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: Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria. Current School Only – Includes all records associated with the current school that meet the selection criteria. District Wide – Includes all 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.
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: In Background Now (Recommended) – Execute the report immediately in the background. ASAP – Execute the report in the order it is received in the Report Queue. At Night – Execute the report during the next evening. On Weekend – Execute the report during the next weekend. On Specific Time – Execute the report on the date and time specified.
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.

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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.

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

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