Preliminary School Report - Grade PK - 12

Introduction

This report returns scheduled classes by grade level group. The fall semester version of this report includes all classes scheduled from the beginning of the school year (any class scheduled through the end of report period 4). The spring semester version includes all classes scheduled through the end of the school year (active at end of reporting period 5). Classes taught for the entire school year are included in both the fall and spring versions of the report. The data is used by the TDOE to check for class size compliance. Classes taught by federally funded teachers should be excluded from the state report count and averaged to determine compliance.

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.

Staff Assignment Selection

The report selects records from the [Staff_Assignments] table based on the following criteria:

The staff assignment must be assigned to the school included in the report.
The staff assignment end date must occur on or after the report date.
The staff assignment begin date must occur on or after the first day of the school year.

Student Selection

The report selects records from the [Students] and [Reenrollments] tables based on the following criteria:

The student must not be excluded from state reporting.
The student's school exit date must occur after the first day of the school year.
The student's school entry date must occur on or before the report date.

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.

Course Section Selection

The report selects records from the [Sections] table based on the following criteria:

The section must not be excluded from state reporting.
The section must not be assigned to a course with any of the following course numbers: 0527, 0528, 0627, 0628, 0727, 0728, 0827, 0828, 0961, 0962, 0971, 0972, 0995, 0996, 3530, 3531, 3715, 5649, 8000, 8001, 8013, 8014, 8025, 8026, 8035, 8036, 8045, 8046, 8055, 8101, 8127, 8128, 8129, 8201, 8217, 8225, 8233, 8234, 8236, 8401, 8440, 8441, 8443, 8444, 8445, 8446, 8447, 8501, 8532, 8533, 8534, 8535, 8544, 8545, 8601, 8635, 8636, 9201, 9210, 9220, 9221, 9301, 9303, 9304, 9305, 9309, 9310, 9313, 9330, 9331, 9385, 9392, 9393, 9497, 9498, 9501, 9508, 9510, 9518, 9521, 9528, 9601, 9602, 9603, 9604, 9605, 9609, 9610, 9617, 9631, 9632, 9633, 9641, 9685.
The section must be assigned to the term chosen at report runtime (Spring or Fall). The TermID must end in 01 (Fall) or 02 (Spring).
The section must be assigned a Class Type code of T (Traditional) or C (Self-Contained Departmentalized).
The section must not be assigned a Class Type Detail code of M (Multi-aged) or S (Split).
The section must have 1 or more students.

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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.
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/yyyyor mm-dd-yyyyin 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.
School Term	Choose the appropriate term (Fall or Spring) from the pop-up menu.
School Year	Choose the appropriate school year from the pop-up menu. For example, choose 2010 for the 2010-2011 school year. The year available in the menu is determined by the Term selected at the top of the page. To change the year, click Term and choose the appropriate term from the pop-up menu on the Change Term page, then click Submit.

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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.

