Tool Search: Dental Exam Extract
The Dental Exam Extract reports a count of students in Kindergarten (state grade 15), second grade, sixth grade and ninth grade who have a Dental Screening record. A Summary Extract and a Detail Extract are available.
Dental Exam Extract
Report Logic
Students must have an enrollment in the selected calendar in order to be included on the report. Dental exams must be competed or a waiver entered between the entered effective date minus 1 day and 18 months prior, except when reporting for students not having a dental exam. If the student has multiple dental screenings within 18 months of the entered effective date, the most recent screening is used.
When a student does NOT have a dental screening or a waiver within the 18 month period, the student is included on the report as NOT having a screening or waiver.
Dental screenings recorded on the student's Health Screenings tool is report in this extract. The highlighted fields in the image below are used in the report, along with the date of the screening, which is used to find the dental exam within the last 18 months.
Dental Screenings Editor
Report Editor
The following fields are available for selection.
| Field | Description |
|---|---|
| Effective Date | Entered date is used to return only those students who have a dental exam completed within 18 months prior to this date. This date is auto-populated to the current date and can be changed by selecting the calendar icon or entering a new date in mmddyy format. |
| Extract Type | Selection indicates what report format will generate - the Summary Report or the Detail Report. The Summary Report provides counts of students and their dental screening information; the Detail Report provides student information and dental screening information. |
| Choose Grade | Allows selection of a particular grade level for which to return dental screening information. |
| Ad hoc | Selecting an Ad hoc Filter uses only those students included in the filter as a starting point for the extract. Those students are included in the Dental Exam Extract if they meet the reporting logic. |
| Format | This report can be generated in the State Format (CSV) or in HTML Format. Use the HTML Format to review data prior to submitting information to ISBE. |
| Calendar Selection | At least calendar needs to be selected in order to generate the report. When a calendar is selected in the Campus toolbar, that calendar is automatically selected. |
| Report Generation | The report can be generated immediately using the Generate Extract button. When there is a larger amount of data chosen (several calendars, large date range, etc.), use the Submit to Batch button, which allows the user to choose when the report is generated. See the Batch Queue article for more information. |
Generate the Report
- Enter the Effective Date of the report.
- Select the desired Extract Type - Summary or Detail.
- Select the desired Grade Level.
- Select the desired Format of the report.
- If desired, select an Ad hoc Filter from the dropdown list.
- Select the Calendar(s) to include in the report.
- Click the Generate Extract button to display the results of the extract immediately; or, click the Generate Extract button to choose when the extract generates. . The report generates in the selected format.
Summary Report Information
The Summary Dental Exam Extract provides an aggregate count of students by race/ethnicity and their dental exam screenings. If the student has more than one screening within the prior 18 months of the effective date, the most recent screening is reported.
Report Formats
Dental Exam Extract, Summary Type - HTML Format
Dental Exam Extract, Summary Type - State Format (CSV)
Summary Report Layout
| Data Element | Description | Location |
|---|---|---|
| Header | ||
| School Name | Indicates the school name associated with the calendar selected in the extract editor. Alphanumeric, 30 characters | Scheduling & Courses > Calendar Setup > Calendar Information > Name Calendar.name |
| Grade | Reports the grade level of the students included in the report. Alphanumeric, 2 characters | Student Information > General > Enrollments > General Enrollment Information > Grade Enrollment.grade |
| Extract Records | ||
| Race | Organizes the results of the extract by the selected race/ethnicity of the student. When the Is the individual Hispanic/Latino? is set to Yes, the student reports as Hispanic. Otherwise, the student reports based on the assigned race/ethnicity. Alphanumeric, 10 characters | Census > People > Demographics > Person Information > Race/Ethnicity IdentityRaceEthnicity.raceID Identity1.hispanicIdentity |
| Total Students in Grade | Reports the total number of students in the selected grade level(s) of Kindergarten (grade 15), 2, 6, and 9. Numeric, 4 digits | Scheduling & Courses > Calendar Setup > Grade Level Setup > State Grade Level Enrollment.grade |
| Total Male Students | Reports the total number of male students in the selected calendar from the most recent and active Identity record. Numeric, 4 digits | Census > People > Identities > Gender > Male Identity.male |
| Total Female Students | Reports the total number of female students in the selected calendar from the most recent and active Identity record. Numeric, 4 digits | Census > People > Demographics > Identity > Gender > Female Identity.female |
| Dental Exam Completed | Total count of students in grades 2 and 6 who had completed dental examinations. The Dental Exam Complete Date must be on or prior to the effective date on the extract editor AND must be within the prior 18 months of the extract editor effective date. Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.dentalExamCompleted |
