Tool Search: Student Withdrawals
The Student Withdrawal Override (FC) extract reports missing student withdrawals from prior calendar years.
Report Population and Logic
- The report is limited to a single school year.
- State Excluded Calendars, Enrollments, and Grade Levels do not report.
- Enrollments marked No Show do not report.
- The report can be run against a district’s active year and any prior year.
- The report can be run in District Editions.
To report, the Reporting Period must be S (Student) or G (Graduation):
- S (Student Collection) reports all withdrawals in the reporting range selected on the extract editor when Students Identified By is "Updated Exit Status."
- G (Graduation Collection) only reports withdrawals in the reporting range where Withdrawal Reasons are 40 (Transferred to Another Sch Dist. outside of OH), 42 (Transferred to Private School), 43 (Transferred to Home Education), 45 (Transferred by Court Order/Adjudication), 46 (Transferred out of the United States), 52 (Death), or 81 (Student Reported in Error) and the Students Identified By is "Updated Exit Status."
Mark the Updated Exit Status checkbox to include one record per student when the Updated Exit Status checkbox on the student's Enrollments tool is marked.
To report an "Updated Exit" status record, the Enrollment Exit Date must fall on or between 7/1 and 6/30 of the calendar year selected on the extract editor.
- The selected Reporting Period limits the returned records to the appropriate Update Exit status values.
- When a student exits multiple times during the selected school year, multiple records may be reported (Student Information > General > Enrollments > General Enrollment Information > Exit Date).
Select an Exit Reason of ** or Blank on the extract editor to include one record per student enrollment where Enrollments > General Enrollment Information > State End Status Code (Mapping) = ** or Blank. This enables current year district exit investigation and reporting.
To report an Exit Status record, the Enrollment Exit Date must fall on or between 7/1 and 6/30 of the calendar year selected on the extract editor. When a student exits multiple times during the selected school year, multiple records may be reported (Student Information > General > Enrollments > General Enrollment Information > Exit Date).
Mark the District Provided Student List checkbox on the extract editor to include one record per Student Number as supplied via a student Ad hoc filter. To report a District Provided Student List record:
- One record per enrollment that is active on or between 7/1 and 6/30 in the School Year selected on the extract editor reports. When a student exits multiple times during the selected school year, multiple records may be reported (Student Information > General > Enrollments > General Enrollment Information > Exit Date).
All students must have an SSID to report (Census > People > Demographics > Person Identifiers > Student State ID).
The order of records is as follows: District IRN, Student State ID, then Withdrawal Date. Reports the most recent date first in the case of multiple.
The file name is not state-defined. Reports as StudentWithdrawalOverride+Reporting Period+School Year of Calendar/s selected on the extract editor in YYYY format+file format.
Due Dates
The Student Withdrawal Override (FC) record is reported during the Student (S) Collection submission periods. This record is also reported in the Graduation (G) Collection for specific withdrawal codes.
Extract Editor
| Field Name | Description | Image
Click to enrlarge |
|---|---|---|
| Instructions | ||
| This tool will extract data to complete the Student Withdrawal reporting formats. Choose the CSV to get the file in the state defined format, otherwise choose HTML for testing/debugging. | ||
| Setup At least one calendar must be selected to report. | ||
| Search Calendars | Enter text to narrow search results for calendar and school selection. Results dynamically change as each character is entered. | |
| Show Active Year Only | When toggled on, only the active year calendars display. Otherwise, all calendars from all schools display based on tool rights access. | |
| Expand All Collapse All | Opens or closes all available calendars and structures. The calendar selected in the Campus toolbar is automatically marked. | |
| Report Options | ||
| Extract Type Required | The only option is Student Withdrawal Override (FC). | |
| Start Date Required | The first date to report student Enrollment Exit records. Enter dates in MM/DD/YYYY format, or click the calendar icon and select dates. | |
End Date Required | The last date to report student Enrollment Exit records. Enter dates in MM/DD/YYYY format, or click the calendar icon and select dates. | |
Students Identified By |
Narrows the list of student records. Options include:
*An Ad hoc filter must be selected when "District Provided Student List" is selected. |
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Reporting Period |
The report time frame. Options include:
Student Information > General > Enrollments: Updated Exit Status or Exit Reason based on reporting population |
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File Format |
Drop list will contain:
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Calendar Selector |
Select the prior year Calendar in which the student’s withdrawal information has been identified as missing
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Ad hoc Filter |
MUST be available for this report
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Generate Extract |
Trigger the creation of the extract when selected |
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Submit to Batch Queue |
Send extract to the Batch Queue when selected |
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Report Layout
The State Format (CSV) includes a header record.