Item #	Data Element	Description	[Table]FieldName
1	Report Year	The school year for the report, as chosen at report runtime.	N/A
2	District	The district number and district name.	[Prefs]Value [Prefs]Name=districtnumber [Prefs]Name=districtname
3	Semester	The report period chosen at report runtime.	N/A
4	School	The school number and name.	[Schools]School_Number [Schools]Name
5	Effective Date	The report date entered at report runtime, as well as the time the report completed.	N/A
6	Block Schedule	Indicates whether the school uses a block schedule. This value is based on the Instructional Program record set up for the school via Start Page > District Setup > Schools/School Info > Edit School > Click HERE to Create/Edit Instructional Program Entries	[S_TN_SCH_InstrProgram_C]BlockSchedule=Y or N
7	Stockpile	Indicates whether the school stockpiles days. A local board of education, private, or church-related school may exceed the full six and one-half (6 ½) hours of instructional time required by law by at least one-half hour daily for the full academic year. The excess instructional time may be accumulated up to 13 instructional days each year, and applied toward meeting instructional time requirements.	[S_TN_SCH_X]SchoolStockpile
8	Official Length of Day – Teacher Hours & Minutes	The length of day in hours and minutes for teachers. This value is reported based on the Instructional Program record set up for the school via Start Page > District Setup > Schools/School Info > Edit School > Click HERE to Create/Edit Instructional Program Entries	[InstructionalProgram]TN_TeacherDayLength
9	Official Length of Day – Student Hours & Minutes	The length of day in hours and minutes for students. This value is reported based on the Instructional Program record set up for the school via Start Page > District Setup > Schools/School Info > Edit School > Click HERE to Create/Edit Instructional Program Entries	[InstructionalProgram]TN_StudentDayLength
10	Full-Time and Part-Time Staff Assignments	The total for each category of staff assignments. All part-time staff members must be assigned a Work Status of “Part-Time” and full-time staff members must be assigned a Work Status of “Full-Time” on the Edit Information staff page. Each staff assignment category is reported as follows: Supervising Principals – Staff members must be assigned an assignment code of PE, PM, PS, PP, PV, PO, PF, PN, PG, PQ, PW, or PR. Teaching Principals – Staff members must be assigned an assignment code of TE, TM, TS, TP, TV, TO, TF, TN, TG, TQ, TW, TR. Assistant Principals – Staff members must be assigned an assignment code of AE, AM, AS, AP, AV, or AO. Classroom Teachers – Staff members must be assigned an assignment code of UN, AE, AM, AS, AP, AV, AO, TE, TM, TS, TP, TV, TO, TF, TN, TG, TQ, TW, TR, PE, PM, PS, PP, PV, PO, PF, PN, PG, PQ, PW, or PR. University Teachers – Staff members must be assigned an assignment code of UN.	[S_TN_USR_StaffAssignments_C]StaffAssignment [Staff_Assignments]TN_WorkStatus
11	Student Gender, Race/Ethnicity and Grade Level	The report separates students into groups based on gender, race/ethnicity, and grade level. The student’s ethnicity must be one of the following: W – White H – Hispanic A – Asian B – Black I – Native American P – Hawaiian/Pacific Islander The student’s grade level must be PK-12, transitional grade (T1), adult high school, or the student must be enrolled in special education. A student is included in the special education count if they meet the following criteria: The student must be enrolled in a special program with the name Option 07, Option 08, or Option 09. The special program enrollment start date must occur on or before the student’s school exit date or the report date. The special program exit date must occur after the student’s school exit date, or after the report start date, or the exit date must have not yet occurred (00/00/0000). The student is included in the Adult HS count if they meet the following criteria: The student has a Student Classification record with a Classification type of D (Adult). The begin date for the classification record must occur on or before the student’s school exit date or the report date. The end date for the classification record must occur after the student’s school exit, after the report date, or not yet have occurred (00/00/0000).	[Students]Gender [Students]Grade_Level [S_TN_STU_X]TransitionalGrade [Students]Ethnicity [S_TN_STU_StuClassification_C]ClassificationType=D [S_TN_STU_StuClassification_C]BeginDate [S_TN_STU_StuClassification_C]EndDate [SpEnrollments]Enter_Date [SpEnrollments]Exit_Date [SpEnrollments]ProgramID [Gen]Cat=specprog [Gen]Name=Option 07, Option 08, or Option 09
12	Total Number of Classes	The report totals the number of sections assigned to each grade level. The section must be assigned one of the following values in the Grade Level Group field on the Edit Section page: 10 – PK (includes P3 and P4 only) 11 – K 12 – T1 13 – 1 14 – 2 (includes T2 and 2) 15 – 3 (includes T3 and 3) 16 – 4 (includes T4 and 4) 17 – 5 (includes T5 and 5) 18 – 6 (includes T6 and 6) 19 – 7 (includes T7 and 7) 20 – 8 (includes T8 and 8) 21 – Ungraded Gr. Sr (Multi-Graded) 22 – Grades 9-12 except CTE 23 – CTE (includes all Academic & Work Based & Service Classes) 24 – Sp. Ed. (Grade N)	[S_TN_SEC_X]GradeLevelGroup
13	Number of Federally Funded Classes	The report lists all classes included in the “Total Number of Classes” field with the “Federally Funded Class” field set to “Yes” on the Edit Section page.	[S_TN_SEC_X]FederallyFunded=Y
14	EIA Grade Level GROUP Average	The report extracts a static value for the grade level. Valid values: Grade Level K-3: 20 Grade Level 4-6: 25 Grade Level 7-12: 30 Voc Ed.: 20	N/A
15	School Grade Level Average	The number of students in each grade level group is totaled and divided by the number of classes to determine the grade level group average. The report calculates an average for each grade level as follows: Add the number of students enrolled in sections on the report date that are assigned appropriate grade level group and “Traditional” as the “Class Type.” Divide the number of students enrolled in sections on the report date that are assigned the appropriate grade level group and “Self-Contained Departmentalized” as the “Class Type” by the number of periods per day required to be a full-time student (entered at report runtime). Sum the results of steps 1 and 2. Divide the sum from step 3 by the value for Total Number of Classes calculated for the appropriate grade level group.	[S_TN_SEC_X]ClassType=T or C [S_TN_SEC_X]GradeLevelGroup [CC]DateEnrolled [CC]DateLeft
16	EIA Maximum Class Size	The report produces a static value for each grade level. Valid values: Grade Level K-3: 25 Grade Level 4-6: 30 Grade Level 7-12: 35 Voc. Ed: 25	N/A

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