Enrollment Reports

On this page:

When running enrollment reports, you can screen for students in special programs. If the students are in the selected program at any time during the specified period, they are included in the report results. For each report, you can check for possible conflicts to display any students with errors on their class enrollment dates.

Class Size Reduction Report

The Class Size Reduction report provides a day-to-day count of section enrollment over a specified period. When setting up the report, you can exclude students in a special program from the enrollment count. At least one course number must be entered to run the report. To display detailed enrollment per section, see Run the Enrollment by Section Report.

  1. On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
  2. On the System tab, click Class Size Reduction Report. The Class Size Reduction Report page appears. The upper portion of the page displays the report's name, version number, description, and comments.
  3. Use the following table to enter information in the fields:

    Field

    Description

    Reporting Segment or Begin Date and Ending Date

    Select which date range to use for this report:

    • Reporting Segment: Choose a reporting segment from the pop-up menu. For more information about reporting segments, see Reporting Segments.
    • Begin Date and Ending Date: Specify a date range in the blank fields using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

    Note: The date must fall within the selected school year term.

    Processing Options

    Select a time to run the report:

    • Choose In Background Now to execute the report immediately in the background.
    • Choose ASAP to execute the report in the order it is received in the Report Queue.
    • Choose At Night to execute the report during the next evening.
    • Choose On Weekend to execute the report during the next weekend.
    • Choose On Specific Date/Time to execute the report on the date and time specified in the Specific Date/Time fields.

    After submitting this report, it will be processed in the report queue. On the navigation bar, click the Report Queue button. The Report Queue - My Jobs page displays all your reports.

    Specific Date/Time

    If you selected the On Specific Date/Time processing option, enter the date to scan using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

    Use the pop-up menus to indicate hour and minute.

    Data to be filled

    In this section, select the checkbox next to the following filter fields to save the settings as defaults. From the pop-up menu, choose Set All to select all checkboxes and Reset All to remove all checkboxes next to the following fields.

    Exclude counts for students enrolled in this Special Program

    Use the pop-up menu to indicate any special program you want to exclude from being counted. Students will not be included in the class size counts for each day that they are enrolled in the specified special program.

    Sort By

    Select the sort order:

    • Course Number
    • Teacher Name

    Include only these Course Numbers

    Enter the course numbers. Separate multiple courses with commas.

    Include/Exclude Section Numbers

    Select whether you want to exclude or include any sections.

    Section Numbers

    Enter the section numbers to be included or excluded. Separate multiple sections with commas. Use a blank field to scan all sections.

    Check for possible conflicts

    Click to display any students with errors on their class enrollment dates.

    The report will break to a new page for each

    Use the pop-up menu to indicate whether you want to break the report across pages by Month or Reporting Segment.

  4. Click Submit. The report queue appears.
  5. Click View once the report is completed.

    Note: Click Refresh to update the status of the report.

    The page displays a PDF file of the report. Thoroughly review it to verify that the formatting and content are correct. If the report provides the data you need and is formatted properly, print it from this page or save it to another application. For more information, see Run, Print, and Save Reports.

    The following information appears in the output file:

    Column Name

    Description

    [Blank]

    Row counter.

    Teacher

    The teacher’s name in last, first format.

    Course

    The course number for the class.

    Section

    The section number for the class.

    Grade

    The grade level associated with the section.

    [Month, Cycle Day, Day of Week, Day of Month]

    Each column represents an in session day in the school calendar. The number is the size of the class on each date.

    Avg

    The average class size for the entire date range of the report.

    Note: This column only appears after the very last date in the report date range. It may not appear on each page, especially if the option to have a page break for each month is selected.

Enrollment by Grade Report

Use the Enrollment by Grade report to generate a summary of accumulated student enrollment by grade level.Enrollment by Grade Report

  1. On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
  2. On the System tab, click Enrollment by Grade. The Enrollment by Grade Report page appears.
  3. Use the following table to enter information in the fields:

    Field

    Description

    School

    The selected school appears.

    Reporting segment

    Use the pop-up menu to choose the reporting segment. For more information about reporting segments or to create a reporting segment, see Reporting Segments.

