Tool Search: Preschool Enrollment Count
The Preschool Enrollment Count consists of a file containing aggregate information about preschool students in a district. The report is produced in two variations for each of the 2 reporting periods. Information in the report includes aggregates of students by special education status, at-risk status, over-income, Head Start status, grade and the name of the school.
Preschool Enrollment CountGenerating the Report
- Select the Preschool Enrollment Count Period - Fall or Spring
- Enter the Count Date. This field is auto-populated to the following based on the Count Period selected:
- Fall - 12/01 of the year selected in the Campus toolbar.
- Spring - 03/01 of the year selected in the Campus toolbar.
- Select a Report Type.
- Validation Report - Designed to alert districts of preschool data quality issues.
- Summary - Reports an aggregate count of preschool data.
- Detail - Reports student-level preschool data.
- Select the report Format. Use the HTML format (Summary only) for data analysis and the Detail Format (CSV) format when submitting data to the state.
- Click the Generate Extract button to generate the extract immediately or click Submit to Batch to schedule when the extract is generated.
Example of the Preschool Enrollment Count (HTML Format)State Grade Definition and Due Dates
The state defines grades as follows:
- Grade 97: Students who turn 2 on or before August 1
- Grade 98: Students who turn 3 on or before August 1
- Grade 99: Students who turn 4 on or before August 1
The following describes due dates for submitting the Preschool Enrollment Count to the Kentucky Department of Education:
- Fall Enrollment: December 1st
- Spring Enrollment: March 1st
Fall and Spring Enrollment Count (Summary and Detail) Criteria
- The student must have a P: Primary enrollment record.
- N: Special Ed and S: Partial enrollment records are excluded.
- All students must have a preschool record on the Preschool tool and the Start and End dates of the preschool record must overlap the Effective Date entered on the extract editor (December 1 for the Fall Count, March 1 for Spring Count).
- Students must also meet one of the following grade criteria:
- Grade 97:
- Fall Enrollment Count: Students who turn 3 years of age from August 2nd through December 1st of the current school year.
- Spring Enrollment Count: Students who turn 3 years of age from August 2nd through March 1st of the current school year.
- Grade 98 (3 year olds)
- Grade 99 (4 year olds)
- Grade 97:
- Students with a Preschool Type of Head Start are not included in the report.
- Enrollments marked State Exclude or within excluded calendars and grade levels ARE included in the report.
Understanding the Validation Report
Before Preschool Enrollment Count data is displayed, users will first see a warning report screen indicating which schools have no preschool data and any duplicate preschool service records.
Warning 1: No Preschool Data
The first warning indicates all districts who have no active preschool records within the reporting year. These districts must have at least one preschool grade level (state grade levels 95-99).
Example of the Preschool Enrollment Count ValidationWarning 2: Duplicate Preschool Service Records
The second warning indicates all students who have multiple preschool service records where Start Date and Setting are identical.
Example of the Duplicate Preschool Service Record WarningFall and Spring Enrollment Count - Summary - Data Elements
The following data elements are included in the Fall and Spring Enrollment Summary Count Data Extracts:
Element Name | Description | Campus Database and UI Location |
|---|---|---|
| Count Period | Indicates the Count Period selected in the extract editor:
| N/A |
| Count Date | Indicates the Effective Date selected on the extract editor. | N/A |
District Number | The 3-digit district number. | District.number School & District Settings > District > District Information > State District Number |
District Name | The name of the reporting district. | District.name School & District Settings > District > District Information > Name |
School Number | The 3-digit school number. | School.number School & District Settings > Schools > School Information > School Detail > Location Number |
School Name | The name of the reporting school. | School.name School & District Settings > Schools > School Information > School Detail > Name |
Y4atRisk | Total number of 4 year olds considered at-risk. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > General > Pre-School > State Funded At Risk |
Y2WDisabilitySL | The total number of 3 year old students with a Speech Language disability (communication disorder). | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y3WDisabilitySL | The total number of 3 year old students with a Speech Language disability (communication disorder). | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y4WDisabilitySL | The total number of 4 year old students with a Speech Language disability (communication disorder). | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
| Total SL | The total number of 3 and 4 year old students with a Speech Language disability (communication disorder). Total SL = Total of Y2WDisabilitySL + Y3WDisabilitySL + Y4WDisabilitySL | Calculated, not dynamically stored |
