District Setup > District Information. | [Prefs]Name=districtnumber [Prefs]Value | Text | 2 |
D | DISTCODE_RES | The municipality code for the district where the student lives as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information. | [Students]DistrictofResidence | Text | 2 |
E | SCHCODE | The five-digit RIDE ID for the school that the student attends as noted on the Edit School page, Start Page > District Setup > Schools/School Info > Edit School. | [S_RI_SCH_X]Ride_ID | Text | 5 |
F | SCHCODE_OUT | If the Tuitioned Out field is set to Yes, the identification number the school to which the district pays tuition for this student as noted on the Edit [Current/Previous] Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment. | [S_RI_STU_X]Tuition_School | Text | 5 |
G | CTECHCTR | If the Vocational Education Status field is set to Yes, the identification number of the vocational school the student attends as noted on the Edit [Current/Previous] Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment. | [S_RI_STU_X]Vocational_School | Text | 5 |
H | GRADE | The student's grade level at the time the file was created as noted on the Edit Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment. | [Students]Grade_Level OR [Reenrollments]Grade_Level | Text | 2 |
I | ENROLL_DATE | The date the student enrolled in the school identified by the RIDE ID as noted on the Edit Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment. | [Students]EntryDate OR [Reenrollments]EntryDate | Date | 10 |
J | ENROLL_TYPE | The student's enrollment type. This field is calculated using the following formula: If Tuitioned Out is set to Yes for a student, the student's enrollment type equals O (Outplacement); otherwise, the student's enrollment type equals P (Primary). Additionally, if Vocational Education Status is set to Yes for a student, an additional line of enrollment with an enrollment type equal to C (Concurrent) is included in the report. | [S_RI_STU_X]Enrollment_Type | Text | 1 |
K | EXIT_DATE | The last day the student attended class, which is the exit date minus one day as noted on the Edit Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment. | [Students]ExitDate OR [Reenrollments]ExitDate | Date | 10 |
L | EXIT_TYPE | The No Show code assigned to this student if school personnel has not determined the student's exit/withdrawal status at the time the file was created as noted on the Edit Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment. | [Students]ExitCode OR [Reenrollments]ExitCode | Text | 2 |
M | SCHOOLDAYS | This field is calculated. | N/A | Text | 3 |
N | LASTNAME | The last name of the student as noted on the General Demographics page, Start Page > Student Selection > General Demographics, or if the legal last name is populated on the Rhode Island State Information page, Start Page > Student Selection > Rhode Island State Information. | [Students]Last_Name OR | Text | 50 |
O | FIRSTNAME | The first name of the student as noted on the General Demographics page, Start Page > Student Selection > General Demographics, or if the legal first name is populated on the Rhode Island State Information page, Start Page > Student Selection > Rhode Island State Information. | [Students]First_Name OR | Text | 50 |
| P | LASTNAME_PREF | Student's preferred Last name. Start Page > Student Selection > General Demographics | [Students]Last_Name | Text | 50 |
| Q | FIRSTNAME_PREF | Student's preferred first name. Start Page > Student Selection > General Demographics | [Students]First_Name | Text | 50 |
R | MIDDLENAME_PREF | Student's preferred middle name. Start Page > Student Selection > General Demographics | [Students]Middle_Name | Text | 50 |
| S | MIDDLENAME | The middle name of the student as noted on the General Demographics page, Start Page > Student Selection > General Demographics, or if the legal middle name is populated on the Rhode Island State Information page, Start Page > Student Selection > Rhode Island State Information. | [Students]Middle_Name OR [StudentCoreFields]PSCore_Legal_Middle_Name | Text | 50 |
T | SEX | The student's gender as noted on the General Demographics page, Start Page > Student Selection > General Demographics, or if the legal gender is populated on the Rhode Island State Information page, Start Page > Student Selection > Rhode Island State Information. | [Students]Gender OR [StudentCoreFields]PSCore_Legal_Gender | Text | 1 |
U | DOB | The birth date of the student as noted on the General Demographics page, Start Page > Student Selection > General Demographics. | [Students]DOB | Date | 10 |
