Purpose
This article will guide you through the student data fields collected during Vermont State Reporting submissions. Along with local practices, this may be used as a supplement when entering a new student into PowerSchool.
Step 1 of 2: Enroll New Student
Navigate to the correct page if you follow the path: Start Page > Enroll Student (People Section in the left navigation bar)
This takes you to the Student Enrollment screen below. For State Reporting purposes, enter information into the fields within the red boxes.
Student Information
- Name (Last, First, Middle)
- This is a required field for the first and last names. Use the LEGAL name as it appears on the birth certificate. Middle name is optional.
- DOB
- MM/DD/YYYY
- Gender
- Select student’s gender.
- Legal Gender
- Enter the student’s gender from the birth certificate.
- Enrollment Date
- Enter the date the student began classes.
- ** Be sure this date aligns with the start date of the classes the student is enrolled in under All Enrollments.
- Enter the date the student began classes.
- Grade Level
- Select the current grade level for the student.
- Entry Code
- Select the applicable Entry Code.
- (01) Transfer from Public School in Vermont
- (02) Transfer from Independent School in VT
- (03) Transfer in from other state/country
- (04) Transfer from an Institution
- (05) Transfer from Home Study
- (06) Matriculation from another school
- (07) Re-entry after Withdrawal
- (08) Original entry into a US School
- (09) Original entry in US from Foreign Cntry
- (10) Original entry US from FC with interrupt
- Select the applicable Entry Code.
- Track
- If tracks are used at your school, select accordingly.
- Note: Track B and C are used for reporting Part-time Kinder to the State.
- Track B (Kinder PT AM) / Track C (Kinder PT PM)
- Note: Track B and C are used for reporting Part-time Kinder to the State.
- If tracks are used at your school, select accordingly.
- District of Residence
- Select the District of Residence where the student lives.
Vermont State Information
- Admission Status
- Add the applicable Admission Status.
- Regular Student (01)
- School Choice Student (02)
- Exchange Student (03)
- Home-Study Student taking Academic Classes (04)
- Home-Study Student participating in Extra- or Co-Curricular activities only (05)
- Guest Student (06)
- Student is receiving services at this school, and enrolled in a different organization (07)
- Student is enrolled at this school, but, receiving services in a different organization (08)
- HSCP Student – attending the high school completion program (09)
- Add the applicable Admission Status.
- Tuition Student
- Complete the following two steps.
- Check the Tuition Student checkbox.
- Use the dropdown to the right of Servicing Org and select the school the student is attending.
- State Definition: Any student enrolled in a Vermont approved independent school, Vermont Private Academy or out-of-state school at a district’s expense. Include all students who were enrolled at any point during the 20-day ADM census period.
- Complete the following two steps.
- To view the following data collections, click Show to expand:
- Support Services
- Title 1
- Out of State Org
Support Services
- Limited English Proficiency (LEP)
- If a student is Limited English Proficiency (LEP) – use the dropdown > set to Yes.
- Otherwise, set to No.
- Section 504 Services
- If the student is receiving 504 Services – use the dropdown > set to Yes.
- Otherwise, set to No.
- National School Lunch Program
- If the student is receiving Free or Reduced meals – use the dropdown > set to Yes.
- Otherwise, set to No.
- Homeless at any time during school year (this should be refreshed every school and not carry over from the prior year).
- If the student was homeless any time during the school year – use the dropdown > set to Yes.
- Otherwise, set to No.
- Homeless Primary Nighttime Residence
- If the student was homeless – use the dropdown to note the Nighttime Residence.
- Served by McKinney-Vento (Y)
- Not served by McKinney-Vento (N)
- Otherwise, set to Not Homeless.
- If the student was homeless – use the dropdown to note the Nighttime Residence.
- Family Receiving Food Stamps
- If a student is Limited English Proficiency (LEP) and receiving Food Stamps – use the dropdown > set to Yes.
- Otherwise, set to No.
- Educational Support Services (ACT 117)
- If the student is receiving Educational Support Services (discussed and planned at an educational support team meeting) – use the dropdown > set to Yes.
- Otherwise, set to No.
- Received services under McKinney-Vento
- If the student has been identified as homeless and is receiving McKinney-Vento at any time during the school year – use the dropdown > set to Yes.
- Otherwise, set to Not Homeless.
- Homeless Unaccompanied Youth
- If a student was homeless anytime during the school year and was not in the physical custody of parent or guardian – use the dropdown.
- Homeless and Unaccompanied (Y)
- Homeless, but not Unaccompanied (N)
- Otherwise, set to Not Homeless.
- Dual Enrollment Program
- If a student participated in Vermont’s Dual Enrollment program at any time during the school year – use the dropdown > set to Yes.
- Otherwise, set to No.
Title 1
- Targeted Assistance Services
- If the student is receiving any Title 1 Targeted Assistance Services – Use the dropdown > set to Yes.
- Otherwise set to No.
- Instructional Services in Mathematics
- If the student is receiving Instructional Services in Mathematics – Use the dropdown > set to Yes.
- Otherwise set to No.
- Instructional Services in Social Sciences
- If the student is receiving Instructional Services in Social Sciences – Use the dropdown > set to Yes.
- Otherwise set to No.
