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SC02 Cumulative Class Report

Contents

Introduction

The Cumulative Class Report totals all EIA classification code occurrences by grade from the beginning of the school year up to and including a specific date or school day. An extract option is available and includes preparing data for 45 day and 135 day state reporting.

Report Processing

Prior to creating the Cumulative Class extract file for submission to the SC Department of Education for key funding dates, you must run a SC01 EFA/EIA Data Verification report that is error-free for the Cumulative Class option. If the SC01 EFA/EIA Data Verification Report was not run since the last Cumulative Class extract was created, the following message displays: “You must run the Data Verification report for the Cumulative Class option and be error-free before you can create the Cumulative Class extract.”

To respond to this message:

  1. Click OK to close the message.
  2. Close the Cumulative Class Report option.
  3. Run the SC01 EFA/EIA Data Verification Report with the Cumulative Class option.

If the log file shows that the SC01 EFA/EIA Data Verification Report was run without error for the Cumulative Class option, an EIA data validation process is run for the Cumulative Class option without generating the report. If errors occur in any of the validations, the following message displays: “You must run the Data Verification report for the Cumulative Class option and be error-free before you can create the Cumulative Class extract.” This message displays in the report queue as a .pdf file instead of the formatted Cumulative Class report.

Extract Design

When you choose the Report and Extract output option when running the SC02 Cumulative Class Report, the report is generated in PDF format. In addition, records representing the content of that report are inserted into a custom South Carolina database table. You can use these records to re-create the report at a later time. One set of these records for the 45th day and 135th day of school is used for submission to the SC Department of Education for state funding.

When the extract is created, the table SC_EFA_EIA_HEADER will hold the report header information and SC_EFA_EIA_EXTRACT will hold the detail report content.

If a report and extract are created, and there are no counts for any EIA codes included on the report, the report is still generated but the extract is not created and the data is not inserted into the table. The following message displays on the report: “There are no EIA records for this report period. The extract will not be created.”

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Selection Criteria

Selection criteria determine which database records are used in the report. For the SC02 Cumulative Class Report, student enrollment records are selected. Refer to selection criteria for analysis when the report does not return the correct records.

Student Selection

The report tabulates students’ EIA history records applicable to the report period. A student record is selected if it meets the following criteria:

  • The Include in State Reporting field is set to Yes for that student record.
  • The student was enrolled with a funded enrollment code at any time from the beginning of the school year through the report date specified by the user.

A student record is excluded if:

  • The Include in State Reporting field is set to No for that student record.
  • The student was enrolled during the report period with an enter code of “xxi” where “xx” is any character and “i” is the letter “i” in lower or upper case.
  • The student’s most current withdrawal from the school during the report period was an in-district transfer (the student’s exit code is “W1*” where “*” is any character). If these students are coded for EIA, they are counted at the school where they are currently enrolled in the district.
  • The student record has an enrollment record with the same enter date and exit date (no show) in the currently selected school year; the student’s grade level is not equal to 99; and the school ID is not the Graduated Students School.

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Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field

Description

Processing Options

Use the pop-up menu to select a processing option. Use the options to indicate when you want the report to generate.

  • In Background Now
  • ASAP
  • At Night
  • On Weekend
  • On Specific Time

Specific Date/Time

If “On Specific Time” is chosen for the Processing Options, enter the date and time you want the system to generate the report.

Date

Optionally, enter the end date of the report period. If this date is entered, the first day of school is the start date of the report period.

You must enter a date that was within the selected school year and a day when the students were in session.

Leave this field blank if you plan to enter a value in the Day Number field.

Day

Optionally, enter a day number to calculate the report end date. For example, if you enter the number 5 and the fifth in-session day of school is August 25th, the report end date will be August 25th of the current school year.

Leave this field blank if you entered a value in the End Date field.

Output Type

Choose the Report Only (Default) option to generate only the report in PDF format.

Choose the Report and Extract option to generate both the report in PDF format and the extract in a custom extract database table.

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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.

Position

Field

Description

[Table]Field Name

1

Date

This shows the date the user ran the report on.

N/A

2

BEDS Code

This field is calculated by combining the district number and school code. The district number is extracted from the Edit District page, Start Page > District Setup > District Information.

The school code is extracted from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School.

[Prefs]Name=districtnumber

[Schools]School_Number

3

Name

This field contains the name of your school. This value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School.

[Schools]School_Name

4

Day as of

This field contains the end date or day number entered on the report interface page.

N/A

5

District Name

This field contains the name of your school district. This value is extracted from the Edit District page, Start Page > District Setup > District Information.

[Prefs]Name=districtname

[Prefs]Value

6

Line

This field contains the line number for each of the EIA codes and the total row.

N/A

7

EIA Code

This field lists the EIA codes in which the student may be enrolled.

N/A

8

PK3 – 12

This field contains the total student enrollments in each EIA code, calculated by grade level.

N/A

9

Row Total

This calculated field is the total of all student enrollments in each EIA code.

N/A

10

Column Total

This calculated field is the total of all student enrollments in the EIA codes for each grade level.

N/A

11

Principal

This field contains the name of the principal at the school selected for the report. This value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School.

[Schools]Principal

12

Superintendent

This field contains the name of the superintendent of the school district. This value is extracted from the Edit District page, Start Page > District Setup > District Information.

[Prefs]Name=Superintendent

All of a student’s EIA records for the report period are included on the report if the student had a school enrollment or withdrawal on a date that is within the report period. That is, for all EIA codes in effect on a date that a student enrolls or withdraws from school, the student is listed for those EFA classifications.

Note: If at least one student included on this report has a mismatch between their initial school enrollment date for the selected year and their initial EFA start date for the selected year, the following warning message will print at the bottom of the report: “Warning: Errors were found in EFA history information. Please run the data verification report and correct reported issues.”

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