Tool Search: Statistical Summary

The Statistical Summary report, formerly the Entries, Gains and Losses report, extracts student data by grade level regarding the number of students who entered a school, enrolled in a school and left a school. The report is due Quarter 1-4 and End of Year.

Screenshot of the Statistical Summary State report editor. Oklahoma Statistical Summary State Report Extract Generator

Reporting Population and Business Rules

A student reports based on the Admission Code for each of their enrollments that are active for the date range (Start/End Dates) entered on the extract editor.

This report shows the total day counts across numerous categories for all students within specific grade levels and OHP categories.

Only students with a Transportation Start Date that falls On or After extract Start Date, AND On or Before extract End Date will be included in the transportation section of this report.

The Entire Period column is the only column where a student will be counted once in the grade level they are enrolled, and once again in one of the four OHP rows when either OHP1, OHP2, OHP3, or OHP4 selected in (Student Info>General>Enrollments>SIF Fields>Admission).

Example: Within the extract editor date range, student is enrolled in grade 01 and student has an Admission code of OHP1. This student will be counted in the Entire Period column for the grade 01 row as well as in the OHP 1 row. All of the Transportation, Total Days, and Attendance counts will only be included in the OHP 1 row for this student.

A student may spend time in more than one grade throughout a school year. In this case, the number of days reported in each grade for the student will match the number of academic days the student spent in each grade.

Does not include the student's enrollment days that are marked "No Show" or "State Exclude" on or between the extract editor date range.

Only the students with one of the following Admission codes (Student Info>General>Enrollments>SIF Fields>Admission) on their enrollment must be included:

Transportation section:

eports only those enrollments with certain Admission Codes, based on the following table:

OHP	Transferred Transported	Resident > 1.5 Miles	Resident < 1.5 Miles	Legally Transported	Other Transported
OHP1	OT	R	R	(Transferred Transported + Resident > 1.5 Miles) + FOY	FOY
	ET01	RVON	RVON		TO
	ET02	RVOFF	RVOFF		RBD
	ET03	ROP	ROP		RBDTD
	ET04	FRGN
	ET05
	ET06
	ET07
	ET08
	TRVOFF
	TRVON

Attendance:

Admission Codes Allowed to Report in Attendance Fields
OHP1, OHP2, OHP3, OHP4 (on the Statistical Summary, these codes report in the OHP rows)
R
OT
ET01, ET02, ET03, ET04, ET05, ET06, ET07, ET08
RVON
RVOFF
FOY
FRGN
ROP
BORDER-R
TRVOFF
TRVON

When the student is assigned to an Admission code that is NOT one of the above, or when their Admission field is blank, do NOT count the days for this student's enrollment.

