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Student Enrollments

This category carries information about student school enrollments and withdrawal information. The Student Enrollments category includes the following data views and resources:

Student Schools

This view captures student enrollments in schools in the current year as published in the studentSchoolAssociation resource. The layout includes the School Name, Student Number, Student Name, Grade Level, Entry Date, Exit Date, State Student Number, Last Publish Date, and the Publishing ID.

studentSchoolAssociation

This association represents the school in which a student is enrolled.

Primary PowerSchool Source Data

  • [Students]
  • [ReEnrollments]
  • [S_WI_STU_X]
  • [S_WI_REN_X]

Selection Criteria

Records are published if the following criteria are met:

  • The school must not be excluded from state reporting.
  • The school must have an Ed-Fi State School number.
  • The school must have a WISEdata Reporting option.
  • The student must not be excluded from state reporting.
  • A student record has been published for the student.
  • The studentUniqueId (Wisconsin Student Number/WISEid) must be populated in PowerSchool.
  • The student must have at least one school enrollment with an Entry Date that falls on or within the date range defined by [Terms]FirstDay and [Terms]LastDay of the year for the Term selected in the PowerSchool UI.
  • The enrollment exit date is greater than the entry date.

Resource Output

  • A separate studentSchoolAssociation record is published for each student and school enrollment reflected in the [Students] and [Reenrollments] tables based on the year for the Term selected in the PowerSchool UI.
  • If the student is or was enrolled in a single school, one record is published.
  • If the student was enrolled in a single school, withdrew, and later re-enrolled in the same school, two records are published.
  • If the student was enrolled in multiple schools, a record is published for each enrollment.
  • The studentSchoolAssociation resource is dependent on the prior publishing of the following resources: student.

Note: After a student record is uploaded, it cannot be modified until a studentSchoolAssociation record has been uploaded for the same student.

    • This establishes a relationship between the school, the associated LEA, and the student.
    • The LEA then has permission to modify the previously uploaded Student record.
    • LEAs and Schools may upload (publish) data to the ODS in real time or on-demand (“Run Now” button).

    Note: Click Export to export the data collection results to an Excel spreadsheet.

    Data Element

    Description

    [Table]Data Type

    Stored in [Table]Field

    Req’d

    schoolReference  

    A reference to the related school resource.

    		R

    schoolID

    The school enrolling the student.

    Integer

    SchoolId downloaded from State

    Derived from:

    [S_WI_SCH_X]EdFi_StateSchoolNumber, or if this field is blank then

    [Schools]Alternate_School_Number] (if set)

    Otherwise, [Schools]School_Number

    R

    schoolYearTypeReference

    The school year associated with the student’s enrollment, recorded as the later calendar year of the school year. For example, 2017-2018 school year is recorded as 2018.

    String

    [Terms]YearID

    R

    studentReference

    A reference to the related student resource.

    		R

    /studentUniqueId

    The student enrolled in the school.

    Integer

    [Students]State_StudentNumber

    R

    entryDate

    The month, day, and year on which an individual enters and begins to receive instructional services in a campus.

    Date

    [S_WI_STU_X]WSLS_EnrollmentDate (current, override)

    [Students]EntryDate (current)

    [ReEnrollments]EntryDate (historical)

    R

    entryGradeLevelDescriptor

    The grade level or primary instructional level at which a student enters and receives services in a school or an educational institution during a given academic session.

    String

    [Students]Grade_Level (current)

    [ReEnrollments]Grade_Level (historical)

    • -8: ‘K3’
    • -7 to -2: ‘PK’
    • -1: ‘K4’
    • 0: ‘KG’
    • Other grade levels:  the student’s grade level in PowerSchool

    R

    repeatGradeIndicator

    An indicator of whether the student is enrolling to repeat a grade level, either by failure or an agreement to hold the student back.

    Note: This element is only published for public schools.

    *repeatGradeIndicator is required if [S_WI_STU_X]CompletedSchoolTerm = Y.

    Boolean

    [S_WI_STU_X]PromotionHigherGrade

    [S_WI_REN_X]PromotionHigherGrade (historical)

    • Y: 'True'
    • Otherwise: 'False'

    Only published if one of the following is true:

    [S_WI_STU_X]CompletedSchoolTerm = Y

    Or

    [Students]ExitCode = HSC

    Or

    [Students]ExitDate is less than full year term end date by no more than seven days.

