Tool Search: NC PMR Extract
The PMR (Principal's Monthly Report) Extract contains enrollment, membership, and attendance information. It is collected by NCDPI at the end of each school month for nine months and is used as the source data for calculating the following:
- Average Daily Membership
- Average Daily Attendance
- Enrollment
- Membership Last Day
- Violation Status
This article provides information on how to properly enter data into Campus to generate the PMR from Campus. It does not provide details on policies and procedures for schools and districts; for that information, consult the North Carolina Department of Public Instruction website.
NC PMR Extract
Read - Access and view the PMR Extract.
Write - Generate the PMR Extract.
Add - N/A
Delete - N/A
Additional tool rights are needed for this report. See the Tool Rights section below for details.
For more information about Tool Rights and how they function, see the Tool Rights article.
In Campus, PMR Intervals are called School Months.
Getting Started with the PMR
Data Setup
Before generating the PMR, verify that the following tools and values are entered. For additional information, review the PMR Validation Review.
| Tool and Required Data | Information |
|---|---|
| School Information | |
The State School Number is entered and meets the following requirements:
|
 School Information - State School Number |
| Calendar Information | |
The following fields are populated on the Calendar Information editor:
|
 Student Day, Teacher Day, Whole Day Absence - Calendar Information |
| When the school operates using Tracks, the Track field on the Calendar must be set for each track.
This can be left blank for schools that do not operate using tracks. |
 Calendar Track Field |
| Grade levels are configured for the selected calendar AND aligned to the correct State Grade Level Code in Grade Level Setup. |  State Grade Level Code Assigned to Grade Levels |
| Calendar terms are set up with a Term Schedule Name (Trimesters, Quarters, etc.). Individual terms are named, have a Sequence, a Start Date, and an End Date
|
 Term Setup |
| Period Schedules exist when needed (rotating schedules, block scheduling, etc.), and Periods are entered with the correct sequences and names for each period in the school day. |  Period Setup |
| Calendar Days have been set using the Day Reset tool, and each day in the calendar is marked correctly for Day Events, School Days, Instruction Days, and Attendance Days. |  Day Setup |
School Months are entered according to state requirements:
For School Months 1 and 2, students CANNOT be counted for more than 20 instructional days.
For the other school months, students cannot exceed the number of instructional days included in that school month. |
 School Months |
| Students | |
Students have a primary Enrollment record in a school in the active school year AND:
|
 Student Enrollment Record |
| Students must be enrolled in a correct grade level based on their calendar of enrollment. |  Student Information - Grade Level |
| Students are scheduled into courses. |  Student Schedule |
The following demographic and person identifiers fields must be populated for students:
|
 Student State ID  Student Demographics - Sex, Race/Ethnicity Fields |
Attendance data is available for students.
Attendance events recorded by teachers are not entered with an attendance code. These records need to be processed by Attendance Office Staff using the Classroom Monitor or Daily Attendance. |
 Attendance Codes |
Tool Rights
Access to the NC PMR Extract requires the following tool rights. This tool right can be assigned to a user group, if desired.
- Read rights provide access to view the report editor.
- Write rights allow the report to be generated.
The NC PMR Extract Submission tool rights must be manually assigned to a designated user and not through a user group. The user assigned this subright must exist at the State Edition level and have a Staff NC DPI ID.
- Read rights provide access to view the report editor.
- Write rights allow the report to be generated.
ONLY A LIMITED NUMBER OF STAFF SHOULD BE ASSIGNED TOOL RIGHTS TO THE PMR EXTRACT PERMISSION SUB-RIGHT.
Because this report requires the same individual who submits the data to verify the data, only 1-2 people in a school should be assigned both the NC PMR Extract and the NC PMR Extract Permission tool rights.
NC PMR EXtract Tool RightsPMR Workflow
Follow this workflow for generating the PMR Extract.
- Generate PMR Summary by using the Submit to Batch Queue option.
- Once complete, download the report. Data validations run in the background, and any FATAL errors found in the validation reports must be addressed before regenerating the PMR Summary (step 3). A link to the validation reports can be found in the Instructions section of the report editor.
- Regenerate the PMR Summary.
- Review the PMR Summary.
- Submit Verification the PMR Summary.
- Generate the remaining PMR Extracts.
PMR Summary
Article: PMR Summary Report
The Summary Extract Type is the originating data pull submitted to the state. It can be generated anytime but must be submitted within ten days after data validations and PMR Review have occurred. Other extract types use that snapshot for calculations.
The effective date for determining violation status is based on the report generation date, up to ten days after the School Month end date. Once the ten days have occurred, the report uses the end date plus 10 as the effective date.
- Generate the report for a particular school month. This creates a snapshot of data as of the date it is generated. Once the snapshot is created, the state validations are queried to ensure no fatal errors exist. When there is a fatal error, an error message displays asking to review the validations, make corrections, and generate the report again.
PMR Summary - Generate - Make necessary corrections to data.
- Generate the PMR Summary again with the same information as selected previously.
- Review the report for the same school month that was initially generated. This pulls data from the snapshot previously created; if changes were made to enrollment records or attendance data between the time the snapshot was first created and the date the data was reviewed, those changes are not reflected in the review results. To see those results, generate the report again.
- Before displaying the results, the list of state validation errors is reviewed to verify no fatal errors. When there are no errors, the report displays; when there are errors, a warning message displays, directing the user to review the validations and generate the PMR again.
- When Review has been selected BEFORE the validations have completed, a warning message displays indicating the validation report is still running and to wait for that to complete before reviewing the data.