When the total instructional minutes in the day >200: (instructional minutes from GradeLevel.standardDay. Else, Calendar.studentDay)
1. Attendance for the AM (first) half of the day:
  1. Find all instructional periods where the period Start Time <= the first half of the day (total instructional minutes in the day / 2).
  2. Report the half day as absent for the student when the student has absent minutes in the half >= 'Half Day Absence (minutes)' field on the Grade Levels Tab when (System Admin>Calendar>Grade Levels>Grade Level Editor>Grade Level Detail>Half Day Absence (minutes)) = NOT Null.
    1. When 'Half Date Absence (minutes)' field on the Grade Levels tab = Null, use our default calculated logic.
  3. When any period is not instructional in the first half of the day, skip over it and do not count these period minutes within the half day.
  4. When a student has >=120 present minutes OR 2/3 of the day half minutes (whichever is less) within the first half of the day, report this student as present in the AM half of the day.
  5. When a student is present in the period, where ((Status NOT = 'Absent') OR when (Status = 'Absent' and Excuse = 'Exempt')), count all of the instructional minutes in the period for the student.
  6. When a student is absent in the period, where (Status = 'Absent' and Excuse NOT = 'Exempt'), BUT when (Student Info>General>Attendance>Period>Attendance Information>Present Minutes) NOT = null or 0:
    1. When the section period with the Present Minutes entered has 1 or more minutes falling into both halves of the day, apply the Present Minute value equally to each day half, but cap the number of Present Minutes applied to a day half to the number of minutes between and including the section Start Date and the last minute of the day half.
      1. Any additional minutes NOT able to be applied to any one day half must be applied to the other half of the day.
    2. When the section period with the Present Minutes entered does not have any minutes falling into both halves of the day, apply the Present Minutes to the applicable day half.
  7. Otherwise, when a student is absent in the period, where (Status = 'Absent' and Excuse NOT = 'Exempt'), AND (Student Info>General>Attendance>Period>Attendance Information>Present Minutes) = null or 0, do not apply any present minutes for this student in this day half.
2. Attendance for the PM (last) half of the day:
  1. Find all instructional periods where the period End Time >= the second half of the day (total instructional minutes in the day / 2).
  2. From across the entire day, report the day as absent for the student when the student has absent minutes >= 'Whole Date Absence (minutes)' field on the Grade Levels tab when (System Admin>Calendar>Grade Levels>Grade Level Editor>Grade Level Detail>Whole Day Absence (minutes) = NOT Null.
    1. When 'Whole Date Absence (minutes)' field on the Grade Levels tab = Null, use our default calculated logic.
  3. When any period is not instructional in the last half of the day, skip over it and do not count these period minutes within the half day.
  4. When a student has >=120 present minutes in the last half of the day, report this student as present in the PM half of the day.
  5. When a student is present in the period, where ((Status NOT = 'Absent') OR when (Status = 'Absent' and Excuse = 'Exempt')), count all of the instructional minutes in the period for the student.
  6. When a student is absent in the period, where (Status = 'Absent' and Excuse NOT = 'Exempt'), BUT when (Student Info>General>Attendance>Period>Attendance Information>Present Minutes) NOT = null or 0:
    1. When the section period with the Present Minutes entered has 1 or more minutes falling into both halves of the day, apply the Present Minute value equally to each day half, but cap the number of Present Minutes applied to a day half to the number of minutes between and including the section Start Date and the last minute of the day half.
      1. Any additional minutes NOT able to be applied to any one day half must be applied to the other half of the day.
    2. When the section period with the Present Minutes entered does not have any minutes falling into both halves of the day, apply the Present Minutes to the applicable day half.
  7. Otherwise, when a student is absent in the period, where (Status = 'Absent' and Excuse NOT = 'Exempt'), AND (Student Info>General>Attendance>Period>Attendance Information>Present Minutes) = null or 0, do not apply any present minutes for this student in this day half.
When the total instructional minutes in the day <=200: (this is the case for AM/PM schedules) (instructional minutes from GradeLevel.standardDay. Else, Calendar.studentDay)
1. The student must have >=120 instructional present minutes in the entire day to be considered present for both the AM and PM half-day periods.
2. When a student is present in the period, where ((Status NOT = 'Absent') OR when (Status = 'Absent' and Excuse = 'Exempt')), count all of the instructional minutes in the period for the student.
3. When a student is absent in the period, where (Status = 'Absent' and Excuse NOT = 'Exempt'), BUT when (Student Info>General>Attendance>Period>Attendance Information>Present Minutes) NOT = null or 0, apply the Present Minutes entered to the student's instructional present minute count.
4. Otherwise, when a student is absent in the period, where (Status = 'Absent' and Excuse NOT = 'Exempt'), AND (Student Info>General>Attendance>Period>Attendance Information>Present Minutes) = null or 0, do not apply any present minutes for this student in this period.

Additional existing logic that currently exists for the Attendance Summary, Attendance Register, Statistical Summary:

For any student in a grade level mapped to (System Admin>Calendar>Calendar>Grade Levels>Grade Level Detail>State Grade Level Code>) = PK3H, PK4H, KG/H:
1. EXCLUDE the present minutes from the non-scheduled periods from the opposite day half that the student is scheduled.
  1. For example, when student is scheduled in the AM day half, and the student is not scheduled in the PM day half, the PM periods must not be considered. The result must be that:
    1. When the student has >=120 present instructional minutes in their scheduled day half, they must report as full day present.
    2. When the student has <120 present instructional minutes in their scheduled day half, they must report as full day absent.

PDF will be the only Output Format

R10

Transportation section: The student's enrollment transportation record must be active and on or between the extract Start and End Dates in order to be counted.

