Principal's Report to Superintendent

Contents

Report Description

This report produces a PDF extract with the calculated student enrollment and attendance information for a month and Year To Date. The totals are split into three categories: Last Month, This Month, and Total-to-Date.

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] or [ReEnrollments] tables based on the following criteria:

The student must not be excluded from state reporting.
The student’s school must not be excluded from state reporting.
If the current school is excluded from state reporting, then no totals will be calculated.
Totals will be calculated based on students who were enrolled sometime during the start of school and the end of the reporting period.
Any student that is enrolled before the first day of the calendar will be included in the report, but will be flagged in red on the Student Detail portion of the report.
Refresh Premier Attendance Views Data Report (If student attendance was updated the day you are running the Principal’s Report to Superintendent).
Refresh Attendance Tracking Data report (If student attendance was updated the day you are running the Principal’s Report to Superintendent).

Comments

General

The report will automatically include both Monthly and YTD totals.
Data will be reported from the First In-Session day of the School Year to the Last Day of the Month being reported. Each school MAY have a different starting day, and the report will be able to handle that.
The Reporting Month End Date entered must be the last day of the Month you want to summarize. It is assumed that the Month reported starts on the first day of the Month, so that date does not have to be entered.
If you select 'Yes' for the option "Use Student Percent Apportionment to calculate Attendance/Membership?", the student's Percent Apportionment will be used to adjust the Days Present, Absent, and Membership in lines 7,8,9, and thus also 10,11,12.

Summary output (first page)

For parts #1 through #6, the totals given will be for "Last Month", "This Month", and "To Date". The "To Date" (YTD) totals INCLUDE the totals given under "This Month" and "Last Month". For example, if you have two R3's and four R2's, then R3's=2 and All R's=6.
Part #7 Aggregate days of Attendance is dependent upon the question on the report submission page > Use Student Percent Apportionment to calculate Attendance/Membership.
Part #8 - Aggregate days of Absence is dependent upon the question on the report submission page > Use Student Percent Apportionment to calculate Attendance/Membership.
Part #9 - Aggregate days of Membership is dependent upon the question on the report submission page > Use Student Percent Apportionment to calculate Attendance/Membership.
For parts #10, 11, 12, the calculation is shown on the report. For example, line 11a shows that the calculation results from line 9a divided by Days Taught for that month.

Average Days of Attendance = Aggregate Days Present divided by Days Taught
Average Days of Membership = Aggregate Days Membership divided by Days Taught
Percent Attendance = Aggregate Days Present divided by Aggregate Days Membership

For part #13, the total given is the Enrollment to Date (E's plus R3's).
Part #14 is Dependent upon the question located on the report submission page > Use Student Percent Apportionment to calculate Total Membership (line 14)? If No – the value will extract as a whole number. If Yes the value will extract as apportionment amount.

Student Detail output (subsequent pages)

If sort by Gender:
Each "cell" of the summary section shows the corresponding list of students making up that summary total, which are numbered for ease of reconcilement. For example, if there are 4 Boys and 3 Girls under R3, you will see Boys #1 through 4 followed by Girls #1 through 3.
If sort by Grade Level:
The Student Detail will be sorted by Grade Group (Ele/Sec/Ungr/PG), then Grade Level, then by Name. There will be no numbering of the students since the list no longer corresponds to the Summary page (first page). This sorting option may be useful if using lists of students by grade level to cross-check against.

Error Handling

The following data errors will be indicated in red on the Student Detail portion of the report:

Students with an Entry Date that occurs prior to 7/1 of the School Year.
Students with an FTE that is blank or points to the incorrect School Year.
Students with no Entry Code will be treated as E - Other.
Students with no Gender.

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Report Input

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

Field	Description
Select Schools*	Choose one of the following: Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list. All Schools – Includes all student records on the PowerSchool server that meet selection criteria. Note: The All Schools option is only available when running the report from the District Office.
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.
Select School Year*	From the pop-up menu select the school for which the report is run.
Reporting Month End Date	This must be the last day of the Month you want summarized.
Use Student Percent Apportionment to calculate Attendance/Membership (lines-9)	Use this option if you have populated the Percent Apportionment field on the students > Edit Current Enrollment.
Include No Show Students (those whose Exit Date Equals Entry Date)?	Choose Yes to include no show students.
Do you want to treat 8^th graders as Elementary rather than Secondary?	Choose Yes to include list 8^th grades within the elementary section of the report.
Do you want to treat Pre-Kindergarten as Elementary rather than Secondary?	Choose Yes to treat Pre-Kindergarten students as elementary students.
Sort Student Detail By*	To display
Scheduling	Run Now Schedule
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 date and time widgets to schedule the report to be run at a specific hour and minute. Example: 7/29/2008 @ 10 AM : 05.
Select the school year for which to run report	Use the dropdown to select the school year for the report.
Reporting Month End Date This must be the last day of the Month you want summarized.	Enter the report end date. Enter the last day of the month you want summarized.
Use Student Percent Apportionment to calculate Attendance/Membership (lines 7 - 9)?	Choose whether to use the part-time or full-time status assigned to some students in the membership calculation for those students. If you select Yes, the report will use the Percent Apportionment field on the student’s Enrollment record for attendance calculations instead of the default which is 1.0.