Y2WDisabilityMMD | The total number of 3 year old students with Mild or Moderate Disabilities. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y3WDisabilityMMD | The total number of 3 year old students with Mild or Moderate Disabilities. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y4WDisabilityMMD | The total number of 4 year old students with Mild or Moderate Disabilities. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
| Total MMD | The total number of 3 and 4 year old students with a mid to moderate disability. Total MMD = Y2WDisabilityMMD + Y3WDisabilityMMD + Y4WDisabilityMMD | Calculated, not dynamically stored |
Y2WDisabilitySEV | The total number of 3 year old students with Low Incidence Disabilities. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y3WDisabilitySEV | The total number of 3 year old students with Low Incidence Disabilities. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y4WDisabilitySEV | The total number of 4 year old students with Low Incidence Disabilities. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
| Total SEV | The total number of 3 and 4 year old students with Low Incidence Disabilities (SEV). Total SEV = Y2WDisabilitySEV + Y3WDisabilitySEV + Y4WDisabilitySEV | Calculated, not dynamically stored |
| Y2 or Y3 or Y4 Total Disabilities | The total number of 3 and 4 year old students with all disabilities. Total Disabilities = Total MMD + Total SEV + Total SL | Calculated, not dynamically stored |
| Y2 or Y3 or Y4 Total Eligible | The total number of 3 and 4 year old students at risk as well as those with disabilities. Total Eligible = Total MMD + Total SEV + Total SL + Y4atRisk | Calculated, not dynamically stored |
Y4WDisabilityAtRisk | The total number of 4 year old students with disabilities who are up to 160% of poverty. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > State Funded At Risk |
Y4WDisability Over Income | The total number of 4 year old students with disabilities who are up to 160% of poverty. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > Over Income Preschool |
| Y2OrY3OrY4 Head Start Enhanced | The total number of 3 and 4 year olds receiving Head Start enhanced services. Total of students in Grade = 99 where Primary Disability = 01-15 (IEP) and have the Over Income Preschool checkbox marked on the Preschool tool. Exclude Type = Head Start (Preschool tool). | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > Over Income Preschool Exclude Type = Head Start (on Pre-School tool) |
Y2OrY3OrY4 Disability Over Income | The total number of 3 and 4 year olds without a disability who have the Over Income Preschool checkbox marked on the Preschool tool. This field indicates students who are funded by tuition or district funds. Total of students in Grade = 97, 98 and 99 where Primary Disability is null (including no IEP) and have the Over Income Preschool checkbox marked on the Preschool tool. Exclude Type = Head Start (Preschool tool). | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > Over Income Preschool |
Y2OrY3OrY4 Other | Total number of students age 3 and 4 whol are not eligible but are served by the Preschool program using other funds such as tuition or Title 1. Total of students in Grade = 97, 98 and 99 where Primary Disability is null (including no IEP) and have the Over Income Preschool checkbox marked on the Preschool tool. The State Funded At Risk checkbox must not be marked. Exclude Type = Head Start (Preschool tool). | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > Over Income Preschool |
| Male | Total number of male preschool students. Counts 1 for gender of M | Census > People > Demographics > Gender |
| Female | Total number of female preschool students. Counts 1 for gender of F | Census > People > Demographics > Gender |
| White | Total number of White non-Hispanic preschool students. Counts 1 for Race of 6 | Census > People > Demographics > Race/Ethnicity |
| African American | Total number of African American non-Hispanic preschool students. Counts 1 for Race of 4 | Census > People > Demographics > Race/Ethnicity |
| Hispanic | Total number of Hispanic preschool students. Counts 1 for Race of 1 | Census > People > Demographics > Race/Ethnicity |
| Asian | Total number of Asian non-Hispanic preschool students. Counts 1 for Race of 3 | Census > People > Demographics > Race/Ethnicity |
| American Indian or Alaska Native | Total number of American Indian or Alaska Native non-Hispanic preschool students. Counts 1 for Race of 2 | Census > People > Demographics > Race/Ethnicity |
| Native Hawaiian or Other Pacific Islander | Total number of Native Hawaiian or Other Pacific Islander non-Hispanic preschool students. Counts 1 for Race of 5 | Census > People > Demographics > Race/Ethnicity |
| Two or More Races | Total number of Multi-racial non-Hispanic preschool students. Counts 1 for Race of 7 | Census > People > Demographics > Race/Ethnicity |
Fall and Spring Enrollment Count - Detail - Data Elements
The detail format of the Fall and Spring extracts consists of a comma separated file (CSV). All selection criteria for the detail reports is identical to the Fall and Spring Enrollment Counts.
The detail report outputs student-level Preschool enrollment count information.
Children participating in Head Start with a Preschool Type of Head Start are not listed in the detail format of the report.
