Number of Promotions and Retentions by School and District Report
Introduction
This report includes totals for the number of students who were promoted to another grade level or retained in the same grade level during the reporting period.
Special programs must be set up at the district level with the appropriate name via Start Page > District Setup > Special Programs. Students must be enrolled in the appropriate special program to be included in the report.
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 [Students] table based on the following criteria:
- The student must be enrolled in a school included in the report during the reporting period.
- The student must be enrolled in grade level 0 (K), 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, or 12.
- In addition to the first two criteria, special education students must be enrolled in a special program with the name Option 01, Option 02, Option 03, Option 04, Option 05, Option 06, or Option 10 during the reporting period.
Note: If the EDPlan import is being used special education option status will be derived from the imported data. If the EDPlan import is not being used the report will use Student > Special Programs to derive special education options status.
Report Input
For help with navigation and report generation, see How to Find and Generate a Report.
Field | Description |
Use | If run at the district level, choose one of the following from the pop-up menu:
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. |
Use Current Selection | This field defaults to Don’t Use Current Selection, which includes all students in the current school or district who meet the selection criteria. Note: This report cannot be run for a selection of students. |
Processing Options | Choose a time to run the report from the pop-up menu:
|
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. |
Start Date of the Reporting Period | Enter the first day of the reporting period. |
Ending Date of the Reporting Period | Enter the last day of the reporting period. |
Prepared By | Enter a name to print in the “Report Prepared by” section of the report. |
Area Code | Enter an area code to print in the “Telephone Number” section of the report. |
Preparer’s Phone Number | Enter a phone number to print in the “Telephone Number” section of the report. |
Date Report Prepared Note: This field is only available for the special education version of this report. | Enter the date that the report is run. |
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.
Note: Review additional information about troubleshooting membership totals.
Item # | Data Element | Description | [Table]FieldName |
1 | School | The name of the school. If the report is run for the district, then this field is left blank. | [Schools]Name |
2 | School Number | The school number. If the report is run for the district, then this field is left blank. | [Schools]School_Number |
3 | Including Dates Through | The first and last day of the reporting period, as entered at report runtime. | N/A |
4 | School District | The district name. | [Prefs]Value [Prefs]Name=districtname |
5 | District Number | The district number. | [Prefs]Value [Prefs]Name=districtnumber |
6 | Report Prepared By | The name entered at report runtime. | N/A |
7 | Telephone Number | The phone number entered at report runtime. | N/A |
8 | Date | The date entered at report runtime. | N/A |
9 | Grade | Grade levels K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, and 12 are included in the report. | N/A |
10 | Promotions | The number of students per grade level who were promoted during the report date range. Non-special education student must be assigned an “End of Service Action Taken” of P (Promoted) and must not be assigned a Completion “Document Type” of 5 (No Diploma, Senior But Did Not Complete) or 6 (GED). Special education students must have a current grade level that is greater than their previous grade level for two separate school enrolments during the reporting period. | [S_TN_STU_X]EndofOfServiceAction=P [S_TN_STU_X]Completion does not equal 5 or 6 [Students]Grade_Level [Reenrollments]Grade_Level |
11 | Retentions | The number of students per grade level who were retained during the report date range. Non-special education students must be assigned an “End of Service Action Taken” of R (Retained). Special education students must have a current grade level that is the same as their previous grade level for two separate school enrollments during the reporting period. | [S_TN_STU_X]EndofOfServiceAction=R [Students]Grade_Level [Reenrollments]Grade_Level |
12 | Total | The sum for each column. | N/A |