P-EBT Extract (Colorado)

Tool Search: P-EBT Extract

The P-EBT (Pandemic Electronic Benefits) Extract returns data on students who are eligible for SNAP or FRPL and meet the criteria to receive P-EBT. 

SCreenshot of the P-EBT Extract, located at Reporting, CO Data PipelineP-EBT Extract

Read - Access and generate P-EBT Extract.
Write - N/A
Add - N/A
Delete - N/A

For more information about Tool Rights and how they function, see the Tool Rights article. 

Report Logic

One record per student who has an enrollment in the selected calendar(s) at any time during the selected Submission period (Fall/Semester 1 or Spring/Semester 2) is included. One record per enrollment reports.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused (see image on the left below) OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence (see image on the right below) is included in the report. 

Absent/Excused Attendance Code State Mapped Attendance Code
Click to enlarge.
Screenshot of the Attendance Code Setup tool with the Status and Excuse fields highlighted.
Click to enlarge.
Screenshot of the State Code field highlighted on the Attendance Code Setup tool.

Parent/Guardian and Address information reports as follows:

  • The Primary and current household is determined first.
  • The current address reports from the primary and current household.
  • The individual marked as Guardian in that primary and current household who has the lowest personID reports as the guardian on the report.

Current is defined as the record (household, address, etc.) that is active as of today OR the last date of the submission window, whichever occurs first.

The Primary Parent/Guardian First Name, Primary Parent/Guardian Last Name, and Primary Parent/Guardian Telephone Number fields report even when a student's household does NOT have an address. 

Students are not included when:

  • The enrollment record is marked as No Show or as State Exclude.
  • The grade level of enrollment is marked as State Exclude.
  • The calendar of enrollment is marked as State Exclude.

Non-Binary Gender Reporting

Schools can assign students a gender of M: Male, F: Female or N: Non-binary. This is done on the Identities tool and/or the Demographics tool. 

Data Pipeline Extracts and other required extracts use the Legal Gender field included in the Protected Identity Information to report student identity information.

To properly record a gender of N: Non-Binary, on the Identities tool:

  1. Assign the Gender of N: Non-Binary in the standard identify fields.
  2. Assign the Protected Identity Information Legal Gender field to M: Male, F: Female or N: Non-Binary.
  3. Save the record when finished.

Screenshot of the Gender and Legal Gender fields on the Census, People, Identities record. Gender and Legal Gender Assignment

Report Editor

Field Description
Submission

Indicates the period of time - Semester 1/Fall or Semester 2/Spring - for which the report is generated. 

  • Semester 1 returns data from August 1 to December 31 of the selected calendar. 
  • Semester 2 returns data from January 1 to May 31 of the selected calendar. 
Report Legal Name When marked, the student's name and gender report from the Protected Identity Information section on the student's Identities record.
Exclude Cross-Site Data
When marked, students enrolled as Cross-Site Students at one or more schools are excluded from the report.
Ad hoc Filter Select a saved ad hoc filter to only include those students in the filter in the report, assuming those students meet the reporting logic and business rules of this report.
Format The P-EBT Extract can be generated in either CSV or HTML formats.
Calendar Selection At least one calendar needs to be selected in order to generate the report. Reports can be selected by Active Year, School or Year.
Report Generation The P-EBT Extract can be generated immediately using the Generate Report button. Or, use the Submit to Batch button to select when the report is generated. See the Batch Queue article for more information on this functionality.

Generate the P-EBT Extract

  1. Select the desired Submission option.
  2. Mark the Report Legal Name checkbox, if desired.
  3. Mark the Exclude Cross-Site Data checkbox, if desired. 
  4. If desired, select students from an existing Ad hoc Filter.
  5. Select the Format of the report.
  6. Select the Calendar(s) from which to report information.
  7. Click the Generate Extract button or use the Submit to Batch button. The report displays in the desired format.

Screenshot of the HTML Format of the P-EBT ExtractP-EBT Extract - HTML Format

Screenshot of the CSV format of the P-EBT ExtractP-EBT Extract - CSV Format

Report Layout

Data Element Description Location
School District Code The number assigned to a school district by the state department of education.

Numeric, 4 digits
District Information > State District Number

District.number
School Code

Reports the state-assigned school number.