    Grades

    Select the checkboxes of the grade levels you want to scan, or leave all the checkboxes blank to scan all grade levels.

    Special Programs

    Select the checkboxes of the special programs you want to exclude, or leave all the checkboxes blank to include students in all special programs.

  4. Click Submit. The report queue appears.
  5. Click View once the report is completed.
    Note: Click Refresh to update the status of the report.
    The page displays a PDF file of the report. Thoroughly review it to verify that the formatting and content are correct. If the report provides the data you need and is formatted properly, print it from this page or save it to another application. For more information, see Run, Print, and Save Reports.

Enrollment by Section Report

This report provides current year enrollment statistics for class sections. To report on class size, see Run the Class Size Reduction Report.

  1. On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
  2. On the System tab, click Enrollment by Section. The Enrollment by Section page appears. The upper portion of the page displays the report's name, version number, description, and comments.
  3. Use the following table to enter information in the fields:

    Field

    Description

    Reporting Segment or Begin Date and Ending Date

    Select which date range to use for this report:

    • Reporting Segment: Choose a reporting segment from the pop-up menu. For more information about reporting segments, see Reporting Segments.
    • Begin Date and Ending Date: Specify a date range in the blank fields using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

    Note: The date must fall within the selected school year term.

    Processing Options

    Select a time to run the report:

    • Choose In Background Now to execute the report immediately in the background.
    • Choose ASAP to execute the report in the order it is received in the Report Queue.
    • Choose At Night to execute the report during the next evening.
    • Choose On Weekend to execute the report during the next weekend.
    • Choose On Specific Date/Time to execute the report on the date and time specified in the Specific Date/Time fields.

    After submitting this report, it will be processed in the report queue. On the navigation bar, click the Report Queue button. The Report Queue - My Jobs page displays all your reports.

    Specific Date/Time

    If you selected the On Specific Date/Time processing option, enter the date to scan using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

    Use the pop-up menus to indicate hour and minute.

    Data to be filled

    In this section, select the checkbox next to the following filter fields to save the settings as defaults. From the pop-up menu, choose Set All to select all checkboxes and Reset All to remove all checkboxes next to the following fields.

    Sort By

    Select the sort order:

    • Course
    • Teacher

    Course Numbers

    Enter the course numbers. Separate multiple courses with commas.

    Include/Exclude Section Numbers

    Select the option to exclude or include any sections.

    Section Numbers

    Enter the section numbers to be included or excluded. Separate multiple sections with commas. Use a blank field to scan all sections.

    Check for possible conflicts

    Click to display any students with errors on their class enrollment dates.

  4. Click Submit. The report queue appears.
  5. Click View once the report is completed.
    Note: Click Refresh to update the status of the report.
    The report appears. Thoroughly review it to verify that the formatting and content are correct. If the report provides the data you need and is formatted properly, print it from this page or save it to another application. For more information, see Run, Print, and Save Reports.
    The following information appears in the output file:

    Column Name

    Description

    Teacher

    The name of the teacher teaching the section (Last, First, Middle).

    Course Name

    The name of the course for the section.

    Section Number

    The number of the section.

    Grade

    The grade level associated with the current section.

    Begin Enrollment

    The student enrollment in the section as of the start date of the reporting period.

    Entries

    How many students were added to the section.
    Note: If a student enters the same section twice, it will count as two entries.

    Withdrawals

    How many students were withdrawn from a section.
    Note: If a student enters the same section twice, it will count as two entries.

    End Enrollment

    The enrollment at the end of the reporting period.

    Enrollment For Period

    The total number of enrollments for the reporting period.

    Enrollment To Date

    The current enrollment as of today.

    Aggregate Days Attended

    The number of days attended by all of the students enrolled in the section during the date range.

    Average Days Attended

    The average daily attendance (the number of days in the date range divided by the Aggregate Days Attended).

    Days Absent

    The number of days absent for the section during the reporting period.

    Days Off Track

    The number of off track days for the students enrolled in the section during the reporting period.

    Total Days not Enrolled

    The number of days students are not enrolled in this section; that is, students who are enrolled at some point during the year, but are not enrolled one or more days during the reporting period.