    O*

    exitWithdrawDate

    The month, day, and year of the first day after the date of an individual's last attendance at a campus (if known), the day on which an individual graduated, or the date on which it becomes known officially that an individual left school.

    * This element is required if applicable; otherwise, it is excluded from publishing.

    Date

    [Students]ExitDate (current)

    [ReEnrollments]ExitDate (historical)

    O*

    exitWithdrawTypeDescriptor

    Describes the circumstances which a student exited from membership in an educational institution.

    * This element is required if applicable; otherwise, it is excluded from publishing.

    String

    [S_WI_STU_X]ExitType (current)

    [S_WI_REN_X]ExitType (historical)

    O*

    primarySchool

    Indicates if a given enrollment record should be considered the primary record for a student. If omitted, the default is true.

    Boolean

    [S_WI_STU_X]Primary_Service_Provider

    [Students]MembershipShare

    If Primary_Service_Provider = 0, or MembershipShare < 0.5:  ‘False’; else, ‘True’.

    R

    wiDpiStudentSchoolAssociationO

    /wiDpiSsaProgramScheduleType

    An indicator of school day schedule for four-year-old and five-year-old Kindergarten.

    String

    Derived from:

    [S_WI_STU_X]Program_Schedule

    [S_WI_REN_X]Program_Schedule(historical)

    If [S_WI_STU_X ] Program_Schedule (or [S_WI_REN_X ] Program_Schedule for historical data) equals the following codes, then the value published is the associated short description.

    50K4N: ‘437 Hours K4 No Outreach’

    50K4: ‘437 Hours K4 With Outreach’

    50KG: ‘Half-day KG’

    60K4: ‘524.5 Hours K4 With Outreach’

    60KG: ‘3-Day Per Week KG’

    80KG: ‘4-Day Per Week KG’

    100KG: ‘5-Day Per Week KG’

    VARKG: ‘Blended KG Program’

    O

    studentSchoolAssociation (SSA) 

    Note: This is for School Year 23-24 and above only.

    residencyStatusDescriptor

    Indicates the residency status descriptor

    Note: 

    When publishing Student School Association, the Enrollment Type Descriptor will be publishing value 'M' if the Pupil Count Resident Reduction or Non-Resident Reduction field value is updated as R-OUTSIDEAGE.

    Also, the Receiving Services element will be populating new values M-3FS & M-2FJ and Residency Status will be publishing the Pupil Count Resident Reduction or Non-Resident Reduction field value. If the Pupil Count Resident Reduction or Non-Resident Reduction field value is blank, then the default value 'R' will be published for Residency Status.


    S_WI_REN_PI1563_X or S_WI_STU_PI1563_X

    Fields:
    NonRes_Reduct
    Resident_Reduct


    begin dateIndicates the first day of Student Enrollment. It should match the entry date.Date[Students]EntryDate
    [ReEnrollments]EntryDate
    endDateIndicates the last day of Student Enrollment.  It should match the exit date.Date[Students]ExitDate
    [ReEnrollments]ExitDate
    fullTimeEquivalencyFTE will be calculated based on the Enrollment and the Grade level of the Student.

    Grade Level

    FTE

    Logic

    Pre School (Age 3,4,5 in PK with IEP)

    0.5

    Any enrollment record with a grade level of -6, -5, -4, -2

    4 years old and enrolled in K4 program

    0.5

    [S_WI_STU_X or S_WI_REN_X] Program_Schedule = 50K4n

    4 years old and enrolled in K4 program

    0.6

    [S_WI_STU_X or S_WI_REN_X] Program_Schedule IN (50K4, 60K4)

    5 yr old KG 5 full days

    1.0

    [S_WI_STU_X or S_WI_REN_X] Program_Schedule = 100KG

    5 yr old KG 4 full days

    0.8

    [S_WI_STU_X or S_WI_REN_X] Program_Schedule = 80KG

    5 yr old KG 3 full days

    0.6

    [S_WI_STU_X or S_WI_REN_X] Program_Schedule = 60KG

    5 yr old KG 1/2 day

    0.5

    [S_WI_STU_X or S_WI_REN_X] Program_Schedule = 50KG

    5 yr old KG Blended

    'NULL' (blank)

