Dental Exam Extract (Illinois) [.2128 - .2227]

Classic View: Health > Reports > Dental Exam

Search Terms: Dental Exam Extract

The Dental Exam Extract reports a count of students in Kindergarten (state grade 15), second grade, sixth grade and ninth grade who have a Dental Screening record. A Summary Extract and a Detail Extract are available.

Dental Exam Extract

Report Logic

Students must have an enrollment in the selected calendar in order to be included on the report. Dental exams must be competed or a waiver entered between the entered effective date minus 1 day and 18 months prior, except when reporting for students not having a dental exam. If the student has multiple dental screenings within 18 months of the entered effective date, the most recent screening is used.

When a student does NOT have a dental screening or a waiver within the 18 month period, the student is included on the report as NOT having a screening or waiver.

Dental screenings recorded on the student's Health Screenings tool is report in this extract. The highlighted fields in the image below are used in the report, along with the date of the screening, which is used to find the dental exam within the last 18 months.

Dental Screenings Editor
Report Editor

The following fields are available for selection.

FieldDescription
Effective DateEntered date is used to return only those students who have a dental exam completed within 18 months prior to this date. This date is auto-populated to the current date and can be changed by selecting the calendar icon or entering a new date in mmddyy format.
Extract TypeSelection indicates what report format will generate - the Summary Report or the Detail Report. The Summary Report provides counts of students and their dental screening information; the Detail Report provides student information and dental screening information.
Ad hocSelecting an Ad hoc Filter uses only those students included in the filter as a starting point for the extract. Those students are included in the Dental Exam Extract if they meet the reporting logic.
FormatThis report can be generated in the State Format (CSV) or in HTML Format. Use the HTML Format to review data prior to submitting information to ISBE.
Calendar SelectionAt least calendar needs to be selected in order to generate the report. When a calendar is selected in the Campus toolbar, that calendar is automatically selected.
Report GenerationThe report can be generated immediately using the Generate Extract button. When there is a larger amount of data chosen (several calendars, large date range, etc.), use the Submit to Batch button, which allows the user to choose when the report is generated. See the Batch Queue article for more information.

Generate the Report

  1. Enter the Effective Date of the report.
  2. Select the desired Extract Type - Summary or Detail.
  3. Select the desired Format of the report.
  4. If desired, select an Ad hoc Filter from the dropdown list.
  5. Select the Calendar(s) to include in the report.
  6. Click the Generate Extract button to display the results of the extract immediately; or, click the Generate Extract button to choose when the extract generates. . The report generates in the selected format.

Summary Report Information

The Summary Dental Exam Extract provides an aggregate count of students and their dental exam screenings. If the student has more than one screening within the prior 18 months of the effective date, the most recent screening is reported.

Report Formats

Dental Exam Extract, Summary Type - HTML Format

Dental Exam Extract, Summary Type - CSV Format

Summary Report Layout

Data ElementDescriptionLocation
School NumberIndicates the school number associated with the calendar selected in the extract editor.

Numeric, 4 digits
System Administration > Resources > School > School Detail > State School Number

School.number
GradeReports the grade level of the students included in the report.

Alphanumeric, 2 characters
Student Information > General > Enrollments > General Enrollment Information > Grade

Enrollment.grade
Total Students in GradeReports the total number of students in the selected grade level(s) of Kindergarten (grade 15), 2, 6, and 9.

Numeric, 4 digits
System Administration > Calendar > Calendar > Grade Level > State Grade Level

Enrollment.grade
Total Male StudentsReports the total number of male students in the selected calendar from the most recent and active Identity record.

Numeric, 4 digits
Census > People > Identities > Gender > Male

Identity.male
Total Female StudentsReports the total number of female students in the selected calendar from the most recent and active Identity record.

Numeric, 4 digits
Census > People > Demographics > Identity > Gender > Female

Identity.female
Total White StudentsReports the total number of white students in the selected calendar.

The Is the student Hispanic/Latino? field is set to No and the option for the student being from one or more races has the White checkbox marked.

Numeric, 4 digits
Census > People > Demographics > Identity > Race/Ethnicity > White

Identity.raceEthnicity
Total Black or African American StudentsReports the total number of Black or African American students in the selected calendar.