PMR Summary - Review
- Submit the Verification. This step sends the snapshot results to the state, and no further changes to data can be made. The individual at the school who generates the PMR must also submit the verification. Once data has been submitted, that school month selection cannot be generated or re-submitted. Users may continue to review the data from the month of submission, but updates to student data will not be reflected in the report.
PMR Summary Verification
Data Validation Reports
Article: Data Validation Reports
When the PMR is submitted to the batch queue, the data snapshot is taken, and data validation reports run in the background. If fatal errors are found, a message indicates that they must be addressed prior to regenerating the report.
The Instructions section on the report editor includes a link to the Validation Reports.
The following validation reports are owned and managed by NC DPI.
- PMR Fatals
- PMR Warnings
- PMR Information
PMR Detail
Article: PMR Detail
The Detail Extract Type includes the same fields as the PMR Summary, broken down by student and demographic data. Once the PMR Summary is generated, the PMR Detail can be reviewed.
Changes made to student data are not reflected in the report until a new summary is generated. When the summary has already been submitted, the report does not update, as a new Summary snapshot cannot be taken to update the snapshot data.
PMR DetailStudents Not Included in the Summary
Article: Students Not Included in the PMR Summary
This extract type includes any students who were not reported in the PMR Summary, including those marked as No Show or State Exclude, those who have Enrollment Start Statuses and Enrollment End Statuses that are not collected, etc.
Students Not Included in Summary ReportGRS Summary
Article: GRS Summary
This extract type includes Grade, Race, and Sex information for the selected calendar(s). This snapshot is taken at the same time as the PMR summary, and only students who report on the PMR Detail are included in the GRS counts.
GRS SummaryGRS Detail
Article: GRS Detail
This extract type includes Grade, Race, and Sex information for the selected calendar(s), plus the student names and student IDs. This snapshot is taken at the same time as the PMR summary, and only students who report on the PMR Detail are included in the GRS counts.
GRS DetailPMR Best 1 of 2
Article: PMR Best 1 of 2
The PMR (Principal's Monthly Report) Best 1 of 2 report compares ADM calculations submitted in School Month 2 with ADM calculations for School Month 1R. The 1R Snapshot is taken at the same time as School Month 2 for School Month 1 but uses the effective date from School Month 2 for determining violation status. The higher ADM for each grade level is then totaled by grade level across the PSU.
The snapshot being compared is taken at the same time as the PMR summary, and only students who report on the PMR summary are used in the counts.
PMR Best 1 of 2Report Logic
The PMR reports aggregated enrollment numbers for the calendars selected for each school month selected in the Report Editor. This is a school-wide report; all calendars must be selected when generating and submitting data.
Only information from enrollments with a Service Type of Primary is included.
Enrollment records DO NOT REPORT when the following is true:
- The Enrollment Admission Status is:
- VED1: Visitor - Extended Day Program
- VST1: Visitor - Standard Day Program/Foreign Exchange Student
- VST2: Visitor - Temporary Status
- The Enrollment Record, Grade Level or Calendar is marked as State Exclude or No Show.
- The previous Enrollment End Status (State End Status) is W1: Transfer Withdrawal or W2: Early Leaver Withdrawal.
The Enrollment Start Statuses (State Start Status) of R5: Re-Enroll - previous W1 or R6: Re-Enroll - previous W2 are not uniquely reported in the PMR, specifically for the GRS Summary. However, the enrollment and attendance data within that enrollment is reported under the previous E1/E2 enrollment in the same school. R5/R6 enrollments without previous E1/E2 enrollments in the same school do not report on the PMR.
Only enrollment data from those schools where the fourth digit of the school number is greater than or equal to 300 reports. See the Data Setup section for details.
Refer to the Department of Public Instruction for additional information.
Attendance Calculations
The PMR calculates attendance information using the following calculations, logic, and terminology. Note that the PMR uses the State Code assigned to the Attendance Record only. For guidance on attendance codes, refer to the Attendance Code Setup article (NCSIS).
Attendance Code Setup - State Code Assignment
How Attendance Codes Affect ADA and ADM
This table shows how the Attendance Codes affect the attendance calculations - positively (+), negatively (-), or no impact (N/A).
Report Editor
| Data Element | Description |
|---|---|
| Setup | |
| Search Calendars | Use the search field to narrow the list of calendars to select. Use the Expand All/Collapse All option. Place a checkbox next to the desired school and calendars.
As noted, all calendars are automatically selected because this is a school-wide report. For State Edition users, calendars display by School Year, by District, then by School Name. |
| Show Active Year Only |
Only those calendars for the school year are available for selection when set to ON.
When set to OFF, all calendars from all school years are available for selection based on the user's tool rights. |
| Report Options | |
| Extract Type |
Determines which PMR report generates. Options:
|
| School Month Sequence |
Indicates which School Month is being reported. Select one school month from the list. |
| Ad hoc Filter | Allows selection of a filter that was previously created. Only students included on the selected filter return on the report.
This option is available with the Extract Types of PMR Detail, Students Not Included in PMR Summary, and GRS Detail. |
| Output Options | |
| Report Processing | This is a complex report and requires several minutes to create the data snapshot. Because of this, it always needs to be generated using the Submit to Batch option.
The Batch Queue processing can be used for both the report generation and the report review, allowing results to be reviewed at a later time. The Snapshot being compared is taken at the same time as the PMR summary and only students who report on the PMR summary are used in the counts. Submitting to Batch is useful when generating the report for several calendars or for more significant amounts of reported data. See the Batch Queue article for more information. |
| Format Type | Determines in which format the report generates - CSV or HTML. |
Next Steps
See the following articles for information on generating the individual PMR Reports.
- PMR Summary
- PMR Best 1 of 2
- PMR Detail
- Students Not Included in the PMR Summary
- GRS Summary
- GRS Detail
