Enrollment Data Extract

Contents

Report Description

This report is used to extract student data to indicate if students are considered eligible for free and reduced meals. Use this report as part part of the direct certification extract process.

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 not be excluded from state reporting.
The student must be enrolled in a school included in the report.
The student's school enrollment Exit Date must occur after the report start date.
The student's school enrollment Entry Date must occur on or before the report end date.

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Select Schools	Indicate which schools to include in the report by selecting from the following options: If sub-districts are not enabled: Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. All Schools – Run the report for the entire district. 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: The Selected [Number] Students Only – Run the report for students in the current selection. All Students – Run the report for all students in the current school or district that meet the selection criteria. Note: If running the report for a single student, or group of students, select the students prior to running report.
Report Start Date	Enter the start date for the report date range.
Report End Date	Enter the end date for the report date range.
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.

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	Field Type	Field Length	Begin / End Position
1	SFA ID	The four-digit number identifying the district for SFAs.	[Prefs]value where [Prefs]name=districtnumber	Numeric	4	1 / 4
2	Local Student Identifier	The student's unique identification number.	[Students]State_StudentNumber	Numeric	12	5 / 16
3	School/Site Number	The four-digit number identifying the school site where the student is enrolled.	[S_VA_STU_X]Responsible_School, if unavailable [Schools]Alternate_School_Number, if unavailable [Students]SchoolID	Numeric	4	17 / 20
4	Last Name	The student's last name. Note: If populated, the student's legal name overrides the student's preferred name.	[StudentCoreFields]PSCore_Legal_Last_Name [Students]LastName	Alpha	30	21 / 50
5	First Name	The student's first name. Note: If populated, the student's legal name overrides the student's preferred name.	[StudentCoreFields]PSCore_Legal_First_Name [Students]FirstName	Alpha	30	51 / 80
6	Middle Initial	The student's middle initial. Note: If populated, the student's legal name overrides the student's preferred name.	[StudentCoreFields]PSCore_Legal_Middle_Name [Students]Middle Initial	Alpha	1	81 / 81
7	DOB	The student's date of birth.	[Students]DOB	Numeric	10	82 / 91
8	Sex	The student's sex. Note: If populated, the student's legal gender overrides the student's preferred gender.	[StudentCoreFields]PSCore_Legal_Gender [Students]Gender	Alpha	1	92 / 92
9	Address1	The student's address line one.	[Students]Street	Alpha-numeric	30	93 / 122
10	Address2	The student's address line two (if applicable).	[Students]Street	Alpha-numeric	30	123 / 152
11	City	The student's city of residence.	[Students]City	Alpha	20	153 / 172
12	State	The student's state of residence.	[Students]State	Alpha	2	173 / 174
13	Zip Code	The student's zip code of residence.	[Students]Zip	Numeric	5	175 / 179
14	Parent / Guardian Last Name	The last name of the student's primary parent or guardian. This field extracts information from the Original Contact type field (Student Selection > Contacts). If that field is blank then the Relationship field is referenced. Only Mother or Father relationships are considered.	[StudentContactDetail]IsCustodial [Students]Mother [Students]Father	Alpha	30	180 / 209
15	Parent / Guardian First Name	The first name of the student's primary parent or guardian. This field extracts information from the Original Contact type field (Student Selection > Contacts). If that field is blank then the Relationship field is referenced. Only Mother or Father relationships are considered.	[StudentContactDetail]IsCustodial [Students]Mother [Students]Father	Alpha	30	210 / 239