V | HISPANIC | If the student's ethnicity is Hispanic or Latino as noted on the Demographics page, Start Page > Student Selection > General Demographics then Y, else N. | [Students]FedEthnicity | Text | 1 |
W | NATIVE | If American Indian or Alaska Native is selected on the Demographics page, Start Page > Student Selection > General Demographics, then Y, else N. | [StudentRace]RaceCd | Text | 1 |
X | ASIAN | If Asian is selected on the Demographics page, Start Page > Student Selection > General Demographics, then Y, else N. | [StudentRace]RaceCd | Text | 1 |
Y | BLACK | If Black or African American is selected on the Demographics page, Start Page > Student Selection > General Demographics, then Y, else N. | [StudentRace]RaceCd | Text | 1 |
Z | PACIFIC | If Native Hawaiian or Other Pacific Islander is selected on the Demographics page, Start Page > Student Selection > General Demographics, then Y, else N. | [StudentRace]RaceCd | Text | 1 |
AA | WHITE | If White is selected on the Demographics page, Start Page > Student Selection > General Demographics, then Y, else N. | [StudentRace]RaceCd | Text | 1 |
AB | COHORT | The year the student entered the ninth grade for the first time as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information. | [S_RI_STU_X]First_Year_Grade_9 | Text | 4 |
AC | LANGUAGE_HOME | If the student's LEP Status is set to Y (LEP), then the code identifying the primary language spoken in the student's home displays as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information. | [S_RI_STU_X]Home_Language | Text | 4 |
AD | LUNCH | Identifies a student's lunch status, which is used to identify a financial disadvantaged for the student as noted on the Lunch page, Start Page > Student Selection > Lunch. | [Students]LunchStatus | Text | 1 |
AE | IEP | If the student has an IEP, else N, as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information. | [S_RI_STU_X]IEP_Status | Text | 1 |
AF | SEC504 | If the student participates in the Section 504 program, else N as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information. | [S_RI_STU_X]Section_504 | Text | 1 |
AG | LEP | If the student participates in a limited English proficiency (LEP) program else N as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information. | [S_RI_STU_X]LEP_Status | Text | 1 |
AH | IMMIGRANT | If the student qualifies as an immigrant student, as defined in section 3301(6) of Title III as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information. | [S_RI_STU_X]Immigrant | Text | 1 |
AI | MIGRANT | If the student qualifies as a migrant student as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information, then Y, else N. | [S_RI_STU_X]Migrant | Text | 1 |
AJ | TITLEI | If the student participates in the Title 1 program as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information, then Y, else N. | [S_RI_STU_X]Title_I | Text | 1 |
AK | HOMELESS | If the student qualifies as a homeless student as noted on the Rhode Island State Information page, General tab, Start Page > Student Selection > Rhode Island State Information, then Y, else N. | [S_RI_STU_X]Homeless | Text | 1 |
AL | VOCED | If the student is enrolled in a vocational education program as noted on Edit [Current/Previous] Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment, then Y, else N. | [S_RI_STU_X]Vocational_Ed_Status | Text | 1 |
| AM | SINGLEPARENT | If the student is identified as a single parent as noted on the Rhode Island State Information page, Start Page > Student Selection > Rhode Island State Information, then Y, else N. | [S_RI_STU_X]SingleParent | Text | 1 |
| AN | DISHOMEMAKER | If the student is identified as a displaced homemaker as noted on the Rhode Island State Information page, Start Page > Student Selection > Rhode Island State Information, then Y, else N. | [S_RI_STU_X]DisplacedHomemaker | Text | 1 |
| AO | AFACTIVEDUTYPARENT | If the student is identified with an active-duty parent in the Armed Forces as noted on the Rhode Island State Information page, Start Page > Student Selection > Rhode Island State Information, then Y, else N. | [S_RI_STU_X]ActiveDutyParent | Text | 1 |
| AP | ALTASSESSMENT | If the student takes the alternate assessment as defined in the student's IEP, Start Page > Student Selection > Rhode Island State Information, then Y, else N or NA (Default). | [S_RI_STU_X]Alt_Assessment_Status | Text | 1 |
| AQ | SCHCODE_HOME | If reporting a student with the enrollment type 'O', 'N' or 'G' you must report the home school for the student. This is the school in your district that the student would attend if the student was not outplaced. Edit [Current/Previous] Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment. | [S_RI_STU_X]Home_School | Text | 5 |