Tool Search: i4see Extracts
The Beginning of Year (BOY) Enrollment Report is used to identity enrollment counts, track dropout students, and identify participation rates for NECAP. Each district must provide data for each student enrolled in the schools or who live in towns served by the district.
This report includes students who are currently enrolled at the time of submission and students who were enrolled in the school at any point since the beginning of the school year.
B-O-Y Enrollment Report Editor
Report Logic
The following students are included in the BOY Enrollment Report:
- All students who have a State ID.
- All students who are currently enrolled at the time of the submission.
- All students whose Enrollment Start Date is greater than or equal to the Start Date entered on the report editor.
- All students who were enrolled in the school at any point since the beginning of the school year.
- All students who have multiple enrollment records with different reportable information. Meaning, all enrollment records are reported.
If a student started in the school, withdrew and then returned, two (or more) records are included for that student. Each record corresponds to a given entry date and exit date.
Students who have an enrollment record between the entered start and end date will be included in the report, if the enrollments meet the reporting logic.
Start and End Dates
- If a Start Date is entered on the Extract Editor, an End Date must also be entered. A warning message displays indicating the need for the End Date.
- If an End Date is entered on the Extract Editor, a Start Date must also be entered. A warning message displays indicating the need for the Start Date.
- If a Start Date or End Date is not entered, the extract will generate for the entire school year for the selected calendar(s).
- If the Enrollment Start Date is on or after the Start Date entered on the report editor, the count is based on the enrollment start date.
Half Days in Attendance
Half Days in Attendance (field 16) reports the number of half days a student was in attendance during the selected school year. Only days where the student was in attendance for at least half of the school day are counted. If an exit date exists for this record, the half days in attendance include only half days between the entry and exit dates.
- In-school suspensions are considered days in attendance.
- Out-of-school suspensions are considered absences.
- Expulsions are not included as they fall after the Exit Date and before a re-Entry date.
Only instructional days in the selected calendar are counted, and only those days that are on or between the dates entered in the Start and End Date fields on the report editor.
- If a student's enrollment start date is after the report editor start date, the count is based on the student's enrollment start date.
- If the student has an enrollment exit date that is before the report editor end date, the count is based on the student's enrollment exit date.
- If the Percent Enrolled (FullDayPct) field is not null, it must be multiplied by the Half Days in Attendance total.
- If the student exited, only the days in attendance during the enrollment start and date are counted.
Any student with an enrollment start date and enrollment end date equal to the first day of school AND an enrollment status of 7, a value of 0 reports.
Percent Enrolled
When the Percent Enrolled field has a value and the Enrollment End Date has a value:
- All days are counted for that calendar that are instructional and where the day is after or the same day as the start date of the enrollment and before or the same day as the end date of the enrollment. Multiply by two.
- Subtract from that the sum of all absent half days.
- Multiply that by the Percent Enrolled divided by 100.
When the Percent Enrolled field has a value and the Enrollment End does not have a value:
- All days are counted for that calendar that are instructional and where the day is after or the same day as the start date of the enrollment. Multiply by two.
- Subtract from that the sum of all absent half days.
- Multiply that by the Percent Enrolled divided by 100.
When the Percent Enrolled field does not have a value and the Enrollment End Date does have a value:
- All days are counted for that calendar that are instructional and where the day is after or the same day as the start date of the enrollment and before or the same day as the end date of the enrollment. Multiply by two.
- Subtract from that the sum of all absent half days.
When the Percent Enrolled field does not have a value and the Enrollment End Date does not have a value:
- All days are counted for that calendar that are instructional and where the day is after or the same day as the start date of the enrollment. Multiply by two.
- Subtract from that the sum of all absent half days.
Half Days in Absence
Half Days in Absence (field 17) reports the number of half days the student was absent during the given school year. Only days where the student was absent at least half of the school day report. If an exit date exists for this record, the half days absent includes only half days between the entry and exit dates.
- In-school suspensions are considered days in attendance.