| Dental Sealants Yes | Total count of students who have dental sealants in grades Kindergarten, 2nd, 6th and 9th grades. (Present=yes) Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.dentalSealants |
| Dental Sealants No | Total count of students who do not have dental sealants in grades Kindergarten, 2nd, 6th and 9th grades. (Present=no) Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.dentalSealants |
| Dental Sealants UNSURE | Total counts of students without any information on dental sealants. (Present=blank) A value is returned for students who do not have a selection in the Dental Sealants Present field. Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.dentalSealants |
| Caries History Yes | Total count of students with Caries Experience/Restoration History in Kindergarten, 2nd, 6th and 9th grades. (Caries History=yes) Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.carieHistory |
| Caries History No | Total count of students without Caries Experience/Restoration History in Kindergarten, 2nd, 6th and 9th grades. (Caries History=no) Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.carieHistory |
| Caries History UNSURE | Total count of students without any information of caries experience/restoration history. A value is returned for students who do not have a selection in the Caries History field. (Caries History=blank) Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.carieHistory |
| Untreated Caries Yes | Total count of students with untreated Caries in Kindergarten, 2nd, 6th and 9th grades. (Untreated Caries = Yes) Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.untreated Caries |
| Untreated Caries No | Total count of students without untreated Caries in Kindergarten, 2nd, 6th and 9th grades. (Untreated Caries=No) Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.untreated Caries |
| Untreated Caries UNSURE | Total count of students without any information of untreated Caries. (Untreated Caries=blank) Numeric, 3 digits | Student Information > Health > Health Screenings HealthScreeningDental.untreated Caries |
| Dental Urgent Yes | Total count of students needing urgent dental treatment in Kindergarten, 2nd, 6th and 9th grades. (Urgent Treatment=yes) Numeric, 3 digits | Student Information > Health > Health Screening HealthScreeningDental.dentalUrgent |
| Dental Exam No, Waiver No | Total count of students in Kindergarten, 2nd, 6th and 9th grades as of the effective date where a dental exam has NOT been completed within the last 18 months. Students are counted in this field is they meet the above criteria and:
Numeric, 3 digits | Student Information > Health > Health Screening HealthScreeningDental.dentalExamCompleted HealthScreeningDental.dentalWaiverDate HealthScreeningDental.dentalWaiverReason |
| Dental Waiver FRNI | Total count of students in Kindergarten, 2nd, 6th and 9th grades who have a Dental Waiver Reason of FRNI: Free/Reduced No Insurance and a Dental Exam Completed date within the past 18 months. Numeric, 3 digits | Student Information > Health > Health Screening HealthScreeningDental.dentalWaiverReason |
| Dental Waiver FRII | Total count of students in Kindergarten, 2nd, 6th and 9th grades who have a Dental Waiver Reason of FRII: Free/Reduced Ineligible for Insurance and a Dental Exam Completed Date within the last 18 months. Numeric, 3 digits | Student Information > Health > Health Screening HealthScreeningDental.dentalWaiverReason |
| Dental Waiver NC | Total count of students in Kindergarten, 2nd, 6th and 9th grades who have a Dental Waiver Reason of NC within the last 18 months. Numeric, 3 digits | Student Information > Health > Health Screening HealthScreeningDental.dentalWaiverReason |
| Dental Waiver NIND | Total count of students in Kindergarten, 2nd, 6th and 9th grades who have a Dental Waiver Reason of NIND: No Insurance no low cost clinic. Numeric, 3 digits | Student Information > Health > Health Screening HealthScreeningDental.dentalWaiverReason |
| Proof of Appointment | Total count of students in Kindergarten, 2nd, 6th and 9th grades who have a Proof of Appointment within the Deadline checkbox marked. Dental exam must be scheduled within 60 days after the May 15 deadline. Numeric, 3 digits | Student Information > Health > Health Screening HealthScreeningDental.proofOfappointment |
| Religious Objection | Total count of students in Kindergarten, 2nd, 6th and 9th grades who have a Religious Objection to dental examinations. Numeric, 3 digits | Student Information > Health > Health Screening HealthScreening Dental.religiousObjection |
| Medical Objection | Total count of students in Kindergarten, 2nd, 6th and 9th grades who have the Medical Objections checkbox marked. Numeric, 3 digits | Student Information > Health > Health Screening HealthScreening.dentalMedicalObjection |
| Disability Problem | Total count of students in Kindergarten, 2nd, 6th and 9th grades who have the Disability Problem checkbox marked. Numeric, 3 digits | Student Information > Health > Health Screening HealthScreening. dentalDisabilityProblem |
| Proof of Appointment and Exam | Total count of students in Kindergarten, 2nd, 6th and 9th grades who have a Proof of Appointment within the Deadline checkbox marked and the Dental Exam date is populated. Dental exam must be scheduled within 60 days after the May 15 deadline. Numeric, 3 digits | Student Information > Health > Health Screening HealthScreening Dental.proofOfappointment HealthScreening Dental.nextDentalVist |
Detail Report Information
The Detail Dental Exam Extract provides a list of students who are counted in the Summary Report with information about their dental exams.