Numeric, 4 digits


District Information > State School Number

School.number
Entry Date Reports the student's start date of enrollment.

Date field, 8 characters (MMDDYYYY)
Enrollments > General Enrollment Editor > Start Date

Enrollment.startDate
Exit Withdraw Date Reports the student's end date of enrollment when it is before the last instructional day of the calendar. Otherwise, reports a value of 00000000.

Date field, 8 characters (MMDDYYYY)
Enrollments > General Enrollment Editor > End Date

Enrollment.endDate
Student's State ID (SASID) Reports the unique number assigned to a student by the Department of Education.

Numeric, 10 digits
Demographics > Person Identifiers > Student State ID

Person.stateID
Local ID (LASID) Reports the locally-assigned student number by the school district.

Numeric, 10 digits
Demographics > Person Identifiers > Student Number

Person.studentNumber
Student's First Name

Reports the student's first name.


When the Report Legal Name checkbox is marked, the student's First Name reports from the Legal First Name field.


Alphanumeric, 30 characters

Demographics > Person Information > First Name


Identity.firstName


Identities > Protected Identity Information > Legal First Name


Identity.legalFirstName

Student's Middle Name

Reports the student's middle name.


When the Report Legal Name checkbox is marked, the student's Middle Name reports from the Legal Middle Name field.


When the Middle Name field is blank, reports as NMN.


Alphanumeric, 30 characters

Demographics > Person Information > Middle Name


Identity.middleName


Identities > Protected Identity Information > Legal Middle Name


Identity.legalMiddleName

Student's Last Name

Reports the student's last name.


When the Report Legal Name checkbox is marked, the student's Last Name reports from the Legal Last Name field.


Alphanumeric, 30 characters

Demographics > Person Information > Last Name


Identity.lastName


Identities > Protected Identity Information > Legal Last Name


Identity.legalLastName

Student's Gender

Reports the student's gender.

  • 01 - Female
  • 02 - Male
  • 03 - Non-binary

When the Report Legal Name checkbox is marked, the student's Gender reports from the Legal Gender field. 


Numeric, 2 digits

Demographics > Person Information > Gender


Identity.gender


Identities > Protected Identity Information > Legal Gender


Identity.legalGender

Student's Date of Birth Student's date of birth.

Date field, 8 characters (MMDDYYYY)


Demographics > Person Information > Birth Date

Identities > Identities Editor > Birth Date

Identity.birthDate
Student's Grade Level Student's grade level of enrollment.

Numeric, 3 digits
System Administration > Calendar > Calendar > Grade Levels > State Grade Level

Calendar.stateGradeLevel
Student's Language Background Reports the assigned Primary Language code.

When the Home Primary Language field is not populated, the default value on the attribute reports.

Alphanumeric, 3 characters
Identities > Home Primary Language

Identity.homePrimaryLanguage

Primary Parent/Guardian First Name Reports the first name of the person marked as the guardian in the primary household.

When more than one guardian exists in the primary household, the oldest record (lowest person ID) reports.

Parent/Guardian information reports as follows:

  • The Effective Date on the report editor must be on or between the membership start and end dates.
  • The Guardian checkbox must be marked on the relationship record between the student and the guardian.
  • The individual marked as guardian in that primary and current household who has the lowest personID reports as the guardian on the report.
Alphanumeric, 30 characters

Relationships > Primary Household Relationships > Guardian


Demographics > Person Information > First Name


Identity.firstName

Primary Parent/Guardian Last Name Reports the last name of the person marked as Primary Guardian.

When more than one guardian exists in the primary household, the oldest record (lowest person ID) reports.

Parent/Guardian information reports as follows:

  • The Effective Date on the report editor must be on or between the membership start and end dates.
  • The Guardian checkbox must be marked on the relationship record between the student and the guardian.
  • The individual marked as Guardian in that primary and current household who has the lowest personID reports as the Guardian on the report.
Alphanumeric, 30 characters

Relationships > Primary Household Relationships > Guardian


Demographics > Person Information >Last Name


Identity.lastName

Primary Parent/Guardian Telephone Number Reports the 10-digit primary phone number assigned at the household, including area code (no dashes).

When there is no phone number for the household, this field reports blank.

