What Data Elements are included in the Student Section Enrollment file for Vermont State Reporting?

Introduction

The Student Section Enrollment file contains basic information about students and the courses they are enrolled in your school/district. This article is intended to guide you through the data elements captured in the Student Section Enrollment file, in order to locate the information in PowerSchool.

Data Elements

The following are the data elements contained in the 14a_StuSectionEnrollment file (defined later in this article).

• ADMINID
• ENRORGID
• PERMNUMBER
• LOCALCOURSEID
• COURSESECTION
• COURSEENROLLSTATUS
• SY

Refer to the AOE’s Knowledge Base for additional information.

Note: In the instructions below, the State Data Elements are listed in Parentheses with the PowerSchool field name preceding the State Field name. i.e. School Year (SY)

Note: Most of the information contained in this file occurs during the Beginning of Year (BOY) setup and should not be edited except in extreme circumstances.

Course Information

First, we need to review some basic course information for the Students’ Course Section Enrollment.

From the Start Page > select School (Setup).

Then select Courses under Scheduling.

Use the dropdown to choose how to search for the course. For example: Number, Name, etc. to search for the course.

Click on the course name or number to open the course.

• Course Number (LOCALCOURSEID)
  • A unique identifier assigned by the school to each of their offered courses in a school year.

Course Enrollment Status

From the AOE

From the Start Page > select the student in question > select All Enrollments (Enrollment) > click on the “Edit” hyperlink for the applicable course.

From PowerSchool

The Course Enrollment Status is derived from the date range the course was taken, compared against the term the class was taken in.

• Course Enrollment Status (COURSEENROLLSTATUS)
  • A codeset value indicating a student enrollment status in each course section in which they were enrolled.
    • 01 – Enrolled
    • 02 – Withdrawn
    • 03 – Completed
    • 04 – Incomplete
    • 05 – Excused

Section ID

From the Start Page > select School > Sections (Scheduling) > select the desired course > scroll to the bottom of the page to view the Section ID.

From PowerSchool

• Section ID (COURSESECTION)
  • A unique identifier assigned by the school to each of their offered course sections in a given school year.

The remaining data elements are created during the beginning of year set-up and auto populated in the 14a Stu Section Enrollment file.

• Supervisory Union ID (ADMINID)
  • The AOE assigned ID to the Supervisory Union or District.

• Enrolling Org (ENRORGID)
  • The school where the student is taking the course.
• State Student Number (PERMNUMBER)
  • This is collected during the Match Collection process and should have been added to PowerSchool shortly after the student began.
• School Year (SY)
  • The school year for which data is being submitted.