Tool Search: PI-1563 Pupil Count
The PI-1563 Reconciliation extract is used to track changes between the September count date and the January count date. This report compares the results of the Head Count Summary Adjusted Head Count (page 9) for two different time periods. It also reports which students have added or dropped enrollments between the two count dates.
PI-1563 Reconciliation Count Report
Report Logic
A student must have an active enrollment on either the September Count Date or the January Count Date and will be reported one time for each selected calendar.
Students do not report when:
- The PI-1563 Exclude checkbox is marked on the Enrollment record.
- The Enrollment record is marked as a No Show.
- The Enrollment record is marked as State Exclude.
- The Calendar is marked as State Exclude.
- The Grade Level of enrollment is marked as State Exclude.
- The student's Census Status is N: Private School or H: Home Schooled.
Reductions for all columns:
- Non-Resident Reductions reported on Head Count Page 2 do not report.
- Resident Reductions reported on Head Count Page 3 do not report.
- Resident Additions reporting on Head Count Page 4 do report.
- All other students with Census Statutes not specifically excluded in the above requirements report if all other criteria are met.
- Special rules for students marked at T: Tuition Waiver - Current Year are also used.
Students who turn three between the count dates will not be counted as Additions.
Extract Editor
Field | Description |
|---|---|
Extract Type | Determines which PI-1563 extract generates. Select the Reconciliation Report. |
September Date | The pre-populated date is the Third Friday in September reporting date for the school and year selected in the Campus toolbar. Dates can be entered in mmddyy format or use the calendar icon to select a date. |
January Date | The pre-populated date is the second Friday in January reporting date, used to pull comparison data. Dates can be entered in mmddyy format or use the calendar icon to select a date. |
Format | Selection indicates how the report generates. Use the Summary Format (PDF) to submit information to the state; use the Detail Format when reviewing data prior to state submission. |
Calendar Selection | At least one calendar needs to be selected in order to generate. Calendars can be selected by Active Year, by School Name or by Year. When more than one calendar is selected, students who would be additions or subtractions within their own calendar still count as additions or subtractions even if they have enrollments in other calendars. |
| Student Selection | Select students to include on the report by choosing either a Grade level of enrollment for the students or an Ad hoc Filter.
|
| Report Generation | Use the Generate Extract button to immediately display the results of the selected extract type/period. For a larger data set, use the Submit to Batch button. This allows the selection of a specific time in which the extract generates (after school hours). See the Batch Queue article for more information. |
Generate the Extract
- Select Reconciliation Report in the Extract Type dropdown box.
- Enter the correct September Date, if not already populated.
- Enter the correct January Date, if not already populated.
- Select a Format in which to generate the report.
- Select the Calendars to include in the report.
- Select the students to include in the report by choosing either a Grade level or an Ad hoc Filter.
- Click the Generate Extract button to display the report immediately, or use the Submit to Batch button to determine when the report should generate. The report displays in the selected format.
Summary Format (PDF) Extract Example
For the Detail Report, September Head Count information reports first, then January Head Count information reports, by grade level. The student's Name (Last, First), Student State ID number, Grade Level and Date of Birth is reported.
Detail Format (PDF) - September Page
Reconciliation Summary
Column Descriptions
| Name | Description |
|---|---|
| Pupil Count September Total | Reports the total of students enrolled on the September Date who are not excluded by the selection criteria. This field equals the totals line on the Adjusted Head Count (page 9) of the Head Count Report for the same date and data set. |
| Additions | Reports a count of students who have enrollment start dates after the September Date but on or before the January Date and who are not excluded by the selection criteria. Students must have an active enrollment on the January Date in the given calendar and must not have an active enrollment on the September Date. |
| Subtractions | Reports the total of students who have enrollment end dates after the September Date but on or before the January Date and who are not excluded by the selected criteria. Students must have an active enrollment on the September Date must not have an active enrollment on the January Date in the given calendar. |
| Adjusted Total | Reports the Pupil Count September Total plus Additions minus Subtractions. |
| Pupil Count January Total | Reports the total of students enrolled on the January Date who are not excluded by the selection criteria. This field equals the totals line on the Adjusted Head Count (page 9) of the Head Count Report for the same date and data set. |
| Difference | Reports the Pupil Count January Total minus the total of the Adjusted Total. |
When a student turns three after the September Date but on or before the January Date, the student will not be counted as an addition. This can cause a positive number in the difference column.