The Is the student Hispanic/Latino? field is set to No and the option for the student being from one or more races has the Black or African American checkbox marked.

Numeric, 4 digits
Census > People > Demographics > Identity > Race/Ethnicity > Black or African American

Identity.raceEthnicity
Total Hispanic Latino StudentsReports the total number of Hispanic/Latino students in the selected calendar.

The Is the student Hispanic/Latino? field is set to Yes and no other options for the student being from another race are marked.

Numeric, 4 digits
Census > People > Demographics > Identity > Race/Ethnicity > Is the individual Hispanic/Latino?

Identity.raceEthnicity
Total Asian StudentsReports the total number of Asian students in the selected calendar.

The Is the student Hispanic/Latino? field is set to No and the option for the student being from one or more races has the Asian checkbox marked.

Numeric, 4 digits
Census > People > Demographics > Identity > Race/Ethnicity > Asian

Identity.raceEthnicity
Total Native American StudentsReports the total number of Native American students in the selected calendar.

The Is the student Hispanic/Latino? field is set to No and the option for the student being from one or more races has the American Indian or Alaska Native checkbox marked.

Numeric, 4 digits
Census > People > Demographics > Identity > Race/Ethnicity > American Indian or Alaska Native

Identity.raceEthnicity
Total Hawaiian and Pacific Islander StudentsReports the total number of Hawaiian or Pacific Islander students in the selected calendar.

The Is the student Hispanic/Latino? field is set to No and the option for the student being from one or more races has the Hawaiian or Other Pacific Islander checkbox marked.

Numeric, 4 digits
Census > People > Demographics > Identity > Race/Ethnicity > Hawaiian or Other Pacific Islander

Identity.raceEthnicity
Total Multi-Racial Students StudentsReports the total number of students in the selected calendar who have any combination of one or more of the Race/Ethnicity options marked and the Is the student Hispanic/Latino? field is set to No.


Numeric, 4 digits
Census > People > Demographics > Identity > Race/Ethnicity

Identity.raceEthnicity
Total Unknown StudentsReports the total number of students in the selected calendar where the Race/Ethnicity is not marked on the Identity record.

Numeric, 4 digits
Census > People > Demographics > Identity > Race/Ethnicity

Identity.raceEthnicity
Dental Exam Complete

Total count of students in grades 2 and 6 who had completed dental examinations.


The Dental Exam Complete Date must be on or prior to the effective date on the extract editor AND must be within the prior 18 months of the extract editor effective date.


Numeric, 3 digits

Student Information > Health Screenings > Screening Detail > Dental > Dental Exam Completed Date

HealthScreeningDental.dentalExamCompleted
Dental Sealants Yes

Total count of students who have dental sealants in grades Kindergarten, 2nd, 6th and 9th grades.



Numeric, 3 digits

Student Information > Health Screenings > Screening Detail > Dental > Dental Sealants Present = Yes

HealthScreeningDental.dentalSealants
Dental Sealants NoTotal count of students who do not have dental sealants in grades Kindergarten, 2nd, 6th and 9th grades.

Numeric, 3 digits
Student Information > Health Screenings > Screening Detail > Dental > Dental Sealants Present = No

HealthScreeningDental.dentalSealants
Dental Sealants UNSURETotal counts of students without any information on dental sealants.

A value is returned for students who do not have a selection in the Dental Sealants Present field.

Numeric, 3 digits
Student Information > Health Screenings > Screening Detail > Dental > Dental Sealants Present = blank

HealthScreeningDental.dentalSealants
Caries History YesTotal count of students with Caries Experience/Restoration History in 

Kindergarten, 2nd, 6th and 9th grades.


Numeric, 3 digits

Student Information > Health Screenings > Screening Detail > Dental > Caries History = Yes

HealthScreeningDental.carieHistory
Caries History NoTotal count of students without Caries Experience/Restoration History in 

Kindergarten, 2nd, 6th and 9th grades.


Numeric, 3 digits

Student Information > Health Screenings > Screening Detail > Dental > Caries History = No

HealthScreeningDental.carieHistory
Caries History UNSURETotal count of students without any information of caries experience/restoration history.

A value is returned for students who do not have a selection in the Caries History field.