Report Editor

Field	Description
Reporting Period	The term period from which data is extracted. Options include the following: Quarters 1-4 Semesters 1-2 End of Year
Calendar Selector	Defaults to the Calendar selected in the Campus Toolbar At least one calendar is Required
End Date	The date on which the reporting periods ends.
Start Date	The date on which the reporting period begins.
Display Totals Page	Generates an additional page providing totals by calendar.
Display Student Detail	Marking the Display Student Detail option adds an additional page to the report that contains the following data (sorted by grade): Grade Student Transferred Transported Resident > 1.5 miles Resident < 1.5 miles Legally Transported Other Transported Present Absent Memship %Attd A.D.A. A.D.M.
Grade Level Sort Order	Determines how records are sorted by grade level. Options include the following: FQSR/SAR: reports based on the Code selected for the Grade Level. Grade Name: reports numeric grades first, then alphabetically. Grade Sequence Number: reports numerically by sequence.
Format	Generate the report in PDF, CSV, or HTML format.
Report Order Format	Determines what report layout generates. The Campus Default option groups attendance/membership data AFTER the Transportation data. The State Order option groups attendance/membership data first and matches the report layout the state provides, and allows for easier reconciliation of the data.
Ad hoc Filter	Limits students reported to those in an existing Ad hoc Filter.
Display Converted Grades	When selected, an additional page is included in the report that displays the student's converted grade level, which is their grade level relative to their age on September 1 of the school year. The following grade levels report: PK3: Students who were age 3 on 9/1 and enrolled in a State Grade Level of PK3F, PK3H, PK4F, or PK4H. PK: Students who were age 4 on 9/1 and enrolled in a State Grade Level of KG or KG/H. KG: Students who were age 5 on 9/1 and enrolled in a State Grade Level of 01.
Select Calendars	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 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 Report

Select the Reporting Period from the dropdown list.
Enter the Start Date for the report.
Enter the End Date for the report.
Select a Grade Level Sort Order.
The extract generates in PDF format by default. Select a different Format (CSV or HTML) if desired.
Select the desired Report Order.
Select an Ad hoc Filter to limit students reported.
Mark Display Totals Page to generate the report with an additional page at the end that provides totals summarized by calendar.
Select the Calendar(s) to include in the report.
Click the Generate Report button to view the report in the selected format or Submit to Batch Queue if desired.