Report Formats
Dental Exam Detail Type - State Format (CSV)
Dental Exam Detail Type - HTML Format
Detail Report Layout
| Data Element | Description | Location |
|---|---|---|
| Student State ID | Reports the student's state-assigned identification number. Numeric, 9 digits | Census > People > Demographics > Person Identifiers > Student State ID Person.stateID |
| Student Last Name | Reports the student's last name. Alphanumeric, 50 characters | Census > People > Demographics > Person Information > Last Name Identity.lastName |
| Student First Name | Reports the student's first name. Alphanumeric, 50 characters | Census > People > Demographics > Person Information > First Name Identity.firstName |
| Gender | Reports the student's gender as M or F. Alphanumeric, 1 character | Census > People > Demographics > Person Information > Gender Identity.gender |
| Race/Ethnicity | Reports the student's Race/Ethnicity.
Alphanumeric, 8 characters | Census > People > Demographics > Person Information > Race/Ethnicity Identity.raceEthnicity |
| Dental Exam Completed | Indicates if the student has a completed dental exam within the last 18 months. Reports Y if the student has a completed dental exam within the last 18 months prior to the entered effective date. Otherwise, reports N. Alphanumeric, 1 character (Y or N) | Student Information > Health Screenings > Screening Detail > Dental > Dental Exam Completed Date HealthScreeningDental.dentalExamCompleted |
| Date Dental Exam Completed | Reports the date the dental exam was completed. Date field, 10 characters | Student Information > Health Screenings > Screening Detail > Dental > Dental Exam Completed Date HealthScreeningDental.dentalExamCompleted |
| Dental Sealants | Reports whether the student has dental sealants. This reports only if the Dental Exam Completed Date is within the past 18 months. Alphanumeric, 1 characters (Y or N) | Student Information > Health Screenings > Screening Detail > Dental > Dental Sealants Present HealthScreeningDental.dentalSealants |
| Carie History | Reports whether the student has a history of caries. This reports only if the Dental Exam Completed Date is within the past 18 months. Alphanumeric, 1 character (Y or N) | Student Information > Health Screenings > Screening Detail > Dental > Caries History HealthScreeningDental.carieHistory |
| Untreated Caries | Reports whether the student has any untreated caries.This reports only if the Dental Exam Completed Date is within the past 18 months. Alphanumeric, 1 character (Y or N) | Student Information > Health Screenings > Screening Detail > Dental > Untreated Caries HealthScreeningDental.untreatedCaries |
| Dental Urgent | Indicates whether the dental exam was an urgent exam.This reports only if the Dental Exam Completed Date is within the past 18 months. Alphanumeric, 1 character (Y or N) | Student Information > Health Screenings > Screening Detail > Dental > Urgent Treatment HealthScreeningDental.urgentTreatment |
| Dental Exam No, Waiver No | Indicates whether the student ha no dental exam and no dental waiver. Students are counted in this field is they meet the above criteria and:
Alphanumeric, 1 character (Y or N) | Student Information > Health Screening > Screening Detail > Dental > Dental Completed, Detail Waiver Date HealthScreeningDental.dentalExamCompleted HealthScreeningDental.dentalWaiver Date HealthScreeningDental.dentalWaiverReason |
| Dental Waiver Yes | Indicates the student has a dental waiver. Alphanumeric, 1 character (Y or N) | Student Information > Health Screening > Screening Detail > Dental > Dental Waiver Date HealthScreeningDental.dentalWaiverDate |
| Waiver Reason | Indicates the reason for the dental waiver. Alphanumeric, 1 character (Y or N) | Student Information > Health Screening > Screening Detail > Dental > Dental Waiver Reason HealthScreeningDental.dentalWaiverReason |
| Religious Objection | Indicates whether the student has a Religious Objection to the dental exam. Alphanumeric, 1 character (Y or N) | Student Information > Health Screening > Screening Detail > Dental > Religious Objection HealthScreeningDental.religiousObjection |
| Medical Objection | Reports a value of Y when the Medical Objection checkbox is marked. Alphanumeric, 1 character (Y or N) | Student Information > Health Screening > Screening Detail > Dental > Medical Objection HealthScreening. dentalMedicalObjection |
| Disability Problem | Reports a value of Y when the Disability Problem checkbox is marked. Alphanumeric, 1 character (Y or N) | Student Information > Health Screening > Screening Detail > Dental > Disability Problem HealthScreening.dentalDisabilityProblem |
| Pediatric Dentist Referral | Reports a value of Y when a Referral Date is entered on the student's Dental Screening. Otherwise, reports a value of N. Alphanumeric, 1 character (Y or N) | Student Information > Health Screening > Screening Detail > Dental > Referral Date HealthScreening.dRefDate |
| Proof of Appointment | Indicates whether the student has a Proof of Appointment for the dental exam. Dental exam must be scheduled within 60 days after the May 15 deadline. Alphanumeric, 1 character (Y or N) | Student Information > Health Screening > Screening Detail > Dental > Proof of app. within deadline HealthScreeningDental.proofOfappointment |
| Proof of Appointment and Exam | Indicates whether there was a proof of appointment record and if the dental exam was completed within 18 months prior to the effective date. Alphanumeric, 1 character (Y or N) | Student Information > Health Screening > Screening Detail > Dental > Proof of app. within deadline, Dental Exam Date HealthScreeningDental.proofOfappointment HealthScreeningDental.next DentalVist |