    Aggregate Days Belonging (Membership)

    The total membership for this section during the reporting period.

    Average Number Belonging (ADM)

    The Average Daily Membership for this section during the reporting period (Aggregate Days Belonging divided by the number of meeting days in the reporting period).

    Attendance Percent

    The percent of actual attendance out of the total potential attendance for the reporting period (Aggregate Days Attended divided by the Average Number Belonging).

Enrollment Summary by Date Report

This report is essentially the same as the Enrollment Summary except for the subtle difference in the order and options by which you generate the report. For further information, see Enrollment Summary.

Section Enrollment Audit Report

Use the Section Enrollment Audit report to detect possible section enrollment errors, such as a student who is enrolled in school but not in any classes.

  1. On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
  2. On the System tab, click Section Enrollment Audit. The Possible Conflicts for Section Enrollment Audit page displays any section enrollment errors.

School Enrollment Audit Report

Use the School Enrollment Audit report to detect possible school enrollment errors.

  1. On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
  2. On the System tab, click School Enrollment Audit. The Possible Conflicts for School Enrollment Audit page displays any student enrollment errors.

Vocational Courses Aggregate Membership Report

Use the Vocational Courses Aggregate Membership report to generate a list of vocational sections and their current membership totals.

  1. On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
  2. On the System tab, click Voc. Courses Agg. Membership. The Vocational Courses Aggregate Membership Report page appears. The upper portion of the page displays the report's name, version number, description, and comments.
  3. Use the following table to enter information in the fields:

    Field

    Description

    Lines per page

    Enter the number of data rows you want to appear on each page of the report.

    Starting Page Number

    Enter the page number on which you want the report to start.

    Processing Options

    Select a time to run the report:

    • Choose In Background Now to execute the report immediately in the background.
    • Choose ASAP to execute the report in the order it is received in the Report Queue.
    • Choose At Night to execute the report during the next evening.
    • Choose On Weekend to execute the report during the next weekend.
    • Choose On Specific Date/Time to execute the report on the date and time specified in the Specific Date/Time fields.

    After submitting this report, it will be processed in the report queue. On the navigation bar, click the Report Queue button. The Report Queue - My Jobs page displays all your reports.

    Specific Date/Time

    If you selected the On Specific Date/Time processing option, enter the date to scan using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

    Use the pop-up menus to indicate hour and minute.

  4. Click Submit. The report queue appears.
  5. Click View once the report is completed.
    Note: Click Refresh to update the status of the report.
    The resulting report displays the schedule of vocational courses and the number of students in each class. It also displays the number of membership days for the different classes. Proceed by doing one of the following:
    • Click a number of aggregate membership days to view an audit page.
    • Click an underlined number in the Size column to view the list of students in the class.
    • Click a section number to view a description of the section.
    • Print the report from your Web browser or save it to another application. For more information, see Run, Print, and Save Reports.

Enrollment Summary

The Enrollment Summary report can be run from the district level, as well as the school level. Depending on which mode you run the report, the resulting report displays a breakdown of students for the entire district or school. If running the report at the district level, the Enrollment Summary page displays student Scheduling/Reporting Ethnicity data. If running the report at the school level, the Enrollment Summary page provides you with student Scheduling/Reporting Ethnicity data, as well as student Federal Ethnicity and Race data.

Navigate to the Enrollment Summary from the Start Page

If running the report at the district level, data is calculated for all active students for today's date. If running the report at the school level, you can choose the students and date (depending on student selection) for which you want data to be calculated.

On the start page, choose Enrollment Summary. The Enrollment Summary page appears.

Navigate to the Enrollment Summary from the Student Selection Page

If running the report at the district level, data is calculated for your student selection for today's date. If running the report at the school level, you can choose the students and date (depending on student selection) for which you want data to be calculated.

  1. On the start page, search for and select a group of students. A list of students appears in the Current Student Selection section. For more information, see Select a Group of Students.
  2. Click the [Select Function] arrow. The Group Functions pop-up menu appears

  3. Under Scheduling, choose Enrollment Summary. The Enrollment Summary page appears.

Navigate to the Enrollment Summary from the Group Functions Page

If running the report at the district level, data is calculated for your student selection for today's date. If running the report at the school level, you can choose the students and date (depending on student selection) for which you want data to be calculated.