    [S_WI_STU_X or S_WI_REN_X] Program_Schedule = VARKG

    Home School Student or Private Enrolled student

    0.25-0.5

    If [S_WI_STU_PI1563_X or S_WI_REN_PI1563_X] Resident_Reduct = R-HOME OR R-PRIVATE or Non_Resident_Reduct = NR-HOME, then see if student is enrolled in 1 or more classes during enrollment dates. If 1 class, then use 0.25. If 2 or more classes, then 0.5

    Grade levels 1-12

    1.0



    partTimeInstructionalMinutesPart Time Instructional Minutes will be the Total minutes from the bell Schedule for a maximum of 2 classes.
    		Published only for students where [S_WI_STU_PI1563_X or S_WI_REN_PI1563_X] Resident_Reduct = R-HOME or R-PRIVATE, or Non_Resdient_Reduct = NR-HOME. Should be total minutes from the bell schedule for a max of 2 classes.
    residentLocalEducationAgencyReference / localEducationAgencyIdIndicates the District of Residence value, which most likely will be different from the current district.
    		[Students]DistrictOfResidence

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    Student Schools Extended

    This view captures information about transfer students, the private school choice participation services a student is receiving, and student attendance information as published in the StudentSchoolAssociationWisconsinExt resource within the Student Enrollment category. The layout includes the School Name, Student Number, Student Name, Grade Level, Private School Choice Participation, Receiving Services, Transfer District, and Transfer School, along with Actual Days Attendance, Possible Days Attendance, Completed School Term indicator, Entry Date, Exit Date, Wisconsin Student Number, Last Publish Date, and the Publishing ID.

    studentSchoolAssociationWisconsinExt

    This resource captures the indicators for students’ private school choice participation services on the September count date, along with aggregate attendance information.

    Primary PowerSchool Source Data

    • [Students]
    • [ReEnrollments]
    • [S_WI_STU_X]
    • [S_WI_REN_X]
    • [S_WI_SEN_X]
    • [Attendance]
    • [Attendance_Conversion_Items]
    • [Attendance_Code]

    Selection Criteria

    Records are published if the following criteria are met:

    • The school must not be excluded from state reporting.
    • The school must have an Ed-Fi State School number.
    • The school must have a WISEdata Reporting option.
    • The student must not be excluded from state reporting.
    • A student record has been published for the student.
    • The studentUniqueId (Wisconsin Student Number/WISEid) must be populated in PowerSchool.
    • The student must have at least one school enrollment with an Entry Date that falls on or within the date range defined by [Terms]FirstDay and [Terms]LastDay of the year for the Term selected in the PowerSchool UI.
    • The enrollment exit date is greater than the entry date.

    Resource Output

    • A separate studentSchoolAssociationWisconsinExt record is published for each student and school enrollment that meets the selection criteria.
    • The published data reflects the [Students] and [Reenrollments] records based on the year for the Term selected in the PowerSchool UI.
    • If the student is or was enrolled in a single school, one record is published.
    • If the student was enrolled in a single school, withdrew, and later re-enrolled in the same school, two records are published.
    • If the student was enrolled in multiple schools, a record is published for each enrollment.
    • Aggregate attendance data including Actual Days Attendance and Possible Days Attendance is calculated using [Students]MembershipShare as the student’s FTE.
    • The receiving service array indicates whether students were receiving services on the September count date (all students) and on the October count date (Special Ed students only).
    • The studentSchoolAssociatioWisconsinExt resource is dependent on the prior publishing of the following resources: student and studentSchoolAssocation.
    • LEAs and Schools may upload (publish) data to the ODS in real-time or on-demand (“Run Now” button).

    Note: Click Export to export the data collection results to an Excel spreadsheet.

    Data Element

    Description

    [Table]Data Type

    Stored in [Table]Field

    Req’d

    expectedTransferEducational
    OrganizatonReference

    The agency (district or CMO) the student is expected to transfer in cases where the subsequent enrollment has not yet occurred but the expected transfer district is known. This property is necessary because some districts fail to submit enrollment in a timely manner and/or a district has issued a second id for a student even though they already have one. This process helps identify the issues. Once the property is gathered, it is used to notify the receiving district to prevent 'lost or unclaimed' dropouts.

    Integer

    [S_WI_STU_X]ExpectedTransferDistrict

    [S_WI_REN_X]ExpectedTransferDistrict

    R

    expectedTransfer
    SchoolReference

    The expected school the student is expected to transfer in cases where the subsequent enrollment has not yet occurred but the expected transfer school is known. This is captured for the same reason as expectedTransferEducationOrganizationReference but provides an additional level of detail.