- Other Instructional Services
- If the student is receiving Other Instructional Services – Use the dropdown > set to Yes.
- Otherwise set to No.
- Guidance/Advocacy Support Services
- If the student is receiving Guidance/Advocacy Support Services – Use the dropdown > set to Yes.
- Otherwise set to No.
- Instructional Services in Reading/Language Arts
- If the student is receiving Instructional Services in Reading/Language – Use the dropdown > set to Yes.
- Otherwise set to No.
- Instructional Services in Science
- If the student is receiving Instructional Services in Science – Use the dropdown > set to Yes.
- Otherwise set to No.
- Instructional Services in Vocational/Career
- If the student is receiving Instructional Services in Vocational/Career – Use the dropdown > set to Yes.
- Otherwise set to No.
- Support Services (health, dental, eye care)
- If the student is receiving Support Service (health, dental, eye care) – Use the dropdown > set to Yes.
- Otherwise set to No.
- Other Support Services
- If the student is receiving Other Support Services – Use the dropdown > set to Yes.
- Otherwise set to No.
Out of State Ed Org
- Name of Out of State Ed Org
- If the student is attending an out-of-state school at the school district’s expense, enter the name of the organization.
- If not applicable, leave blank.
- Out of State Ed Org Street Address
- If attending out of state as outlined above, enter the out of state street address.
- If not applicable, leave blank.
- Out of State Ed Org City/Town
- If attending out of state as outlined above, enter the out-of-state City/Town.
- If not applicable, leave blank.
- Out of State Ed Org State
- If attending out of state as outlined above, enter the out-of-state – State.
- If not applicable, leave blank.
- Out of State Ed Org Zip Code
- If attending out of state as outlined above, enter the out-of-state Zip Code.
- If not applicable, leave blank.
AOE ADM Data
- Funding Source
- Select the applicable Funding Source. For FALL ADM reporting – Only students with a Funding Source of 01 or 02 will count towards Average Daily Membership (ADM) for your district.
- Select the applicable funding source
- (01) Operating School District
- (02) Other VT School District
- (03) Non-VT School District
- (04) VT State Agency
- (05) Agency of Another State
- (06) Federal Agency
- (07) Private Funding
- (08) Employee Benefit
- (09) Sponsored by Operating District
- (98) Other
- Select the applicable funding source
- Select the applicable Funding Source. For FALL ADM reporting – Only students with a Funding Source of 01 or 02 will count towards Average Daily Membership (ADM) for your district.
- Town District Residence
- Select the Town District Residence where the student lives. Typically, this will be within your school district boundaries.
- High School of Choice
- For High School of Choice students, select the district where the student lives.
- School of Choice (State definition) – A student from elsewhere goes through the formal school choice process as dictated by the State of Vermont during the proper time frame and is awarded school to your school district for the next school year and years following.
- For High School of Choice students, select the district where the student lives.
- High School of Choice
- Select the Town District Residence where the student lives. Typically, this will be within your school district boundaries.
- Number of hours expected in school
- If the student is part-time, enter the number of hours expected in school. If full-time leave blank.
- If the student is enrolled for fewer than the hours outlined below, by grade level, they are part-time.
- EE, PK, K, 10 hrs/wk
- Grades 1-2, 20 hrs/wk
- Grades 3-12, 27.5 hrs/wk
- If the student is enrolled for fewer than the hours outlined below, by grade level, they are part-time.
- Refer to AOE’s Enrollment Q&A.
- If the student is part-time, enter the number of hours expected in school. If full-time leave blank.
- Type of Student
- Select the appropriate ADM Student Type.
- (R) Resident Student
- (S) State Placed Student
- Select the appropriate ADM Student Type.
- ADM Start Date (Average Daily Membership)
- Enter the date the student enrolled in the district.
- Home Study Town District of Residence
- If the student is home-schooled, enter the town district of residence. Click the URL below for a list of district residences: https://datacollection.education.vermont.gov/Codesets/ORG_ID/
- Under General Organization – click the “Download Current org codes” link and select the Town District of Residence in which the student lives.
- If the student is home-schooled, enter the town district of residence. Click the URL below for a list of district residences: https://datacollection.education.vermont.gov/Codesets/ORG_ID/
- Home Study Activity ADM
- Enter the sum of home study activity ADM (Average Daily Membership)
- State Definition: If a student is “Home study taking extra- or co-curricular activities only”. The student will receive .03 for each activity they participate in. Example: Student participated in basketball during the winter and football in the spring. They receive .03 for each activity, enter .06.
- Enter the sum of home study activity ADM (Average Daily Membership)
When complete, click the Submit button at the bottom of the page. You will be automatically routed to the next page for data entry as detailed below.
Step 2 of 2: Additional Ethnicity & Race Demographics
The General Demographics screen will appear next after you have successfully submitted the data from Step 1 above. If you are doing this out of order, you can always navigate to the correct page if you follow the path: Student Page > Demographics (Information Section in the left navigation bar)
This will then take you to the General Demographics screen below:
Federal Ethnicity and Race
- Ethnicity
- Select Hispanic Yes/No
- Race – What is the student’s race?
- Check the applicable checkbox to note the student’s race.
When complete, click the Submit button at the bottom of the page.