Drops & Off Roll Report (Oklahoma)

Tool Search: Drops and Off Roll

The OK Permanent Drops & Off Roll Report is used to define students who have ended or exited their enrollment within the school during the selected year and specified date range.

Screenshot of the Drops and Off Roll report editor. Drops and Off Roll Report

Report Logic

The following report logic is enforced:

  • If the student's enrollment record has an End Date which falls on or after the Start Date entered on the extract editor and on or before the End Date entered on the extract editor, the enrollment record is reported.
  • Only students with a SIF Admission (Enrollments > SIF Fields > Admission) value of the following are included: R, OT, ET01, ET02, ET03, ET04, ET05, ET06, ET07, ET08, RVON, RVOFF, FOY, ROP, ACEPT, BDR, BORDER-NR, TRVOFF, TRVON.
  • If the student is assigned an Admission code that is NOT one of the above, that student's enrollment is not reported.

Report Editor Options

Field

Description

Calendar Reporting Period

The term options associated with the desired calendar selected for the report.

Start Date

The first date of the reporting period from which the data is being extracted. Dates are entered in mmddyy format, or use the calendar icon to select a date.

End Date

The last date of the reporting period from which the data is being extracted. Dates are entered in mmddyy format, or use the calendar icon to select a date

Select Calendars

The calendars that will be included in the report.

Grade Level Sort Order

Determines how records are sorted by grade level. Options include the following:

  • FQSR/SAR: reports based on the Code selected for the Grade Level.
  • Grade Name: reports numeric grades first, then alphabetically.
  • Grade Sequence Number: reports numerically by sequence.
FormatGenerate the report in PDF, CSV, or HTML format.
Ad hoc FilterLimits students reported to those in an existing Ad hoc Filter.

Report Generation

The report can be generated immediately using the Generate Report button. It can also be generated at a specific time using the Submit to Batch button. This allows the report to generate in the background and viewed at a later time, which keeps computing resources free for other tasks. To view reports that have been previously generated, you may choose how many reports to display and a date range for when the reports were generated. Selecting Refresh will returns these fields to their default values.

Generate the Report

  1. Select the Calendar Reporting Period. This value does not impact reported enrollment record.
  2. Enter the Start Date in mmddyyyy format or by clicking the calendar icon and selecting a date. Enrollment records with End Dates that fall on or after this date are included. Acts as the first date within the date range.
  3. Enter the End Date in mmddyyyy format or by clicking the calendar icon and selecting a date. Enrollment records with End Dates that fall on or before this date are included. Acts as the end date within the date range.
  4. Select a Grade Level Sort Order. Options include the following:
    • FQSR/SAR: reports based on the Code selected for the Grade Level.
    • Grade Name: reports numeric grades first, then alphabetically.
    • Grade Sequence Number: reports numerically by sequence.
  5. Select the desired Format - PDF, CSV or HTML.
  6. Select an Ad hoc Filter to limit students reported to those in an existing Ad hoc Filter.
  7. Select which Calendar(s) to include in the report.
  8. Click Generate Extract to generate the report in the indicated format or Submit to Batch to schedule when the report will generate.

Users have the option of submitting a Drops & Off Roll report request to the batch queue by clicking Submit to Batch instead of Generate Extract. This process will allow larger reports to generate in the background, without disrupting the use of Campus. For more information about submitting a report to the batch queue, see the Batch Queue article.

Screenshot of an example of the Drops and Off Roll Report in HTML format. Drops & Off Roll - HTML Format

Drops & Off Roll Report Layout

Element

Description & Format

Campus Location

ID

District-assigned student number.


Numeric, 7 digits

Demographics > Student Number


Person.studentNumber

Student Name

The student's last name, first name, middle name.


Alphanumeric, 30 characters

Demographics > Last Name, First Name, Middle Name


Identity.lastName
Identify.firstName
Identity.middleName

Grade

The grade level in which the student is enrolled in. This field reports the mapped State Grade Level code.


Alphanumeric, 2 characters

Enrollments > Grade


Enrollment.Grade


 Grade Level Setup > State Grade Level Code

Sex

The student's gender.


M or F, 1 character

Demographics > Gender


Identity.gender

Race

The student's race ethnicity.


Alphanumeric, 2 characters

Demographics > Race/Ethnicity > Race(s)


RaceEthnicity.code

Date of Entry

The student's first day of enrollment in the school.


Date field, 10 characters

Enrollments > Start Date


Enrollment.startDate

Source of Entry

The first four character of the Standard Code associated with the Start and End Status codes on the student's enrollment record. If the Standard Code field is null, 9999 reports.


Alphanumeric, 4 characters

Enrollments > Start Status, End Status


Enrollments.startStatus

Enrollments.endStatus

Bas of Add

The reason the student was admitted to the school.


Alphanumeric, 1 character

Enrollments > SIF Fields > Admission


Enrollment.stateAid

Date of Birth

The student's date of birth.


Date field, 10 characters

Demographics > Date of Birth


Identity.birthDate

Auth of Birth

Indicates the method used to verify the person's identity.


Alphanumeric, 4 characters

Demographics > Birth Verification


Identity.birthVerification

Other Country

The country in which the student was born in.


Alphanumeric, 2 characters

 Demographics > Birth Country


Identity.birthCountry

Transport Code

The transportation code of the student based on the number of miles he/she travels to school.


  • When the Miles Transported is blank or 0, a value of 0 reports.
  • When the Miles Transported is 0 and the student's grade level begins with H or the Admissions code is OHP1, a value of 1 reports.
  • When the Miles Transported is greater than 1.5 AND Admission = R: Resident - legal, a value of 3 reports.
  • When the Miles Transported is less than 1.5 AND Admission = Resident - legal, a value of 4 reports
  • Otherwise, a value of 6 reports.

If the student's enrollment End Date is on or after the extract End Date or is null, the Transportation Code reports from the Transportation record that has a Start Date on or before the extract End Date and an End Date that is on or after the extract End Date or null. 


If the student's enrollment End Date is before the extract End Date, the Transportation Code reports from the Transportation record that has a Start Date on or before the enrollment End Date and an End Date that is on or after the enrollment End Date or null. 


If there is no active transportation record on the extract End Date, reports as 0.


Calculated, 1 character

Transportation > Miles Transported


Transportation.milesTransported


Date

The date the student started their enrollment.


Date field, 10 characters

Enrollments > Start Date


Enrollment.startDate

Bus Route

The In Bus value entered on the student's Transportation record.


If the student's enrollment End Date is on or after the extract End Date or is null, the Bus Route reports from the Transportation record that has a Start Date on or before the extract End Date and an End Date that is on or after the extract End Date or null. 


If the student's enrollment End Date is before the extract End Date, the Bus Route reports from the Transportation record that has a Start Date on or before the enrollment End Date and an End Date that is on or after the enrollment End Date or null. 


If there is no active transportation record on the extract End Date, reports as blank.


Alphanumeric, 1 character

Transportation > In Bus


Transportation.inBus

District of Res

The resident district of the student.


Numeric, 6 characters

Enrollments > State Reporting Fields > Resident District


Enrollment.residentDistrict

Drop Date

The date the student ended their enrollment.


Date field, 10 characters

Enrollments > End Date


Enrollment.endDate

Drop Code

The end status assigned to the ended enrollment record. Reports from the Standard Code of the code selected in the End Status. If null, 9999 reports.


Alphanumeric, 4 characters

Enrollments > End Status


Enrollment.endStatus