    Integer

    [S_WI_STU_X]ExpectedTransferSchool

    [S_WI_REN_X]ExpectedTransferSchool

    R

    schoolReference  

    A reference to the related school resource.

    		R

    /schoolID

    The school enrolling the student.

    Integer

    SchoolId downloaded from State

    Derived from:

    [S_WI_SCH_X]EdFi_StateSchoolNumber, or if this field is blank then

    [Schools]Alternate_School_Number] (if set)

    Otherwise, [Schools]School_Number

    R

    studentReference

    A reference to the related student resource.

    		R

    /studentUniqueId

    The student enrolled in the school.

    Integer

    [Students]State_StudentNumber

    R

    entryDate

    The month, day, and year on which an individual enters and begins to receive instructional services in a campus.

    Date

    [Students]EntryDate (current)

    [ReEnrollments]EntryDate (historical)

    R

    completedSchoolTerm

    Indicates whether a student completed the school term during the school enrollment period. It is collected for every student enrollment record and is not related to graduation. A student could have more than one enrollment record for a school year.

    Boolean

    Derived from:

    Current

    [S_WI_STU_X]CompletedSchoolTerm

    [Students]Exit_Code

    [Students]Exit_Date

    Historical

    [S_WI_REN_X]CompletedSchoolTerm

    [Reenrollments]Exit_Code

    [Reenrollments]Exit_Date

    Business Logic

    Determined in the following order:

    • If Completed School Term not blank, then Completed School Term (‘Y’ or ‘N’)
    • If Exit Code = HSC: ‘Y’
    • If Exit Date is greater than the last day of the school term, or precedes this date by 7 days or less: ‘Y’
    • Else: ‘N’

    R

    actualDaysAttendance

    Aggregate value that captures the actual days in attendance for a student; may be published as a decimal.

    Number

    Calculated based on:

    [Attendance]

    [Attendance_Conversion_Items]

    [Students]MembershipShare

    [Reenrollments]MembershipShare

    Default value: '0'

    R

    possibleDaysAttendance

    The aggregate value that captures the possible days in attendance for a student; may be published as a decimal.

    Number

    Calculated based on:

    [Students]EntryDate

    [Students]ExitDate

    [Students]MembershipShare

    [Reenrollments]EntryDate

    [Reenrollments]ExitDate

    [Reenrollments]MembershipShare

    [Attendance_Conversion_Items]

    Default value: '0'

    R

    privateSchoolChoice
    ProgramParticipant

    Indicates whether a student is a private school choice student or not.

    Note: This element is only published for Choice schools.

    Boolean

    [S_WI_STU_X]Choice_Program_Participant

    1: ‘true’; else, ‘false’

    R

    receivingServices – studentSchoolAssociationWinsconsinExtReceivingService array (0-many)

    O

    /countDateNameType

    The count date name for the student status, for example, 3rd Fri Sept.

    String

    September Count: applies to all students

    [S_WI_STU_X]CountDateStatus

    [S_WI_REN_X]CountDateStatus

    If the September Count Date Status is not blank, '3rd Fri Sept’ is published; otherwise, the element is excluded from publishing.

    October Count: applies to Special Ed students only, does not apply to Choice schools

    [S_WI_SEN_X]Primary_Disability

    [Students]DisabilityCode

    [Reenrollments]DisabilityCode

    [S_WI_STU_X]SE_CountDate_Status

    [S_WI_REN_X]SE_CountDate_Status

    If the Disability Code is not N or blank, and the October Special Ed Count Date Status is not blank, ‘Oct 1st’ is published; otherwise, the element is excluded from publishing.

    R

    /countDateReceiving
    ServiceType

    The status of the student during the specific count date, for example, Present, Absent, or Not Receiving Services.

    String

    September Count: applies to all

    [S_WI_STU_X]CountDateStatus

    [S_WI_REN_X]CountDateStatus

    This element is published along with the September Count Date Name.

    October Count: applies to Special Ed students only, does not apply to Choice schools

    [S_WI_SEN_X]Primary_Disability

    [Students]DisabilityCode

    [Reenrollments]DisabilityCode

    [S_WI_STU_X]SE_CountDate_Status

    [S_WI_REN_X]SE_CountDate_Status

    If the Disability Code is N or blank, the element is excluded from publishing.

    Valid values:

    • 'Present'
    • 'Absent'
    • 'Not receiving services

    R

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