Report Layout

Campus Default Order

Element	Description & Format	Campus Location
Grade	Gradelevel the student is enrolled. 01 02 03 04 05 06 DA DP KA KP PA PP SA OHP 1 OHP 2 OHP 3 OHP 4 Alphanumeric, 4 characters	System Administration > Calendar > Calendar > Grade Levels; Student Information > General > Enrollments > Out of Home Placement Enrollment.grade Enrollment.ohp
Transferred Transported	Number of total student days. This field is for Transferred students who are being transported to the district by bus during the extract date range. When (Student Info > General > Transportation > Transportation Detail > In Bus) = NOT Blank, AND (Student Info > General > Enrollment > SIF Fields > Admission) = an allowed code, report enrollment (End Date - Start Date) - Days Absent. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Resident > 1.5 Miles	Count of total Resident student days where Miles Transported >= 1.5 When (Student Info > General >Transportation > Transportation Detail > In Bus) = NOT Blank, AND Miles Transported >= 1.5, AND (Student Info > General > Enrollment > SIF Fields > Admission) = an allowed code, report enrollment (End Date - Start Date) - Days Absent. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Resident < 1.5 Miles	Count of total Resident student days where Miles Transported < 1.5 When (Student Info > General > Transportation > Transportation Detail > In Bus) = NOT Blank, AND Miles Transported < 1.5, AND (Student Info > General > Enrollment > SIF Fields > Admission) = an allowed code, report enrollment (End Date - Start Date) - Days Absent. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Legally Transported	Number of total student days. This field is for legally transported students. Report the SUM of the Transferred Transported and Resident > 1.5 fields. (Transferred Transported + Resident >1.5 = Legally Transported) Includes also any transportation from the Other Transported field for those students with an enrollment Admission Code = FOY, TO, RBDTD Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Other Transported	Number of total student days transported for tuition admitted students. When (Student Info > General > Transportation > Transportation Detail > In Bus) = NOT Blank, AND (Student Info > General > Enrollment > SIF Fields > Admission) = an allowed code, report enrollment (End Date - Start Date) - Days Absent. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Present	Total number of present student days per gradelevel. Only the students with an allowed Admission code (Student Info>General>Enrollments>SIF Fields>Admission) may be counted When the student is assigned to an Admission code that is NOT one of the above, or when their Admission field is blank, do NOT count the days for this student's enrollment. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Absent	Total number of absent student days per gradelevel. Only the students with an allowed Admission code (Student Info > General > Enrollments > SIF Fields > Admission) may be counted When the student is assigned to an Admission code that is NOT one of the above, or when their Admission field is blank, do NOT count the days for this student's enrollment. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Memship	Reports the total number of enrolled student days per gradelevel. Only the students with an allowed Admission code (Student Info>General>Enrollments>SIF Fields>Admission) may be counted When the student is assigned to an Admission code that is NOT one of the above, or when their Admission field is blank, do NOT count the days for this student's enrollment. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
%Attd	The % attendance per gradelevel based on extract editor date range. (Total Days) Present / Memship Numeric, 3 digits, XX.X%	Calculated, not dynamically stored
Average Daily Attendance (A.D.A)	Identifies the average daily attendance for the date range entered on the extract editor. Present / Number of days (extract editor (End Date - Start Date)) Alphanumeric, 3 characters	Calculated, not dynamically stored
Average Daily Membership (A.D.M)	Identifies the average daily membership for the date range entered on the extract editor. Memship / Number of days (extract editor (End Date - Start Date)) Alphanumeric, 3 characters	Calculated, not dynamically stored
Entire Period	Reports the number of distinct students who were enrolled On or Within the extract editor date range. Students who enter, exit, and then re-enroll are NOT counted more than once. Only when a student exits one grade and enrolls in another are they counted more than once (once per gradelevel enrolled). When a student has an Admission code of OHP1, OHP2, OHP3, OHP4. Students with one of these Admission codes will always be counted in one of the OHP rows as well as in the row for the grade they are enrolled. Only the students with one of the following Admission codes (Student Info>General>Enrollments>SIF Fields>Admission) on their enrollment must be included: OHP1 (Statistical Summary: only in OHP1 row) OHP2 (Statistical Summary: only in OHP2 row) OHP3 (Statistical Summary: only in OHP3 row) OHP4 (Statistical Summary: only in OHP4 row) R OT ET01 ET02 ET03 ET04 ET05 ET06 ET07 ET08 RVON RVOFF FOY When the student is assigned to an Admission code that is NOT one of the above, or when their Admission field is blank, do NOT count the days for this student's enrollment. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Last Day of Period	Reports number of distinct students who were enrolled On the extract editor End Date. Either the student has Blank enrollment End Date, or an End Date after extract editor End Date. Only the students with an allowed Admission code (Student Info>General>Enrollments>SIF Fields>Admission) may be counted When the student is assigned to an Admission code that is NOT one of the above, or when their Admission field is blank, do NOT count the days for this student's enrollment. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Days Taught	For each day on or inside the extract editor Start Date and End Date range, when System Admin > Calendar > Days > Day Detail > Day Events > School Day AND Instruction = Checked, AND WHEN a Day Event does NOT exist on the day where System Admin > Calendar > Days > Day Detail > Day Events > Type has a dictionary Value field = 01, add 1 to the Days Taught count on the Statistical Summary report output. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Professional Days	Identifies the total number of days marked as professional during the date range entered on the extract editor. For each day on or inside the extract editor Start Date and End Date range, when Day Event exists on the day where System Admin > Calendar > Days > Day Detail > Day Events > Type has a dictionary Value field = 01, add 1 to the Professional Day count on the Statistical Summary report output. Numeric, 1 digit	Calculated, not dynamically stored
Total Days in Session	Indicates the summation of Days Taught and Professional Days. When multiple calendars are selected, reports the sum of days across calendars. Reports the sum of Days Taught + Professional Days. Numeric, 2 digits	Calculated, not dynamically stored
Total	Indicates the column total which equals the summation of all grade level information separated by each of the thirteen extracted categories. Total of the columns for each category listed: Transferred Transported Resident > 1.5 Miles Resident < 1.5 Miles Legally Transported Other Transported Present Absent Memship %Attd A.D.A. A.D.M. Entire Period * Last Day of Period ** Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored
Total Number of Distinct Students Educated for this Reporting Period at this Site	Identifies the total number of students who were enrolled during the date range entered on the extract editor. No student will be counted more than once. Reports the total number of distinct students who were enrolled On or Within the extract editor date range. No student is counted more than once, no exceptions. Therefore, this value is always <= Entire Period value. Numeric, 6 digits, XX,XXX.X	Calculated, not dynamically stored

State Order

Element

Description & Format

Campus Location

Grade

Identifies the grade levels available in the reporting calendar.

Alphanumeric, 4 characters

System Administration > Calendar > Calendar > Grade Levels; Student Information > General > Enrollments > Out of Home Placement

Enrollment.grade
Enrollment.ohp

Total Days Membership

Reports the total number of enrolled student days for each grade level.

Only the students with an allowed Admission Codes (Student Information > General >Enrollments > SIF Fields > Admission) are counted.
When the student is assigned to an Admission code that is NOT allowed, or when their Admission field is blank, do NOT count the days for this student's enrollment.

Numeric, 7 digits (XXXXX.X)

Calculated, not dynamically stored

Average Membership

Reports the total membership for the grade level divided by the Number of Days in the session (uses the Start and End Dates entered on the report editor.