Element Name | Description | Campus Database and UI Location |
|---|---|---|
| Count Period | Indicates the Count Period selected in the extract editor:
| N/A |
| Count Date | Indicates the Effective Date selected on the extract editor. | N/A |
District Number | The 3-digit district number. | District.number School & District Settings > District > District Information > State District Number |
District Name | The name of the reporting district. | District.name School & District Settings > District > District Information], > Name |
School Number | The 3-digit school number. | School.number School & District Settings > Schools > School Information > School Detail > Location Number |
School Name | The name of the reporting school. | School.name School & District Settings > Schools > School Information > School Detail > Name |
| Last Name | The legal last name of the student. Sort alphabetically (A to Z) | Identity.lastName Census > People > Demographics > Last Name |
| First Name | The legal first name of the student. Sort alphabetically (A to Z) | Identity.firstName Census > People > Demographics > First Name |
| SSID | The reporting student's Student State ID. | Person.stateID Census > People > Demographics > Person Identifiers > Student State ID |
| DOB | The student's date of birth. | Identity.birthDate Census > People > Demographics > Birth Date |
| State Grade | The state grade associated with the student's active enrollment record. | N/A School & District Settings > District > Grade Level Definitions > NCES Grade |
| Gender | The student's gender. | Census > People > Demographics > Person Information > Gender |
| Race Ethnicity | The student's race ethnicity. | Census > People > Demographics > Person Information > Federal Race/Ethnicity |
| Home Primary Language | The language primarily spoken in the student's home. | Census > People > Demographics > Person Information > Home Primary Language |
| IEP Start Date | The start date of the student's IEP. | Plan.startDate Student Information > Special Ed > Documents |
| IEP End Date | The end date of the student's IEP. | Plan.endDate Student Information > Special Ed > Documents |
Y2WDisabilitySL | Indicates if the student is 3 years old (Grade 97) with a Speech Language disability (communication disorder). Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y3WDisabilitySL | Indicates if the student is 3 years old (Grade 98) with a Speech Language disability (communication disorder). Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y4WDisabilitySL | Indicates if the student is 4 years old (Grade 99) with a Speech Language disability (communication disorder). Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
| Total SL | Indicates if the student is 3 or 4 years old (Grade 97, 98 or 99) with a Speech Language disability (communication disorder). Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored |
Y2WDisabilityMMD | Indicates if the student is 3 years old (Grade 97) with Mild or Moderate Disabilities. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y3WDisabilityMMD | Indicates if the student is 3 years old (Grade 98) with Mild or Moderate Disabilities. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y4WDisabilityMMD | Indicates if the student is 4 years old (Grade 99) with Mild or Moderate Disabilities. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
| Total MMD | Indicates if the student is a 3 or 4 year old (Grade 97, 98 or 99) with Mild or Moderate Disabilities. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored |
Y2WDisabilitySEV | Indicates if the student is 3 years old (Grade 97) with Low Incidence Disabilities. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y3WDisabilitySEV | Indicates if the student is 3 years old (Grade 98) with Low Incidence Disabilities. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
Y4WDisabilitySEV | Indicates if the student is 4 years old (Grade 99) with Low Incidence Disabilities. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability |
| Total SEV | Indicates if the student is 3 or 4 years old (Grade 97, 98 or 99) with Low Incidence Disabilities. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored |
| Y2 or Y3 or Y4 Total Disabilities | Indicates if the student is 3 or 4 years old (Grade 97, 98 or 99) with Speech Language, Low Incidence or Mild or Moderate disabilities. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored |
| Y2 or Y3 or Y4 Total Eligible | Indicates if the student is 3 or 4 years old (Grade 97, 98 or 99) with disabilities or considered at risk. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored |
Y4W Disability At Risk | Indicates if the student is 4 years old (Grade 99) with a disability and considered 160% of poverty. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > State Funded At Risk |
Y4W Disability Over Income | Indicates if the student is 4 years old (Grade 99) with a disability who is funded by tuition or district funds. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > Over Income Preschool |
Y2OrY3OrY4 Head Start Enhanced | Indicates if the student is 3 or 4 years old (Grade 97, 98 or 99) and receiving Head Start enhanced services. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > Head Start Enhanced |
Y2OrY3OrY4WO Disability Over Income | Indicates the student is a 3 or 4 year old (Grade 97, 98 or 99) without a disability who has the Over Income Preschool checkbox marked on the Preschool tool. Grade = 97, 98 and 99 where Primary Disability is null (including no IEP) and have the Over Income Preschool checkbox marked on the Preschool tool. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > Over Income Preschool |
| Y2OrY3OrY4 Other | Indicates the student is a 3 or 4 year old (Grade 97, 98 or 99) not eligible but are served by the Preschool program using other funds such as tuition or Title 1. Grade = 97, 98 and 99 where Primary Disability is null (including no IEP) and have the Over Income Preschool checkbox marked on the Preschool tool. The State Funded At Risk checkbox must not be marked. Column reports 1 if student is counted. 0 if the student is not counted. | Calculated, not dynamically stored Student Information > General > Enrollments > Grade Student Information > General > Enrollments > Special Ed Fields > Primary Disability Student Information > State Programs > Pre-School > Over Income Preschool |
| PS Start Date | Start date of the student's preschool record. | Student Information > State Programs > Pre-School |
| PS End Date | End date of the student's preschool record. | Student Information > State Programs > Pre-School |