  1. On the start page, search for and select a group of students. A list of students appears in the Current Student Selection section. For more information, see Select a Group of Students.
  2. Choose Special Functions under Functions in the main menu. The Special Functions page appears.
  3. Click Group Functions. The Group Functions page appears.
  4. Under Enrollment, click Enrollment Summary. The Enrollment Summary page appears.

Navigate to the Enrollment Summary from the Reports Page

If running the report at the district level, data is calculated for all active students for a selected date. If running the report at the school level, you can choose the students and date (depending on student selection) for which you want data to be calculated.

  1. On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
  2. On the System tab, click Enrollment Summary by Date. The Enrollment Summary by Date page appears.
  3. Use the following table to enter information in the fields:

    Field

    Description

    Calculate enrollments as of

    Enter the date for which you want to calculate enrollments.

    Report Output Locale

    Use the pop-up menu to choose which language you want the report output to display.

  4. Click Submit. The Enrollment Summary page appears.

View the Enrollment Summary

  1. Navigate to the Enrollment Summary page. The Enrollment Summary page appears.
    Note: If running the report at the district level, skip to the Scheduling/Reporting Ethnicity table.
  2. Use the following table to enter information in the fields:

    Field

    Description

    View

    Do one of the following:

    • Choose Scheduling/Reporting Ethnicity to view student ethnicity data that is used in scheduling and preconfigured reporting.
    • Choose Federal Race and Ethnicity to view displays aggregate student data as required by the Federal Ethnicity and Race Categories from the U.S. Department of Education.

    Students

    Indicate which students you want to calculate enrollment by selecting one of the following options:

    • Select All Active Enrollments to run the report for all students in the current school.
    • Select Current Selection to run the report for students in the current selection.

    Date

    Enter the date for which you want to calculate enrollments or click the Calendar icon to select a date.

    Note: If you selected Current Selection for students, this field appears shaded as it is not applicable.

    If you selected Federal Ethnicity and Race, the following information appears in the Results section:If you selected Scheduling/Reporting Ethnicity, the following information appears in the Results section:

    Note: Column and row headings provide links to charts that display ethnicity information in an easy-to-read animated chart. Click a column or row heading to view enrollment by ethnicity in specific grades, overall ethnicity enrollment by grade, or total enrollment by ethnicity. Click any bar within a chart to view additional information.

    Note: Totals include total enrollment of male and female students (light blue), total male students (dark blue), and total female students (pink). Totals appear as links. Click a total to view the list of students associated to that total.

    Field

    Description

    Grade Level


    The grade levels for the selected school.

    Note: Only grade levels used by the district/school appear in the report.

    Total in Grade

    The total number for each grade level.

    [Ethnicity and Race Categories]

    The total number for each ethnicity or race.

    If you selected Federal Ethnicity and Race, the following information appears in the Results section:

    Note: Totals include total enrollment of male and female students (light blue), total male students (dark blue), and total female students (pink). Students are only calculated once and appear in the appropriate column based on their Federal Race and Ethnicity settings on the Demographics page. Totals appear as links. Click a total to view the list of students associated to that total.

    Field

    Description

    Grade Level

    The grade levels for the selected school.

    Note: Only grade levels used by the district/school appear in the report.

    Total in Grade

    The total number for each grade level.

    [Race Categories]

    The total number for each race category appears.

    Note: If No was selected for Ethnicity or if it was undefined and race codes that apply to only one race category were selected, then the student is calculated in the appropriate race category column.

    Hispanic or Latino

    The total number for each race category appears.

    Note: If Yes was selected for Ethnicity, then the student is calculated in this column. This setting takes precedence over all other race settings.

    Two or More Race Categories

    The total number of students who are associated to two or more race categories appear.

    Note: If No was selected for Ethnicity or if it was undefined and race codes that apply to two race categories were selected, then the student is calculated in this column.

    Unspecified

    The total number of students who have not specified a race category or ethnicity appear.

Copyright © 2021 PowerSchool Group LLC