This is the same value as the ADM field in the Campus Default layout.

Numeric, 3 digits

Calculated, not dynamically stored

Total Days Attendance

Reports the total number of days present divided by the number of days in the session (uses the Start and End Dates entered on the report editor.

This is the same value as the ADA field in the Campus Default layout.

Numeric, 6 digits

Calculated, not dynamically stored

Average Attendance

Reports the calculation result of the following:

Total Days Attendance DIVIDED BY Days Taught
Round to the nearest 100th (Example: 403.961 rounds to 403.96)

Numeric, 6 digits

Calculated, not dynamically stored

Total Days Transported - State Aid

Indicates the total days for legally transported students.

Reports the sum of Transferred Transported and Resident < 1.5 fields. This also includes students who have an enrollment Admission Code of FOY, TO, RBD, and RBDTD.

This is the same as the Legally Transported column in the Campus Default format.

When the In Bus field is populated and the Admission field on the Enrollment SIF editor is an allowed code, this reports the Enrollment End Date minus the Enrollment Start Date minus the Days Absent.

Allowed Admission Codes are:

OHP1
R
OT
ET01
ET02
ET03

ET04
ET05
ET06
ET07
ET08
RVON

RVOFF
FOY
TO
RBD
RBDTD
ROP

Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Average Haul

Report the calculation result of the following:

Totals Days Transported - State Aid DIVIDED BY Days Taught
Round to the nearest 100th (Example: 4.047 rounds up to 4.05)
Totals Days Transported - State Aid DIVIDED BY Days Taught

Numeric, 6 digits

Calculated, not dynamically stored

Days Taught

Indicates the total number of days class was in session during the date range entered on the extract editor.

Reports the total number of days marked as a School Day (where this Type has a dictionary value of 01). When multiple calendars are selected, reports the sum of days across calendars.

Numeric, 6 digits (XX,XXX.X)

Calculated, not dynamically stored

Professional Days

Identifies the total number of days marked as professional during the date range entered on the extract editor.

For each day on or inside the extract editor Start Date and End Date range, when a Day Event exists on the day where System Administration > Calendar > Days > Day Detail > Day Events > Type has a dictionary Value field = 01, add 1 to the Professional Day count.

When multiple calendars are selected, reports the sum of days across calendars.

Numeric, 1 digit

Calculated, not dynamically stored

Total Days in Session

Indicates the summation of Days Taught and Professional Days. When multiple calendars are selected, reports the sum of days across calendars.

Numeric, 2 digits

Calculated, not dynamically stored

Total

Indicates the column total which equals the summation of all grade level information separated by each of the thirteen extracted categories.

Numeric, 6 digits (XX,XXX.X)

Calculated, not dynamically stored

Total Number of Distinct Students Educated for this Reporting Period at this Site

Identifies the total number of students who were enrolled during the date range entered on the extract editor. No student is counted more than once.

Numeric, 6 digits (XXXX)

Calculated, not dynamically stored

Admission Codes

Code	Description
BDR	School For the Deaf/Blind. (Only used to report students to the Wave)
BORDER	Student is a resident of a bordering state
CHSP	Charter Sponsor
COOP	Co-op Student
COOPVOFF	Co-op, virtual online school OFF campus
COOPVON	Co-op virtual online school ON campus
FOY	Finishing Out the Year
IEPSA	IEP Service Agreement
IEPSAVOFF	IEP Service Agreement Virtual OFF campus
IEPSAVON	IEP Service Agreement Virtual ON campus
NR	Non-Resident
NRISP	Non-Resident student served by district, not a resident on an ISP
OHP1	Out of Home Placement 1
OHP2	Out of Home Placement 2
OHP3	Out of Home Placement 3
OHP4	Out of Home Placement 4
OT	Transfer - Open Transfer
OTH	Other
R	Resident - Legal
RBD	School For the Deaf/Blind. Boards at school
RBDTD	School For the Deaf/Blind. Transported daily to and from school
RISP	Resident student served by district on an ISP
RVOFF	Resident, virtual online school OFF campus
RVON	Resident virtual online school ON campus
TO	Transportation Only. The district will receive transportation only funding.
TU	Tuition
TUVOFF	Tuition, virtual online school OFF campus
TUVON	Tuition, virtual online school ON campus

Previous Versions

Statistical Summary Report (Oklahoma) [.2231 - .2235]

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Statistical Summary Report (Oklahoma)

Reporting Population and Business Rules

Report Editor

Generate the Report

Report Layout

Campus Default Order

State Order

Admission Codes

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