Tool Search: Enrollment Loss Report
The Enrollment Loss Report identifies students who are currently enrolled in a selected school but DO NOT have a primary enrollment in that same school for the following year. This helps schools track students who will not be returning.
Students who naturally graduate out of the school (i.e., they are in the highest grade level the school offers) are not considered a loss. The report specifically targets unexpected departures.
Enrollment Loss Report
See the Student Information Reports Tool Rights article for the tool rights needed to generate this report.
Generate Enrollment Loss Report
Each school for which Enrollment Loss is being reported must have a calendar for next year in order for this report to identify currently enrolled students who do not have a primary enrollment in the same school for the upcoming year.
- Ensure that a year is selected in the Campus toolbar.
- Select a calendar to run the report for that specific school calendar, or select All Calendars to run for all.
- Enter the Effective Date of the report. Students who have an active enrollment on that date in the calendar selected in the Campus toolbar are included in the report.
- select the desired Report Format - PDF or DOCX.
- Click the Generate Report button. The report displays in the selected format.
Enrollment Loss Report - PDF Format
When there are no students who are considered a loss of enrollment, a statement of "No enrollments match the selection criteria." is printed on the report.
| Element | Description | Location |
|---|---|---|
| School | School name and number | System Administration > Resources > School |
| Calendar | Calendar name and end year | System Administration > Calendar > Calendar Info |
| Grade | Lists the student's grade level of enrollment.
Alphanumeric, 3 characters |
Student Information > General > Enrollment > General Enrollment Information > Grade Level
Enrollment.gradeLevel |
| Student | Lists the student's name from the current Identity record Last Name/First Name/Middle Initial order.
This does NOT use the Legal Name or Legal Gender fields located in the Protected Identity Information section. Alphanumeric, 60 characters |
Census > People > Identities (current)
Census > People > Demographics Identity.lastName Identity.firstName Identity.middleName |
| Student Number | Reports the student's locally assigned identification number
Numeric, 15 digits |
Census > People > Demographics
Person.studentNumber |
| R/E (Race/Ethnicity) | Reports the student's Race/Ethnicity code as noted on the active Identity record.
The code assigned to the race/ethnicity selection reports. These codes vary by state. Alphanumeric, 3 characters |
Census > People > Demographics
Identity.raceEthnicity |
| G (Gender) | Reports the student's Gender as M (Male) or F (Female).
In states that allow a third gender option (Non-binary, for example), only the values of M and F report. Alphanumeric, 1 character (M or F) |
Census > People > Demographics
Identity.gender |
| Address | Reports the student's household address that is marked as Mailing.
Alphanumeric, 50 characters |
Census > People > Membership in Households
HouseholdLocation.mailing |
| Zip | Reports the zip code of the household's mailing address.
Alphanumeric, 10 characters (XXXXX-XXXX) |
Census > People > Membership in Households
Address.zip |
| Proj Loc (Projected Location) | Projected Location — the school number where the student has a next-year primary enrollment at a different school. Shows "XXX" if no such enrollment exists.
Numeric, 3 digits |
Student Information > General > Enrollment
System Administration > Resources > School > State School Number School.number |
| Loss Reason | Why the student is considered a loss (No Enrollment, Magnet Program, Manual Enrollment, Next Calendar Set On Enrollment, or Moved)
|
Derived from multiple sources: the next-year Enrollment's rollForwardCode (set by Enrollment Roll Forward or School Choice processing), the current enrollment's nextCalendar field (Student Information > General > Enrollment), and the SchoolBoundary / HouseholdLocation / HouseholdMember records (Census > Addresses > School Boundary; Census > People > Households) for the "Moved" determination |
Loss Reasons
The report calculates a loss reason for each student based on the following logic, evaluated in order:
- "No Enrollment" — The student has no primary enrollment at any other school for next year.
- "Magnet Program" — The student's next-year enrollment at a different school was created via School Choice roll forward (
rollForwardCode = 'C'). - "Manual Enrollment" — The student has a next-year enrollment at a different school, but the
rollForwardCodeis null, meaning someone manually created that enrollment. - "Next Calendar Set On Enrollment" — The student was rolled forward via standard roll forward (
rollForwardCode = 'R'), and the next-year calendar matches thenextCalendarfield that was set on their current enrollment. - "Moved" — The student's next-year enrollment at a different school matches a school boundary for their address, AND either their household membership or household location started after the current calendar's start date (suggesting a recent move).
Reporting Exceptions
- If none of these conditions match, the loss reason is left blank.
- Students without an active household address are excluded from the report.
- Students with an Enrollment Grade Level Sequence of zero report at the end of the report. These grade levels might be preschoolers, 5th year seniors, adult education students, etc. These enrollments are not included in the Enrollment Roll Forward process.
