Preschool Enrollment Count (Kentucky)

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.


Screenshot of the Preschool Enrollment Count report editor. Preschool Enrollment Count


Generating the Report

  1. Select the Preschool Enrollment Count Period - Fall or Spring
  2. 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.
  3. 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.
  4. 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.
  5. Click the Generate Extract button to generate the extract immediately or click Submit to Batch to schedule when the extract is generated. 


Screenshot of an example of the Preschool Enrollment Count Report in HTML format. 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)
  • 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).


Screenshot of an example of Warning 1.Example of the Preschool Enrollment Count Validation


Warning 2: Duplicate Preschool Service Records

The second warning indicates all students who have multiple preschool service records where Start Date and Setting are identical.


Screenshot of an example of Warning 2.Example of the Duplicate Preschool Service Record Warning


Fall 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 PeriodIndicates the Count Period selected in the extract editor:
  • Fall
  • Spring
N/A
Count DateIndicates 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.
 
Total of students in Grade = 99 where "State Funded At Risk" checkbox is marked on the Preschool tool and where Primary Disability (IEP) is null (including no IEP).
 
Exclude Type = Head Start (Preschool) and exclude Setting = Home (Preschool tool).

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).
 
Total of students in Grade = 97 where Primary Disability = 05 (IEP).
 
Exclude Type = Head Start (Preschool tool).

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).
 
Total of students in Grade = 98 where Primary Disability = 05 (IEP).
 
Exclude Type = Head Start (Preschool tool).

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).
 
Total of students in Grade = 99 where Primary Disability = 05 (IEP).
 
Exclude Type = Head Start (Preschool tool).

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.
 
Total of students in Grade = 97 where Primary Disability = 01, 08, 09, 10 or 15.
 
Exclude Type = Head Start (Preschool tool).

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.
 
Total of students in Grade = 98 where Primary Disability = 01, 08, 09, 10 or 15.
 
Exclude Type = Head Start (Preschool tool).

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.
 
Total of students in Grade = 99 where Primary Disability = 01, 08, 09, 10 or 15.
 
Exclude Type = Head Start (Preschool tool).

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.
 
Total of students in Grade = 97 where Primary Disability = 02, 04, 06, 07, 11, 12, 13 or 14.
 
Exclude Type = Head Start (Preschool tool).

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.
 
Total of students in Grade = 98 where Primary Disability = 02, 04, 06, 07, 11, 12, 13 or 14.
 
Exclude Type = Head Start (Preschool tool).

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.
 
Total of students in Grade = 99 where Primary Disability = 02, 04, 06, 07, 11, 12, 13 or 14.
 
Exclude Type = Head Start (Preschool tool).

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.
 
Total of students in Grade = 99 where Primary Disability = 01-15 and where the State Funded at Risk checkbox is 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 > State Funded At Risk

Y4WDisability Over Income

The total number of 4 year old students with disabilities who are up to 160% of poverty.
 
Total of students in Grade = 99 where Primary Disability = 01-15 and where the Over Income Preschool checkbox is 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 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

MaleTotal number of male preschool students.

Counts 1 for gender of M
Census > People > Demographics > Gender
FemaleTotal number of female preschool students.

Counts 1 for gender of F
Census > People > Demographics > Gender
WhiteTotal number of White non-Hispanic preschool students.

Counts 1 for Race of 6
Census > People > Demographics > Race/Ethnicity
African AmericanTotal number of African American non-Hispanic preschool students.

Counts 1 for Race of 4
Census > People > Demographics > Race/Ethnicity
HispanicTotal number of Hispanic preschool students.

Counts 1 for Race of 1
Census > People > Demographics > Race/Ethnicity
AsianTotal number of Asian non-Hispanic preschool students.

Counts 1 for Race of 3
Census > People > Demographics > Race/Ethnicity
American Indian or Alaska NativeTotal 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 IslanderTotal 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 RacesTotal 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 PeriodIndicates the Count Period selected in the extract editor:
  • Fall
  • Spring
N/A
Count DateIndicates 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 NameThe legal last name of the student.

Sort alphabetically (A to Z)
Identity.lastName

Census > People > Demographics > Last Name
First NameThe legal first name of the student.

Sort alphabetically (A to Z)
Identity.firstName

Census > People > Demographics > First Name
SSIDThe reporting student's Student State ID.Person.stateID

Census > People > Demographics > Person Identifiers > Student State ID
DOBThe student's date of birth.Identity.birthDate

Census > People > Demographics > Birth Date
State GradeThe state grade associated with the student's active enrollment record.N/A

School & District Settings > District > Grade Level Definitions > NCES Grade
GenderThe student's gender.Census > People > Demographics > Person Information > Gender
Race EthnicityThe student's race ethnicity.Census > People > Demographics > Person Information > Federal Race/Ethnicity
Home Primary LanguageThe language primarily spoken in the student's home. Census > People > Demographics > Person Information > Home Primary Language
IEP Start DateThe start date of the student's IEP.Plan.startDate

Student Information > Special Ed > Documents
IEP End DateThe 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 DateStart date of the student's preschool record.Student Information > State Programs > Pre-School
PS End DateEnd date of the student's preschool record.Student Information > State Programs > Pre-School