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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.

Note: The totals are split into three categories: Last Month, This Month, and Total--to-Date.

Item #	Data Element	Description	[Table]FieldName
1	Original Entries E1’s	The number of students by gender and grade level with an entry code that starts with E1. This value is extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[Students]EntryCode [ReEnrollments]EntryCode
2	Original Entries E2’s	The number of students by gender and grade level with an entry code that starts with E2. This value is extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[Students]EntryCode [ReEnrollments]EntryCode
3	Original Entries E’s	The number of students by gender and grade level with an entry code that starts with E. This value is extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[Students]EntryCode [ReEnrollments]EntryCode
4	Original Re-Entries R3’s	The number of students by gender and grade level with an entry code that starts with R3. This value is extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[Students]EntryCode [ReEnrollments]EntryCode
5	Original Re-Entries R’s	The number of students by gender and grade level with an entry code that starts with R. This value is extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[Students]EntryCode [ReEnrollments]EntryCode
6	Original Withdrawals W’s	The number of students by gender and grade level with an exit code that starts with W. This value is extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[Students]ExitCode [ReEnrollments]ExitCode
7a	Month Aggregate Days of Attendance	The aggregate days of attendance by gender and grade level for the Month being reported. This value is calculated by totaling the days of attendance for each student during the Month.	[Attendance]StudentID [Attendance]Att_Date
8a	Month Aggregate Days of Absence	The aggregate absent attendance days by gender and grade level for the Month being reported. This value is calculated by totaling the absent days for each student during the Month.	[Attendance]StudentID [Attendance]Att_Date
9a	Month Aggregate Days of Membership	The aggregate days of membership by gender and grade level for the Month being reported. This value is calculated by totaling the number of membership days for each student during the Month.	[Students]EntryDate [Students]ExitDate [ReEnrollments]EntryDate [ReEnrollments]ExitDate
10a	Month Average Days of Attendance	The average days of attendance for the Month being reported. This field is calculated using the following formula: Aggregate days of attendance / Days Taught.	[Attendance]StudentID [Attendance]Att_Date [Calendar_Day]InSession=1 [Calendar_Day]Date
11a	Month Average Days of Membership	The average days of membership for the Month being reported. This field is calculated using the following formula: Aggregate days of membership / Days Taught.	[Students]EntryDate [Students]ExitDate [ReEnrollments]EntryDate [ReEnrollments]ExitDate [Calendar_Day]InSession=1 [Calendar_Day]Date
12a	Month Percent of Attendance	The percentage of students on this report who were present at the school during the Month being reported. This field is calculated using the following formula: (Aggregate days of attendance / Aggregate days of membership) *100.	[Attendance]StudentID [Attendance]Att_Date [Students]EntryDate [Students]ExitDate [ReEnrollments]EntryDate [ReEnrollments]ExitDate
7b	YTD Aggregate Days of Attendance	The aggregate days of attendance by gender and grade level for YTD. This value is calculated by totaling the days of attendance for each student YTD.	[Attendance]StudentID [Attendance]Att_Date
8b	YTD Aggregate Days of Absence	The aggregate absent attendance days by gender and grade level for YTD. This value is calculated by totaling the absent days for each student YTD.	[Attendance]StudentID [Attendance]Att_Date
9b	YTD Aggregate Days of Membership	The aggregate days of membership by gender and grade level for YTD. This value is calculated by totaling the number of membership days for each student YTD.	[Students]EntryDate [Students]ExitDate [ReEnrollments]EntryDate [ReEnrollments]ExitDate
10b	YTD Average Days of Attendance	The average days of attendance for YTD. This field is calculated using the following formula: Aggregate days of attendance / Days Taught.	[Attendance]StudentID [Attendance]Att_Date [Calendar_Day]InSession=1 [Calendar_Day]Date
11b	YTD Average Days of Membership	The average days of membership for YTD. This field is calculated using the following formula: Aggregate days of membership / Days Taught.	[Students]EntryDate [Students]ExitDate [ReEnrollments]EntryDate [ReEnrollments]ExitDate [Calendar_Day]InSession=1 [Calendar_Day]Date