- Out-of-school suspensions are considered absences.
- Expulsions are not included as they fall after the Exit Date and before a re-Entry date.
Only instructional days in the selected calendar are counted, and only those days that are on or between the dates entered in the Start and End Date fields on the report editor.
- If a student's enrollment start date is after the report editor start date, the count is based on the student's enrollment start date.
- If the student has an enrollment exit date that is before the report editor end date, the count is based on the student's enrollment exit date.
Any student with an enrollment start date and enrollment end date equal to the first day of school AND an enrollment status of 7, a value of 0 reports.
Percent Enrolled
If the Percent Enrolled (FullDayPCt) is not null, it is multiplied by the Half Days Absent total.
For every person/day with attendance/calendar/enrollment:
- When the difference between the period start time and the period end time minus the period lunch time minus the attendance present minutes is greater than or equal to the Half Day Absence value on entered on the Calendar or 180, the difference is greater than or equal to the whole day absence value or 240, the Absent Half Days value is 2.
- Otherwise, the absent half day value is 1.
Report Editor Options
Data Element | Description |
|---|---|
Extract Type | Indicates the type of extract selected. Different options may appear depending on the selection. |
Start Date | Beginning date of the student enrollment records. Dates are entered in mmddyy format or can be selected by using the calendar icon. |
End Date | End date of the student enrollment records. Dates are entered in mmddyy format or can be selected by using the calendar icon. |
Ad hoc Filter | Selection of previously made filter that contains specific students to include in the label request. |
Report Format | Determines how the request is generated - in the State Format (CSV) or HTML. Use the HTML format when reviewing data. Use the State Format when submitting the list to the state. |
Select Calendars | At least one calendar must be selected in order for the extract to generate. Students in the chosen calendars are included in the extract. Calendars can be selected by the active year, the school or the year. |
Generate the B-O-Y Enrollment Report
- Select the BOY Enrollment Report options from the Extract Type dropdown list.
- Enter the Start Date and End Date of the enrollment records to include.
- Select an Ad hoc filter from the dropdown list to reduce the amount of students included in the extract.
- Select the Report Format.
- Select the Calendars from which to pull students in the report.
- Click the Generate Extract button. The report will display in the selected format.
B-O-Y Enrollment Report - State Format (CSV)
B-O-Y Enrollment Report - HTML Format
Extract Layout
Data Element | Description | Location |
|---|---|---|
SASID | State-assigned student identification number. Numeric, 10 digits | Census > People > Demographics > Person Identifiers > State ID Person.stateID |
Date of Birth | Student's date of birth. Date field, 10 characters (MM/DD/YYYY) | Census > People > Demographics > Person Information > Birth Date Identity.birthdate |
Race | Indicates the student's federally-designated race/ethnicity. Numeric, 2 digits | Census > People > Demographics > Person Information > Race/Ethnicity Identity.hispanicEthnicity |
| Enrollment Status | Reports the student's assigned enrollment status. Numeric, 1 digit | Student Information > General > Enrollments > General Enrollment Information > Enrollment Status Enrollment.status |
SAU Number | School Administrative Unit Number. Numeric, 3 digits | School & District Settings > District > District Information > SAU Number School.SAUnumber |
District Number | State-assigned district number. Numeric, 3 digits | School & District Settings > District > District Information > State District Number District.number |
School Number | District-assigned School number. Numeric, 5 digits | School & District Settings > Schools > School Information > State School Number School.number |
Town Responsible | Numeric code assigned to the town that is responsible for the education of the child. This determines state education aid. Numeric, 5 digits | Student Information > General > Enrollments > State Reporting Fields > Fiscal Town EnrollmentNH.fiscalTown |
District Responsible | Numeric code assigned to the district that is responsible for the education of the child. This determines state education aid. Numeric, 3 digits | Student Information > General > Enrollments > State Reporting Fields > Fiscal District EnrollmentNH.fiscalDistrict |
