Student Course and Program Membership Report
Introduction
This report calculates and stores course and program membership data for all students in the district, excluding only those students in the Graduated Students school. The “Exclude from State Reporting” flag is ignored for all students. The students’ course and program membership is stored in the database in order to send the data via SIF as part of the Utah e-Transcript and Exchange (UTREx) project. It is more efficient for PowerSchool to send data that is already stored than to calculate the data each time it needs to be sent.
The report returns individual records for course membership and program membership.
Note: The course membership value is stored in the AM_Mem field in the S_UT_CC_X table. After running this report, the value can be viewed on the Edit Enrollment Record page (Start Page > Student Selection > All Enrollments > Edit Enrollment Record). The student program membership value is stored in the S2_S3_Mem field in the S_UT_SEN_X table. After running this report, the value can be viewed on the Edit Student Program Enrollment page (Start Page > Student Selection > Student Programs > Edit Student Program Enrollment).
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 table based on the following criteria:
- The student must be enrolled in the school on the snapshot date entered when running the report. If the snapshot date is blank, then the student must be enrolled on the current date.
Note: This includes previous school enrollments as long as the student was enrolled on the snapshot date.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Note: Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Select All from the pop-up menu. To clear all checkboxes, choose Clear All.
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. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to running report. |
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. |
Reporting snapshot date | Enter a snapshot date to create the student selection – students must be enrolled in the school on the snapshot date. Note: If the snapshot is left blank, then the current date is used as the snapshot date. The report determines the current date based on the Date setting on the PowerSchool database server. |
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.
Data Element | Description | [Table]FieldName |
SchoolID | The internal ID of the school associated with the course or program enrollment. | [CC]SchoolID [SpEnrollments]SchoolID |
Student Number | The student’s locally assigned identifier. | [Students]Student_Number |
Last Name | The student’s preferred last name. | [Students]Last_Name |
First Name | The student’s preferred first name. | [Students]First_Name |
| Legal Last Name | The student's legal last name. | [StudentCoreFields]PSCore_Legal_Last_Name |
| Legal First Name | The student's legal first name. | [StudentCoreFields]PSCore_Legal_First_Name |
Entry Date | The student’s entry date for the course or program enrollment. | [CC]DateEnrolled [SpEnrollments]Enter_Date |
Exit Date | The student’s exit date for the course or program enrollment. | [CC]DateLeft [SpEnrollments]Exit_Date |
Membership Value | The student’s calculated membership value for the course or program enrollment. Course membership is determined by summing the number of in-session school days that occur between the student’s entry and exit date in the course. Calendar days must be selected as “School In-Session [X]" on the Calendar Setup page. Program membership is determined using the following calculation: Round (Student’s Membership Days * Membership Share) * (180/In-Session School Days)) First, the report divides a constant value of 180 by the number of in-session days in the school year. This determines the number of days in the school year adjusted for the 180-day rule. Second, the report multiples the student’s membership share by their actual membership days to determine their prorated membership days. Finally, the report multiples the student’s prorated membership days by the adjusted in-session school days for the school year. | [SpEnrollments]Enter_Date [SpEnrollments]Exit_Date [Students]Membershipshare |
Course/Program Name | The name of the course or program. | Course: [Courses]Course_Name Program: [Gen]Name where [Gen]Cat=specprog |
| Vocational Multiplier | The Vocational Multiplier value for a given course enrollment. Note
| [S_UT_SEC_X]VocMul |
Record Type | Indicates whether the record is for a course enrollment or a program enrollment. Valid values:
| N/A |