Numeric, 3 digits
Student Information > Health Screenings > Screening Detail > Dental > Caries History = blank

HealthScreeningDental.carieHistory
Untreated Caries YesTotal count of students with untreated Caries in Kindergarten, 2nd, 6th and 9th grades.

Numeric, 3 digits
Student Information > Health Screenings > Screening Detail > Dental > Untreated Caries = Yes

HealthScreeningDental.untreated Caries
Untreated Caries NoTotal count of students without untreated Caries in Kindergarten, 2nd, 6th and 9th grades.

Numeric, 3 digits
Student Information > Health Screenings > Screening Detail > Dental > Untreated Caries = No

HealthScreeningDental.untreated Caries
Untreated Caries UNSURETotal count of students without any information of untreated Caries.

Numeric, 3 digits
Student Information > Health Screenings > Screening Detail > Dental > Untreated Caries = blank

HealthScreeningDental.untreated Caries
Dental Urgent YesTotal count of students needing urgent dental treatment in Kindergarten, 2nd, 6th and 9th grades.

Numeric, 3 digits
Student Information > Health Screening > Screening Detail > Dental > Urgent Treatment = Yes

HealthScreeningDental.dentalUrgent
Dental Exam No, Waiver No

Total count of students in Kindergarten, 2nd, 6th and 9th grades as of the effective date where a dental exam has NOT been completed within the last 18 months.

Students are counted in this field is they meet the above criteria and:

  • Where the most recent dental exam completed (by screening date) has a date that is greater than 18 months prior from the entered effective AND the dental waiver date is null.
  • When the student has an enrollment in the selected calendar and no dental exam exists.

Numeric, 3 digits

Student Information > Health Screening > Screening Detail > Dental > Dental Completed, Detail Waiver Date


HealthScreeningDental.dentalExamCompleted


HealthScreeningDental.dentalWaiverDate


HealthScreeningDental.dentalWaiverReason

Dental Waiver FRNITotal count of students in Kindergarten, 2nd, 6th and 9th grades who have a Dental Waiver Reason of FRNI: Free/Reduced No Insurance and a Dental Exam Completed date within the past 18 months.

Numeric, 3 digits
Student Information > Health Screening > Screening Detail > Dental > Dental Waiver Reason = FRNI

HealthScreeningDental.dentalWaiverReason
Dental Waiver FRIITotal count of students in Kindergarten, 2nd, 6th and 9th grades who have a Dental Waiver Reason of FRII: Free/Reduced Ineligible for Insurance and a Dental Exam Completed Date within the last 18 months.

Numeric, 3 digits
Student Information > Health Screening > Screening Detail > Dental > Dental Waiver Reason = FRII

HealthScreeningDental.dentalWaiverReason
Dental Waiver NCTotal count of students in Kindergarten, 2nd, 6th and 9th grades who have a Dental Waiver Reason of NC within the last 18 months.

Numeric, 3 digits
Student Information > Health Screening > Screening Detail > Dental > Dental Waiver Reason = NC

HealthScreeningDental.dentalWaiverReason
Dental Waiver NINDTotal count of students in Kindergarten, 2nd, 6th and 9th grades who have a Dental Waiver Reason of NIND: No Insurance no low cost clinic.

Numeric, 3 digits
Student Information > Health Screening > Screening Detail > Dental > Dental Waiver Reason = NIND

HealthScreeningDental.dentalWaiverReason
Proof of Appointment

Total count of students in Kindergarten, 2nd, 6th and 9th grades who have a Proof of Appointment within the Deadline checkbox marked.


Dental exam must be scheduled within 60 days after the May 15 deadline.


Numeric, 3 digits

Student Information > Health Screening > Screening Detail > Dental > Proof of app. within deadline

HealthScreeningDental.proofOfappointment
Religious ObjectionTotal count of students in Kindergarten, 2nd, 6th and 9th grades who have a Religious Objection to dental examinations.

Numeric, 3 digits
Student Information > Health Screening > Screening Detail > Dental > Religious Objection

HealthScreening Dental.religiousObjection
Medical ObjectionTotal count of students in Kindergarten, 2nd, 6th and 9th grades who have the Medical Objections checkbox marked.