Grade | Student's grade level of enrollment. Numeric, 2 digits | Student Information > General > Enrollments > General Information > Grade Enrollment.grade |
Full Day Participation | Reports the student's Percent Enrollment value in whole numbers only (e.g., 30.5 reports as 30). Numeric, 3 digits | Student Information > General > Enrollments > State Reporting Fields > Percent Enrollment Enrollment.percentEnrolled |
Entry Date | Student's start date of enrollment for the selected calendar year. Date field, 10 characters (MM/DD/YYYY) | Student Information > General > Enrollments > General Information > Start Date Enrollment.startDate |
Entry Code | Start status of enrollment. Alphanumeric, 2 characters | Student Information > General > Enrollments > General Information > Start Status Enrollment.startStatus |
Exit Date | Student's end date of enrollment for the selected calendar year. Date field, 10 characters (MM/DD/YYYY) | Student Information > General > Enrollments > General Information > End Date Enrollment.endDate |
Exit Code | End status of enrollment. Alphanumeric, 2 characters | Student Information > General > Enrollments > General Information > End Status Enrollment.endStatus |
Half Days in Attendance | Reports the number of half days the student was in attendance during the school year for which the report is being generated. Numeric, 3 digits | System Administration > Calendar > Calendar > Grade Levels > Grade Level Detail > Maximum Membership Days GradeLevel.maxMembershipDays |
Half Days Absent | Reports the number of half days the student was absent during the school year for which the report is being generated. Numeric, 3 digits | Calculated, value not stored |
Promote Indicator | Indicates that the student was promoted to the next sequential grade level. Numeric, 1 character | Student Information > General > Enrollments > General Enrollment Information > End Action Enrollment.endAction |
Diploma Type | Type of diploma the student received. This field must be populated for all students who have a Promoted Indicator of 3 (school completed). Numeric, 1 character | Student Information > General > Graduation > Diploma Type Graduation.diplomaType |
Post Grad Plans | Indication of the student's plans after high school graduation. This field must be populated for all students who have a Promoted Indicator of 3 (school completed). Numeric, 1 character | Student Information > General > Graduation > Post Grad Plans Graduation.postGradplans |
Full Days Suspended IS | This field is not reported. | N/A |
Full Days Suspended OS | This field is not reported. | N/A |
Residential Home | Indicates if any time during the prior year the student lived in a group home. If the student lived in multiple homes, the most current home reports. Numeric, 2 digits | Student Information > General > Enrollments > State Reporting Fields > Residential Home EnrollmentNH.residentialHome |
Homeless Code | Indicates the student meets the federal definition of being homeless. Numeric, 1 character | Student Information > General > Enrollments > State Reporting Fields > Homeless Enrollment.homeless |
Original Graduation Year | Represents the original year the student is expected to graduate (four years after the student is promoted from 8th grade to 9th grade. Numeric, 4 characters (YYYY) | Student Information > General > Graduation > Graduation Year Graduation.gradYear |
| Parent Military Code | Reports the student's parent/guardian military status.
A value of 1 reports when the student has parents/guardians who do not have a military status. A value of 2 reports when the student has parents/guardians who have an active duty status (Active Duty Deployed or Active Duty Not Deployed) in any branch of the military (does not National Guard). A value of 3 reports when the student has parents/guardians who have an active duty status (Active Duty Deployed or Active Duty Not Deployed) in the National Guard or Air National Guard. A value of 4 reports when the student has parents/guardians who have both an active duty status (Active Duty Deployed or Active Duty Not Deployed) in any branch of the military AND in the National Guard or Air National Guard. A value of 5 reports when the student has parents/guardians who have an active duty status (Active Duty Deployed or Active Duty Not Deployed) in the Armed Services Reserves (Air Force Reserve, Army Reserve, Coast Guard Reserve, Marine Corps Reserve, Navy Reserve). Numeric, 1 digit | Census > People > Military Connections MilitaryConnections.status |
