Introduction
The Enrollment file contains basic information about students in your school/district. This article is intended to guide you through the data elements captured in the Enrollment file, in order to locate the information in PowerSchool.
Data Elements
The following are the data elements contained in the 4_PS_Enroll file (defined later in this article).
- ADMINID
- ENRORGID
- PERMNUMBER
- ETHNO
- RACE_AMI
- RACE_ASI
- RACE_AFA
- RACE_NAT
- RACE_WHT
- ADMINSTAT
- ENTRYTYPE
- ENRBEGDATE
- ENRENDDATE
- EXITTYPE
- NEWENRORGID
- SS504
- EST
- NSLELG
- HOMELESS
- MKSERVICE
- UNYOUTH
- NTRESNO
- DUAL_ENR
- T1SERVICES
- IST1RLA
- IST1MATH
- IST1SCIENCE
- IST1SOCIAL
- IST1VOC
- IST1OTHER
- SST1HEALTH
- SST1GUID
- SST1OTHER
- SY
Refer to the AOE’s Knowledge Base for additional information.
Note: In the instructions below, the above State Data Elements are listed in Parentheses with the PowerSchool field name preceding the State Field name. i.e. School Year (SY)
There are several areas to edit enrollment information for a student.
Navigating to Students
From the Start Page > Enter the last name or Local ID to search for the student.
Once the student has been selected > select Demographics (Information)
Only the fields required for State Reporting are noted in red boxes.
- Ethnicity (ETHNO)
- Select Hispanic Yes/No
- Race
- Select the applicable radio button to note the student’s race.
- Black of African American (RACE_AFA)
- Native Hawaiian or Other Pacific Islander (RACE_NAT)
- White (RACE_WHT)
- American Indian or Alaskan Native (RACE_AMI)
- Asian (RACE_ASI)
- Select the applicable radio button to note the student’s race.
- State Student Number (PERMNUMBER)
- The VT AOE assigned unique student identifier. This should have been entered shortly after the student began classes. However, if needed, it can be entered/edited in the Demographics screen.
Navigate to Transfer Info (Enrollment)
- Entry Date (ENRBEGDATE)
- The first day the student began classes. MM/DD/YYYY
- ** Be sure this date aligns with the start date of the classes the student is enrolled in under All Enrollments.
- The first day the student began classes. MM/DD/YYYY
- Entry Code (ENTRYTYPE)
- Refer to the AOE’s Knowledge base for a complete list of Entry Codes.
- Exit Date (ENRENDDATE)
- The last day the student was enrolled in classes. MM/DD/YYYY
- Exit Code (EXITTYPE)
- Refer to the AOE’s Knowledge base for a complete list of Exit Codes.
Vermont State Information Section
- Admission Status (ADMINSTAT)
- Refer to the AOE’s Knowledge base for a complete list of Admission Status Codes.
- New Enrolling Org (NEWENRORGID)
- If a student has exited your school, use the AOE’s Knowledge Base to identify the school the student has enrolled in.
Scroll down to enter additional data elements.
- Section 504 Services (SS504)
- If the student is receiving 504 Services – use the dropdown > set to Yes.
- Otherwise, set to No.
- National School Lunch Program (NSLELG)
- If the student is receiving Free or Reduced meals – use the dropdown and select the applicable status.
- Not Eligible (96)
- Free Breakfast or Lunch (01)
- Reduced-Price Breakfast or Lunch (02)
- Declined (09)
- If the student is receiving Free or Reduced meals – use the dropdown and select the applicable status.
- Homeless at any time during the school year (HOMELESS)
- This should be refreshed every school year 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.
- This should be refreshed every school year and not carry over from the prior year.
- Homeless Primary Nighttime Residence (NTRESNO)
- If the student was homeless – use the dropdown to note the Nighttime Residence.
- Shelters (01)
- Doubled Up (02)
- Unsheltered (cars, parks, campground) (03)
- Hotels/Motels (04)
- If the student was homeless – use the dropdown to note the Nighttime Residence.
- Targeted Assistance Services (EST) Act 177
- 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 (MKSERVICE)
- Served by McKinney-Vento (Y)
- Not served by McKinney-Vento (N)
- Otherwise, set to Not Homeless.
- Homeless Unaccompanied Youth (UNYOUTH)
- 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.
- If a student was homeless anytime during the school year and was not in the physical custody of parent or guardian – use the dropdown.
- Dual Enrolled (DUAL_ENR)
- 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.
- Targeted Assistance Services (T1SERVICES)
- 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 (IST1MATH)
- If the student is receiving Instructional Services in Mathematics – Use the dropdown > set to Yes.
- Otherwise set to No.
- Instructional Services in Social Sciences (IST1SOCIAL)
- If the student is receiving Instructional Services in Social Sciences – Use the dropdown > set to Yes.
- Otherwise set to No.
- Other Instructional Services (IST1OTHER)
- If the student is receiving Other Instructional Services – Use the dropdown > set to Yes.
- Otherwise set to No.
- Guidance/Advocacy Support Services (SST1GUID)
- 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 (IST1RLA)
- If the student is receiving Instructional Services in Reading/Language – Use the dropdown > set to Yes.
- Otherwise set to No.
- Instructional Services in Science (IST1SCIENCE)
- If the student is receiving Instructional Services in Science – Use the dropdown > set to Yes.
- Otherwise set to No.
- Instructional Services in Vocational/Career (IST1VOC)
- 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) (SST1HEALTH)
- If the student is receiving Support Service (health, dental, eye care) – Use the dropdown > set to Yes.
- Otherwise set to No.
- Other Support Services (SST1OTHER)
- If the student is receiving Other Support Services – Use the dropdown > set to Yes.
- Otherwise set to No.
The remaining data elements are created during the beginning of year set-up and auto populated in the 4_PS_Enroll file.
- Supervisory Union ID (ADMINID)
- The AOE assigned ID to the Supervisory Union or District.
- Enrolling Org (ENRORGID)
- The school where the student is attending.
- State Student Number (PERMNUMBER)
- The VT AOE assigned unique student identifier.
- School Year (SY)
- The school year for which data is being submitted.