Numeric, 10 digits
Households > Address > Phone Number

Household.phone
Student's Primary Mailing Address 1 Reports the student's active mailing address (street address when entered, or PO Box when marked).

When there is more than one active mailing address, the primary address reports.

When there is no active address available for the student, the school's address reports.

Alphanumeric, 44 characters

Households > Addresses > Address 


Address.number

Address.POBox

Address.street

Address.prefix

Address.tag

Address.direction

Address.apt


School Information > Address


School.address
School.city
School.state
School.zip
Student's Primary Mailing Address 2 This field reports blank. N/A
Student's Primary Mailing City Reports the student's city as noted on the active mailing address.

When there is more than one active mailing address, the primary address reports.

When there is no active address available for the student, the school's address reports.

Alphanumeric, 50 characters

Addresses > Address


Address.city


School Information > Address


School.city

Student's Primary Mailing State Reports the student's state as noted on the active mailing address.

When there is more than one active mailing address, the primary address reports.

When there is no active address available for the student, the school's address reports.

Alphanumeric, 2 characters

Addresses > Address


Address.state


School Information > Address


School.state

Student's Primary Mailing Postal Code Reports the zip code (either 5-digit code or 9-digit code) of the student's active mailing address.  

When there is more than one active mailing address, the primary address reports.

When there is no active address available for the student, the school's address reports.

Numeric, 10 digits (12345 or 12345-6789)

Addresses > Address


Address.zip


 School Information > Address


School.zip

Non-School Program Code Indicates the student is being education in a program without a school code.

Reports the code selected on the student's enrollment record.

When there is no Non-School Program assigned, reports a value of 00.

Numeric, 2 digits
Enrollments > State Reporting Fields > Non-School Program

Enrollment.nonSchoolProgram
Free/Reduced Price Lunch Eligible Indicates whether the student is free or reduced lunch eligible during the reporting period. Reports the selected Eligibility State Code.

When there is no code, reports a value of 00.

Numeric, 2 digits
Eligibility > Eligibility State Code

POSEligibility.stateCode
FRPL Eligibility Date Reports the student's first date of receiving free/reduced meals.

Date field, 8 characters (MMDDYYYY)
Eligibility > Start Date

POSEligibility.startDate
Type of Learning Modality
Indicates the Remote Learning option in which the student participates: 
  • 1: 100% Full Time Remote Learning
  • 2: Hybrid Learning
  • 3: In-Person Learning
  • 4: Enrolled in On-Line School
Reports a value of 3 when the Remote Learning field is not populated on the student's Enrollment record.

Numeric, 1 digit
Enrollments > State Reporting Fields > Remote Learning

Enrollment.remoteLearning



Method for Providing Timeframe Engaged in Remote or Hybrid Learning Reports a value of 2 when the Type of Learning Modality field reports a value of 1 or 2. Otherwise, this field reports blank.

Numeric, 1 digit
Enrollments > State Reporting Fields > Remote Learning

Enrollment.remoteLearning
Begin Date for Remote/Hybrid Learning This field reports blank. N/A
End Date for Remote/Hybrid Learning This field reports blank. N/A
Learning Modality: 100% Full Time Remote Learning or Hybrid Learning - Full Fall Semester/1st Semester (August through December) For the Fall submission, when the Type of Learning Modality field reports a value of 1 or 2, this field reports a value of 01. Otherwise, this field reports blank.

For the Spring submission, when the Type of Learning Modality field reports a value of 1 or 2 and the student was enrolled between August 1 and December 31, this field reports a value of 01. Otherwise, this field reports blank.

Numeric, 2 digits
Enrollments > State Reporting Fields > Remote Learning

Enrollment.remoteLearning
Learning Modality: 100% Full Time Remote Learning or Hybrid Learning - Full Spring Semester/2nd Semester (January through May) For the Fall submission, this field reports blank.

For the Spring submission, when the Type of Learning Modality field reports a value of 1 or 2, this field reports a value of 01. Otherwise, this field reports blank.

