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C - School Student File 2021-2022

Introduction

The School Student file includes a record with enrollment data for each student enrollment within the current school year. If a student has multiple school enrollments during the school year, then multiple records are submitted for that student. Entry and exit dates may not overlap for individual students.

Calculate Unexcused Absence

The Refresh Attendance Tracking Data report must be processed before the School Student file to verify the attendance data is up to date. Verify that the Refresh Attendance Tracking Data report has successfully completed.

PS_AdaAdm_Defaults_All - This is a reporting view. This view supports ADA/ADM calculation using default settings for all valid attendance mode and conversion mode combinations.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis of report results when the report does not return the correct records.

Student Selection

The report selects records from the [Students] and [ReEnrollments] tables based on the following criteria:

  • The student's school Entry Date must be on or before the last day of the current school year.
  • The student's school Exit Date must be on or after the first day of the current school year.
  • The student must not be excluded from state reporting.
  • The student must not be excluded from CEDARS reporting.
  • The student's school must not be excluded from state reporting.

Report Input

For help with report navigation and generation, 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 meets 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.

The All Schools option is only available when running the report from the District Office.

Current Selection Students

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.

If you are running the report for a single student, or a group of students, select the students before running the report.

School YearChoose the year for which to run the report.

Scheduling

Select Schedule to run the report on a specific date and time. Default is Run Now.

Report Output

Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.

Item

Data Element

Description

[Table]FieldName

Required

Field Type

Length

C01

School Year

The four-digit year in which the school year ends.

[Terms]LastDay

Determined by the School Year report selection parameter.

Yes

Char

4

C02

Serving County District Code

The serving county district code for the district submitting the data. Use leading zeroes where necessary.

[Prefs]Value

[Prefs]Name=districtnumber

Yes

Char

5

C03

District Student ID

The student identifier assigned by the district to the student.

[Students]Student_Number

Yes

VarChar

50

C04

State Student ID (SSID)

The identifier assigned to each WA public school student by OSPI.

Rule: This field is not required if the student has not yet been assigned an SSID.

[Students]State_StudentNumber

Con

Char

10

C05

Location ID

The Location ID for the school. The school number is reported.

[Schools]School_Number

Derived from:

[Students]SchoolID, [ReEnrollments]SchoolID, or [CC]SchoolID

Yes

VarChar

4

C06

Date Student Enrolled in School

The date on which the student began school, reported in the format MM/DD/YYYY.

Rules:

  • The Annual Measurable Objectives (AMOs) half year enrollment requirement is calculated using Element C06 and Element C08 –Date Student Exited from School.
  • Remote enrollments are included in the file.

[Students]EntryDate

[ReEnrollments]EntryDate

[CC]DateEnrolled (Remote course enrollments)

Yes

Date

10

C07

School Entry Code

The student's entry code, identifying the type/reason for entry.

[Students]EntryCode

[ReEnrollments]EntryCode

No

VarChar

60

C08

Date Student Exited from School

The date the student withdrew from the school; i.e. graduated or moved to a different school.

Rules:

  • Data Element B15 (Date Exited from District) should be reported if the student also exited the district.
  • This field is only reported if the student's Withdrawal/Exit code is populated for the same enrollment.
  • The value must be greater than C06.
  • For no-show students, the Exit Date will match the Entry Date in all cases.
  • Remote enrollments are included in the file.

[Students]ExitDate

[Students]ExitCode (Not Blank)

[ReEnrollments]ExitDate

[ReEnrollments]ExitCode (Not Blank)

[CC]DateLeft (Remote course enrollments)


This field will be blank if 'exit code' is not blank and not marked as 'included in CEDARS'.

Con

Date

10

C09

School Withdrawal Code

The student's exit code, which is used to identify the type/reason for student withdrawal.

Rule: This field is required if element C08 is reported.

If a T1 exit code is entered in PowerSchool, the exit code is reported as T0 if the student was exited and re-enrolled due to a grade level change (required by the state).

[Students]ExitCode

[ReEnrollments]ExitCode


This field will be blank if 'exit code' is not blank and not marked as 'included in CEDARS'.

Con

VarChar

2

C10

Is this the School that is Primarily Responsible for the Student?

Indicates whether this school has primary responsibility for the student.

Default value: Y – Yes

[S_WA_STU_X]PrimarySchool

[S_WA_REN_X]PrimarySchool

Yes

Char

1

C11

School Choice Code

Indicates whether the student attends the school due to the school choice option as defined by NCLB, Section 1116(b)(1)(E).

[S_WA_STU_X]SchoolChoice

[S_WA_REN_X]SchoolChoice

Yes

Numeric

2

C12

Cumulative Days Present this Enrollment Period

The cumulative number of days the student was present for this enrollment.

Calculated.

Review additional information about troubleshooting attendance and average daily attendance.

Yes

Numeric

3

C13

No longer an active data element.

Formerly Cumulative Number of Unexcused Absences this Enrollment Period

Beginning with the 2012-2013 school year this element is no longer an active data element.

This position in the extract is now filler (null).

N/A

N/A

N/A

N/A

C14Confirmed Transfer In

Identifies where the student transferred in from when entering a school.

Valid Values:

  • 1 – Transfer in from outside of Washington state
  • 2 – Transfer in from private-school in Washington state
  • 3 – Transfer in from home-school in Washington state

[S_WA_REN_X]ConfirmedTransfer

[S_WA_STU_X]ConfirmedTransfer

YesChar1
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