In addition, if a student has multiple enrollments, and the first enrollment has one census status, and the second a different census status, AND the student changes grades, the student may be counted in two different grade level rows as additions/subtractions; however, if the student is present on both count dates, these additions and subtractions will cancel each other out, and the reconciliation will balance in the Totals line.
Non-Resident Reductions (reported on page 2 of the Head Count Report) and Resident Reductions (reported on page 3 of the Head Count Report) do not report.
Row Descriptions
| Grade | Logic |
|---|---|
| Preschool - Special Education |
|
| 4YK - 437 Hours | Reports students who are enrolled in grade levels with one of the following Kindergarten Codes:
|
| 4YK - 524.5 Hours | Reports students who are enrolled in grade levels with one of the following Kindergarten Codes:
|
| 5YK - Half Day | Reports students who are enrolled in grade levels with one of the following Kindergarten Codes:
|
| 5YK - 3 Full Days | Reports students who are enrolled in grade levels with one of the following Kindergarten Codes:
|
| 5YK - 4 Full Days | Reports students who are enrolled in grade levels with one of the following Kindergarten Codes:
|
| 5YK - 5 Full Days | Reports students who are enrolled in grade levels with one of the following Kindergarten Codes:
|
| 5YK - Blended | Reports students who are enrolled in grade levels with one of the following Kindergarten Codes:
|
| Grades 1-12 |
|
| Total | Sums all rows. |
Reconciliation Detail
The Detail Report lists students by name once per calendar. Students must be reported on the Summary report for the equivalent category. Students are sorted in each section first by grade, then by last name.
Students are divided into sections as follows:
| Section Title | Business Rules |
|---|---|
| September Head Count | Reports students who are counted in the Reconciliation Summary September Head Count total. |
| Additions | Reports students who are counted in the Reconciliation Summary Additions total. |
| Subtractions | Reports students who are counted in the Reconciliation Summary Subtractions total. |
| January Head Count | Reports students who are counted in the Reconciliation Summary January Head Count total. |
| September Validations | Reports students who report in September but do not report on Additions, Subtractions or January totals. |
| January Validations | Reports students who report in January but do not report on Additions, Subtractions or September totals. |
A change of enrollment in grades 1-12 does not trigger a subtraction or addition. Subtraction or Addition students are not counted when the following criteria is met:
- The student has an enrollment in grades 1-12 with an end date that falls on or after the September date, but before the January date in the given school.
- The student has a second enrollment in the same school in a different grade level (grades 1-12 only) which is active on the January date in the given school.
Column Descriptions
| Name | Description |
|---|---|
| Student Name | Displays the students Last, First name. |
| Student Number | Displays the student's State ID number (WSLS #). |
| Grade | Displays the student's grade level of enrollment. |
| Date of Birth | Displays the student's birth date. |
| Age on Sept./Jan. Count Date | Displays the student's age as of the September or January Count Date. |
| Enrollment Type | Reports the student's Enrollment Service Type (P: Primary, S: Partial or N: Special Education). |
| Start Date | Displays the start date of enrollment valid on the count date. |
| End Date | Displays the end date of enrollment valid on the count date. |
| Reason | Displays the Reason for Different:
Multiple reasons display for each student as needed. If a student has multiple simultaneous enrollments in the same calendar, all reasons for all enrollments report. A reason does not report if a student is excluded due to enrollment dates. If the difference is caused by combinations of reduction/non-reduction or valid/invalid Census Statuses in simultaneous enrollments, the student's name will be followed by an asterisk and the reason reports as Unknown. |