Numeric, 2 digits
Enrollments > State Reporting Fields > Remote Learning

Enrollment.remoteLearning
Remote/Hybrid Learning for August/September Semester 1 This field reports blank. N/A
Remote/Hybrid Learning for October Semester 1 This field reports blank. N/A
Remote/Hybrid Learning for November Semester 1 This field reports blank. N/A
Remote/Hybrid Learning for December Semester 1 This field reports blank. N/A
Remote/Hybrid Learning for January Semester 2 This field reports blank. N/A
Remote/Hybrid Learning for February Semester 2 This field reports blank. N/A
Remote/Hybrid Learning for March Semester 2 This field reports blank. N/A
Remote/Hybrid Learning for April Semester 2 This field reports blank. N/A
Remote/Hybrid Learning for May Semester 2 This field reports blank. N/A
Excused Absence Indicator - August 2021* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of August.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission:
  • The minutes of excused absences for each day in the month of August are totaled. 
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of August, a value of 01 reports.  


When the sum is less than 0.5 for the month of August, a value of 00 reports. 


Calculation for the Spring submission: this field reports blank.


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse

Excused Absence Indicator - September 2021* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of September.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission:
  • The minutes of excused absences for each day in the month of September are totaled.
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of September, a value of 01 reports.


When the sum is less than 0.5 for the month of September, a value of 00 reports. 


Calculation for the Spring submission: this field reports blank.


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse

Excused Absence Indicator - October 2021* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of October.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission:
  • The minutes of excused absences for each day in the month of October are totaled. 
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of October, a value of 01 reports.  


When the sum is less than 0.5 for the month of October, a value of 00 reports. 


Calculation for the Spring submission: this field reports blank.


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse
Excused Absence Indicator - November 2021* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of November.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission:
  • The minutes of excused absences for each day in the month of November are totaled.
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of November, a value of 01 reports.  


When the sum is less than 0.5 for the month of November, a value of 00 reports. 


Calculation for the Spring submission: this field reports blank.


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse
Excused Absence Indicator - December 2021* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of December.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission:
  • The minutes of excused absences for each day in the month of December are totaled. 
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of December, a value of 01 reports.  


When the sum is less than 0.5 for the month of December, a value of 00 reports. 


Calculation for the Spring submission: this field reports blank.


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse
Excused Absence Indicator - January 2022* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of January.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission: this field reports blank.


Calculation for the Spring submission:

  • The minutes of excused absences for each day in the month of January are totaled.
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of January, a value of 01 reports.  


When the sum is less than 0.5 for the month of January, a value of 00 reports. 


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse
Excused Absence Indicator - February 2022* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of February.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission: this field reports blank.


Calculation for the Spring submission:

  • The minutes of excused absences for each day in the month of February are totaled. 
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of February, a value of 01 reports.  


When the sum is less than 0.5 for the month of February, a value of 00 reports. 


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse
Excused Absence Indicator - March 2022* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of March.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission: this field reports blank.


Calculation for the Spring submission:

  • The minutes of excused absences for each day in the month of March are totaled. 
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of March, a value of 01 reports.  


When the sum is less than 0.5 for the month of March, a value of 00 reports. 


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse
Excused Absence Indicator - April 2022* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of April.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission: this field reports blank.


Calculation for the Spring submission:

  • The minutes of excused absences for each day in the month of April are totaled. 
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of April, a value of 01 reports.  


When the sum is less than 0.5 for the month of April, a value of 00 reports. 


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse
Excused Absence Indicator - May 2022* Reports a value of 01 (Yes) or 00 (No) based on a calculation of determining a student's excused absences for the month of May.

Any attendance event in a period that has a Status of Absent and an Excuse of Excused OR any attendance event that is assigned an Attendance Code that is mapped to the State Code of 01: PEBT Related Absence is counted.

Calculation for the Fall submission: this field reports blank.


Calculation for the Spring submission:

  • The minutes of excused absences for each day in the month of May are totaled. 
  • The total number of excused absence minutes is then divided by the total number of minutes for which the student was scheduled that day resulting in the Excused Absence amount.
  • The results are then summed for each instructional day in the month.

When the sum is greater than or equal to 0.5 for the month of May, a value of 01 reports.  


When the sum is less than 0.5 for the month of May, a value of 00 reports. 


Numeric, 2 digits

Attendance > Status, Excuse

Attendance.status
Attendance.excuse

Previous Versions

P-EBT Extract (Colorado) [.2223 - .2239]