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Enrollment Withdrawal Audit Report

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Introduction

This report outputs a PDF that lists each enrollment record that falls within the user-specified date range along with any modifications made to those records. The original record is always included in the report, regardless of whether or not modifications have been made. Additional rows are output for each change or set of changes to the record as logged in the audit tables. The audit columns identify the prior and new field values, the user who made the update, the IP address from which it was logged, and the date and time of the modifications. Users may specify additional parameters to limit the results to changes made by selected users or IP addresses, or to changes made within a specified date or time range.

Selection Criteria

Selection criteria determine which database records are used in the report.

There are no selection criteria for this report.

Report Input

Each of the available run options and data fields for the report are described below. For help with report navigation and generation, see Generate Reports.

Note: To include all modifications within the specified start and end date, leave the Modified options blank.

Field

Description

Select Schools

The multi-select list allows the user to use the Ctrl or SHIFT key on your keyboard to click each school for which you want to run the extract.

Note: At the school level, only the current school is available.

Select Students

Select one of the following to indicate which students to include in the report:

  • The Select [Number] Students Only - Run the report for a predefined selection of students.
  • All Students - Run the report for all students who meet selection criteria.

Notes:

  • When running for a selection of students, select the students from the Start Page prior to running the report.
  • When All Students is the selected option, the report includes both active and inactive students who have at least one enrollment record during the date range for the report Start Date and End Date.

Start Date

Choose a start date for the report.
End DateChoose an end date for the report.
Include Students marked as Exclude from PEIMSSelect Yes or No (default) to indicate whether to include students marked as Exclude from PEIMS.
Include No ShowsSelect Yes (default) or No to indicate whether to include No Show enrollments.
Include enrollments at other schools the student has attendedSelect Yes (default) or No to indicate whether to include enrollments at other schools in the district that the student has attended.
Select IP AddressEnter an IP address to filter results based on a specific IP address.
Select Who ModifiedEnter the name of an administrator to filter results based on a specific person making modifications.
When Modified Start DateChoose a date to filter results by a specific modified start date.
When Modified End DateChoose a date to filter results by a specific modified end date.

Report Output

The original record is reported regardless of whether changes have been made to the record. Additional rows are output for each change or set of changes to the record as logged in the audit tables. The audit columns identify the prior and new field values, the user who made the update, the IP address from which it was logged, and the date and time of the modifications.

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.

Position

Data Element

Description

[Table]FieldName
Header

1

Last

The student's last name.

[Students]Last_Name
2


FirstThe student's first name.[Students]First_Name
3MiddleThe student's middle name.[Students]Middle_Name
4Local IDThe student's locally assigned ID number.[Students]Student_Number
5Unique IDThe student's state-assigned ID number.

[Students]State_StudentNumber

6SchoolThe name of the school the student attends.[Schools]Name
Body
1Current RecordThe type of record.Derived
2SchoolThe school where the record exists.[Schools]Name
3Entry DateThe student's entry date.

[Students]EntryDate

[ReEnrollments]EntryDate

4Entry CodeThe student's entry code.

[Students]EntryCode

[ReEnrollments]EntryCode

5Entry CommentThe entry comment related to this record.

[Students]TransferComment

[ReEnrollments]EntryComment

6Exit DateThe student's exit date.

[Students]ExitDate

[ReEnrollments]ExitDate

7Exit CodeThe student's exit code.

[Students]ExitCode

[ReEnrollments]ExitCode

8Exit CommentThe exit comment related to this record.

[Students]ExitComment

[ReEnrollments]ExitComment

9GradeThe student's grade level at the time of the record.[Students]Grade_Level
10State GrThe student's state-assigned grade level at the time of the record.

[S_TX_STU_X]State_Grade_Level

[S_TX_REN_X]State_Grade_Level

11TrackThe student's academic track.

[Students]Track

[ReEnrollments]Track

12When ModifiedThe date and time the record was modified.

[AU_Students]Transaction_Date

[AU_TX_STU_X]Transaction_Date

[AU_Reenrollments]Transaction_Date

[AU_S_TX_REN_X]Transaction_Date

13UserThe user who modified the record.

[AU_Students]WhoModifiedID 

[AU_TX_STU_X]WhoModifiedID 

[AU_Reenrollments]WhoModifiedID 

[AU_S_TX_REN_X]WhoModifiedID 

14IP AddressThe IP address related to this record.

[AU_Students]IP_Address

[AU_TX_STU_X]IP_Address

[AU_Reenrollments]IP_Address

[AU_S_TX_REN_X]IP_Address

15ChangeThe change(s) the user made to the record.

Old value: [AU_Students]O_[FieldName] from Students

New value: [AU_Students]N_[FieldName] from Students

Old value: [AU_TX_STU_X]O_[FieldName] from TX_STU_X

New value: [AU_TX_STU_X]N_[FieldName] from TX_STU_X

Old value: [AU_Reenrollments]O_[FieldName] from Reenrollments

New value: [AU_Reenrollments]N_[FieldName] from Reenrollments

Old value: [AU_S_TX_REN_X]O_[FieldName] from S_TX_REN_X

New value: [AU_S_TX_REN_X]N_[FieldName] from S_TX_REN_X

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