PATH: KY State Reporting > SAAR Reports > R5 Ethnic Count
The R5-Ethnic Count Report returns a count of each student's race/ethnicity in the selected school(s) as of the last instructional day in the reporting year or last instructional day in the date range if not run for the entire school year.
Image 1: R5 - Ethnic Count Editor
Report Logic
Only students who are actively enrolled on the final instructional day of the date range specified in the Extract Editor are reported. This report includes over age and under age students. Students meeting any of the following criteria are not reported:
- Students marked "Perkins Only."
- Students marked "State Exclude" on enrollment, calendar or grade.
- Students in grade levels 95, 96, 97, 98 and 99. These grades will not be used in calculations or displayed as line items.
- Students who withdrew before the last day of the date range specified in the extract editor OR the last day of the 10th month if no date range is specified. These students appear in Withdrawal (R3) for the same reporting period.
The reported values are determined by calculating the number of students by race and gender who are enrolled on the last day of the date range specified in the extract editor OR the last day of the 10th month if no date range is specified.
The SAAR Enrollment (R2), Withdrawal (R3) and Ethic (R5) records should abide by the following equation: R2 - R3 = R5. If all data is properly inputted for all students, this equation will hold true.
The following circumstances can cause the R2 - R3 = R5 equation not to balance:
- Dual Enrolled students who are enrolled in more than one calendar are counted on this record once for each calendar.
- Students with no gender in the Census screen (this can happen if students are loaded via sql process rather than manually or via a wizard).
- Students with no ethnicity (this can happen if students are loaded via sql process rather than manually or via a wizard).
Generating the Extract
- Select the desired Report Type. Report Selection options vary depending on the Report Type selected.
- Select the Extract Format from the dropdown list.
- Enter a Date Range to review data for one or more school months or select which school months should be included in the report. Leaving the Date Range blank reports the entire year.
- Mark the R5 Ethnic Count checkbox.
- Select the appropriate Calendars to include in the report.
- Select the appropriate Grade (or select an Ad Hoc Filter)
- Specify 5 Low Attendance Days by selecting the Load 5 Low Att. Days button (optional).
- Select Validation Report to see if the report has been set up correctly.
- Select the Generate Report Button. The report will appear in a separate window in the specified Extract Format.
Image 2: R5- Ethnic Count Report (HTML)
Report Layout
Element Name | Description | Type, Format and Length | Campus Database | Campus Interface |
|---|---|---|---|---|
District Number | Identification number for the district. | Numeric, 3 digits | district.number | System Administration > Resources > District Information |
School Number | Identification number for the school. | Numeric, 3 digits | school.number | System Administration > Resources > School > Location Number |
Year | Last 2 digits of the school year. (i.e. 2009 - 2010 = 10) | Numeric, 2 digits | calendar.endYear | System Administration > Calendar > Calendar > End Date |
Calendar ID | District Calendar - Distinct start date for Month 1. | Alphanumeric, 8 characters | schoolMonth.startDate | System Administration > Calendar > Calendar > Start Date |
Record Code | Record code number. Will auto-fill with "5". | Numeric, 1 digit | Calculated, not dynamically stored | Calculated, not dynamically stored |
Grade | Indicates the student's grade level. | Alphanumeric, 2 characters | gradeLevel.stateGrade | System Administration > Calendar > Calendar > Grade Level > State Grade Level Code |
Male-White | Count of white males. | Numeric, 3 digits | Identity.raceEthinicity=01 | Census > People > Demographics > Race/Ethnicity |
Female-White | Count of white females. | Numeric, 3 digits | Identity.raceEthinicity=01 | Census > People > Demographics > Race/Ethnicity |
Male-Black | Count of black males. | Numeric, 3 digits | Identity.raceEthinicity=02 | Census > People > Demographics > Race/Ethnicity |
Female-Black | Count of black females. | Numeric, 3 digits | Identity.raceEthinicity=02 | Census > People > Demographics > Race/Ethnicity |
Male-Hispanic | Count of Hispanic males. | Numeric, 3 digits | Identity.raceEthinicity=01 | Census > People > Demographics > Race/Ethnicity |
Female-Hispanic | Count of Hispanic females. | Numeric, 3 digits | Identity.raceEthinicity=01 | Census > People > Demographics > Race/Ethnicity |
Male-Asian | Count of Asian males. | Numeric, 3 digits | Identity.raceEthinicity=03 | Census > People > Demographics > Race/Ethnicity |
Female-Asian | Count of Asian females. | Numeric, 3 digits | Identity.raceEthinicity=03 | Census > People > Demographics > Race/Ethnicity |
Male-Hawaiian/Pacific Islander | Count of Hawaiian/Pacific Islander males. | Numeric, 3 digits | Identity.raceEthinicity=05 | Census > People > Demographics > Race/Ethnicity |
Female-Hawaiian/Pacific Islander | Count of Hawaiian/Pacific Islander females. | Numeric, 3 digits | Identity.raceEthinicity=05 | Census > People > Demographics > Race/Ethnicity |
Male-American Indian/Alaskan | Count of American Indian/Alaskan males | Numeric, 3 digits | Identity.raceEthinicity=02 | Census > People > Demographics > Race/Ethnicity |
Female-American Indian/Alaskan | Count of American Indian/Alaskan females | Numeric, 3 digits | Identity.raceEthinicity=02 | Census > People > Demographics > Race/Ethnicity |
Male-2 or more | Count of males, not Hispanic, with 2 or more races selected. | Numeric, 3 digits | Identity.raceEthnicity=07 | Census > People > Demographics > Race/Ethnicity |
Female-2 or more | Count of females, not Hispanic, with 2 or more races selected. | Numeric, 3 digits | Identity.raceEthnicity=07 | Census > People > Demographics > Race/Ethnicity |