12b	YTD Percent of Attendance	The percentage of students on this report who were present at the school YTD. This field is calculated using the following formula: (Aggregate days of attendance / Aggregate days of membership) *100.	[Attendance]StudentID [Attendance]Att_Date [Students]EntryDate [Students]ExitDate [ReEnrollments]EntryDate [ReEnrollments]ExitDate
13	Enrollment to Date	The number of students enrolled in the school during the reporting period (YTD) with an entry code that starts with E or R3. This field is calculated using the following formula: E's total to date + R3's total to date.	[Students]EntryCode [ReEnrollments]EntryCode
14	Membership to Date	The number of students enrolled in the school during the reporting period (YTD) with an entry code that starts with E or R, minus those students with an entry code that starts with W. This field is calculated using the following formula: (E's total to date + R's total to date) - W's Total to date.	[Students]EntryCode [ReEnrollments]EntryCode
Principal’s Detailed Report Specifications
	Student Name	The student's name is extracted from the Legal Name field in the Legal Identifications tab (Start Page > Student Selection > Virginia State Information > Legal Identifications (LID). The name is printed in the format, first name, middle name, last name. If the legal name field is blank, the name is extracted from Start Page > Student > Demographics. The name of each student included in the calculated attendance totals on this report.	[StudentCoreFields]PSCore_Legal_Last_Name [StudentCoreFields]PSCore_Legal_First_Name [StudentCoreFields]PSCore_Legal_Middle_Name, if unavailable [Students]LastFirst
	Student Number	The locally assigned student number, extracted from Start Page > Student > Demographics.	[Students]Student_Number
	Grp	The Grade Group referring to the four groups as shown on the summary page, namely Elementary, Secondary, Ungraded, and PostGrad.	Derived from the students grade level and the options selected on the runtime page. PK students may appear under Elementary or Ungraded depending on runtime option selected. 8^th Graders may appear under Elementary or Secondary depending on runtime option selected.
	Gender	The student's gender is extracted from the Gender field in the Legal Identifications tab (Start Page > Student Selection > Virginia State Information > Legal Identifications (LID). If the gender field is blank in the Legal Identification tab, the gender is extracted from Start Page > Student > Demographics. Valid values: Female = F Male = M Non - Binary = N	[StudentCoreFields]Legal_Gender, if unavailable [Students]Gender
	Grade	The student’s grade level, extracted from Start Page > Student > Transfer Info > Edit Enrollment. If the Virginia specific Grade Level Code field is populated with JK, PK, KA, KP, KG, T1, PG, TT, then that value is reported. If the students grade level is 0, then KG is reported. If the students grade level is < 0, then PK is reported. Otherwise, the Grade Level is reported.	[S_VA_STU_X]State_Grade_Code [Students]Grade_Level [ReEnrollments]Grade_Level [S_VA_REN_X]State_Grade_Code
	Entry Date/Code	The student’s entry date and entry code, extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[Students]EntryDate [Students]EntryCode [ReEnrollments]EntryDate [ReEnrollments]EntryCode
	Exit Date/Code	The student’s exit date and exit code, extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[Students]ExitDate [Students]ExitCode [ReEnrollments]ExitDate [ReEnrollments]ExitCode
	Enr	If student counted in Enrollment To Date (line 13), a Y appears here.	calculated
	Mem	If student counted in Membership To Date (line 14), a Y appears here.	calculated
	Month Pres	The number of days each student was in attendance during the Month being reported.	[Attendance]Att_Date
	Month Abs	The number of days each student was absent during the Month being reported.	[Attendance]Att_Date
	Month Memb	The number of days the student was enrolled in the school during the Month being reported.	[Students]EntryDate [Students]ExitDate [ReEnrollments]EntryDate [ReEnrollments]ExitDate
	YTD Pres	The number of days each student was in attendance YTD.	[Attendance]Att_Date
	YTD Abs	The number of days each student was absent YTD.	[Attendance]Att_Date
	YTD Memb	The number of days the student was enrolled in the school YTD.	[Students]EntryDate [Students]ExitDate [ReEnrollments]EntryDate [ReEnrollments]ExitDate
	Apport	The student’s Pct Apportionment, extracted from Start Page > Student > Transfer Info > Edit Enrollment.	[S_VA_STU_X]PCT_APPORTIONMENT

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