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.
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. |
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/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. |
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:
| [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:
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 is included in the Adult HS count if they meet the following criteria:
| [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:
| [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:
| 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:
| [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:
| N/A |