Tool Search: Student Exit Report
The Student Exit Report allows schools to extract student exit data for uploading into the ME DOE’s state system.
Maine Student Exit Report EditorTool Rights
Users must have at least R(ead) tool rights in order to generate the Student Exit Report.
Student Exit Report Tool RightsReport Logic
Logic determines the report population as follows:
- Report a record for each enrollment record associated with the Calendar(s) selected in the extract editor where the student has an enrollment end date that is <= extract editor effective date
- Students with enrollment records marked State Exclude are excluded from reporting.
- Students with enrollment records marked No Show are excluded from reporting.
- Students in Grade Levels marked Exclude from state reporting are excluded from reporting.
- Students in calendars marked Exclude are excluded from reporting.
- Enrollment records with a Start Date that is greater than the Effective Date entered on the extract editor are not included.
Generating the Extract
- Enter the Effective Date. Only enrollment records with a Start Date greater than this date and in the selected calendar(s) are included.
- Select which State Grade Levels will report data.
- Select which Calendar(s) will report data.
- Select the report Format. For submission to the state, select the CSV (State Format).
- To further narrow results, select an Ad Hoc Filter (optional).
Decide if you want to generate the report or send the report to the state:
Generate Report Click the Generate Report button to immediately generate the report. The report will appear in a separate window in the designated format.
Submit to Batch Clicking the Submit to Batch button to send the extract to the Batch Queue List. Batch Queue functionality provides the ability to schedule when the extract is generated and allows users to navigate away from the Student Exit Report editor while the extract is being built. The Batch Queue List also lets users view and access historical Special Education Reports which were run through the Batch Queue tool.
Send to State Clicking the Send to State button will send the report data to the state system (Synergy). Reports sent to the state will appear in the Web Service Queue List where you can view its current status (Status), view all data sent to the state (View Submission), and review any errors returned from the state (View Result).
This functionality requires proper Web Service Account and Web Service Configuration setup.
Understanding the Student Exit Report
Use the table below to better understand what each report column means and how it reports data.
Column | Description | Format and Length | Database Location | Campus GUI Location |
|---|---|---|---|---|
| SAUID | Logic reports the District Number associated with the student's enrollment record. | Numeric, 4 digits | District.number | System Administration > Resources > District Info > State District Number |
| State Student ID | Logic reports the Student State ID of the student. | Numeric, 9 digits | Person.stateID | Census > Demographics > Student State ID |
| School ID | Logic reports the School Number associated with the student's enrollment record. | Numeric, 4 digits | School.number | System Administration > Resources > School > School Number |
| Year Code | Logic reports the school year by concatenating the Start Year and End Year of the School Year associated with the student' enrollment record with a hyphen (for example, 2017-2018). | Datefield, 9 digits YYYY-YYYY | SchoolYear.startYear SchoolYear.endYear | System Administration > Calendar > School Years |
| Effective Date | The Start Date of the reporting enrollment record. | Datefield, 8 digits YYYYMMDD | Enrollment.startDate | Student Information > General > Enrollments > General Enrollment Information > Start Date |
| Exit Type Code | Reason student left the school. Through graduation, expulsion, transfer, etc. If all of the following are true, report Enrollment End Status dictionary Standard Code
| 5 characters | Enrollment.endStatus | Student Information > General > Enrollments > General Enrollment Information > End Status |
| Exit Date | The date when student exited the school.
| Datefield, 8 digits YYYYMMDD | Enrollment.endDate | Student Information > General > Enrollments > General Enrollment Information > End Date |
