What Data Elements are included in the Public PreK file for Vermont State Reporting?

Introduction

The Public PreK file contains basic information about students in your school/district. This article is intended to guide you through the data elements captured in the Public PreK file, in order to locate the information in PowerSchool.

Data Elements

The following are the data elements contained in the 5a_Public_PreK_Stu_Link file (defined later in this article).

• ADMINID
• ENRORGID
• PERMNUMBER
• PKID
• PK_START_DATE
• PK_END_DATE
• 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)

From the AOE: In order for students to populate in this file, the school(s) with an onsite or offsite PK program must have a Course and Section, where the Course number matches the PKID of the PreK program. 

• The start and end dates of the section must be the dates of the PreK program for that school year. 
• Students must be assigned to that section for the time they are part of the program for the current year.

There is a list of PreK IDs on the EFT in the Shared folder as well as the help section of EdFusion. It is titled 16_PK_ORGS. If there is a particular program that you are looking to find and is not on the list, please contact the AOE’s PreK monitoring team.

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 Transfer Info (Enrollment)

Transfer Info

Here you can view the Entry and Exit dates. To edit click on the Entry Date / Code hyperlink.

• Entry Date (PK_START_DATE)
  • First day the student began PreK. MM/DD/YYYY
    • ** Be sure this date aligns with the start date of the classes the student is enrolled in under All Enrollments (Enrollments).

• Exit Date (PK_END_DATE)
  • The last day the student attended PreK. MM/DD/YYYY

The remaining data elements are created during the beginning of year set-up and auto populated in the 5a_Public_PreK_Stu_Link 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.

• PreK ID (PKID)
  • Created during Beginning of Year (BOY) setup. There must be a course and section for each onsite or offsite PK program.

• School Year (SY)
  • The school year for which data is being submitted.