Numeric, 3 digits
Student Information > Health Screening > Screening Detail > Dental > Medical Objection

HealthScreening.dentalMedicalObjection
Disability ProblemTotal count of students in Kindergarten, 2nd, 6th and 9th grades who have the Disability Problem checkbox marked.

Numeric, 3 digits
Student Information > Health Screening > Screening Detail > Dental > Disability Problem

HealthScreening. dentalDisabilityProblem
Proof of Appointment and Exam

Total count of students in Kindergarten, 2nd,  6th and 9th grades who have a Proof of Appointment within the Deadline checkbox marked and the Dental Exam date is populated.


Dental exam must be scheduled within 60 days after the May 15 deadline.


Numeric, 3 digits

Student Information > Health Screening > Screening Detail > Dental > Proof of app. within deadline, Dental Exam Date

HealthScreening Dental.proofOfappointment


HealthScreening Dental.nextDentalVist



Detail Report Information

The Detail Dental Exam Extract provides a list of students who are counted in the Summary Report with information about their dental exams.

Report Formats

Dental Exam Detail Type - State Format (CSV)

Dental Exam Detail Type - HTML Format

Detail Report Layout

Data ElementDescriptionLocation
Student State IDReports the student's state-assigned identification number.

Numeric, 9 digits
Census > People > Demographics > Person Identifiers > Student State ID

Person.stateID
Student Last NameReports the student's last name.

Alphanumeric, 50 characters
Census > People > Demographics > Person Information > Last Name

Identity.lastName
Student First NameReports the student's first name.

Alphanumeric, 50 characters
Census > People > Demographics > Person Information > First Name

Identity.firstName
GenderReports the student's gender as M or F.

Alphanumeric, 1 character
Census > People > Demographics > Person Information > Gender

Identity.gender
Race/EthnicityReports the student's Race/Ethnicity.
  • A value of Hisp reports when the Is the individual Hispanic/Latino? is set to Yes.
  • A value of Amer Ind reports when the American Indian/Alaska Native checkbox is marked.
  • A value of Asian reports when the Asian checkbox is marked.
  • A value of Black reports when the Black or African American checkbox is marked.
  • A value of Hawaiian reports when the Native Hawaiian or Other Pacific Islander checkbox is marked.
  • A value of Multi reports when the Is the individual Hispanic/Latino? set to No and any combination of two or more checkboxes are marked.
  • A value of Unknown reports when the student's race/ethnicity is not marked.

Alphanumeric, 8 characters

Census > People > Demographics > Person Information > Race/Ethnicity

Identity.raceEthnicity
Dental Exam Completed

Indicates if the student has a completed dental exam within the last 18 months. 


Reports Y if the student has a completed dental exam within the last 18 months prior to the entered effective date. Otherwise, reports N.


Alphanumeric, 1 character (Y or N)

Student Information > Health Screenings > Screening Detail > Dental > Dental Exam Completed Date

HealthScreeningDental.dentalExamCompleted
Date Dental Exam CompletedReports the date the dental exam was completed.

Date field, 10 characters
Student Information > Health Screenings > Screening Detail > Dental > Dental Exam Completed Date

HealthScreeningDental.dentalExamCompleted
Dental Sealants

Reports whether the student has dental sealants. This reports only if the Dental Exam Completed Date is within the past 18 months.


Alphanumeric, 1 characters (Y or N)

Student Information > Health Screenings > Screening Detail > Dental > Dental Sealants Present

HealthScreeningDental.dentalSealants
Carie History
Reports whether the student has a history of caries. This reports only if the Dental Exam Completed Date is within the past 18 months.

Alphanumeric, 1 character (Y or N)
Student Information > Health Screenings > Screening Detail > Dental > Caries History

HealthScreeningDental.carieHistory
Untreated CariesReports whether the student has any untreated caries.This reports only if the Dental Exam Completed Date is within the past 18 months.

Alphanumeric, 1 character (Y or N)
Student Information > Health Screenings > Screening Detail > Dental > Untreated Caries

HealthScreeningDental.untreatedCaries
Dental Urgent

Indicates whether the dental exam was an urgent exam.This reports only if the Dental Exam Completed Date is within the past 18 months.


Alphanumeric, 1 character (Y or N)

Student Information > Health Screenings > Screening Detail > Dental > Urgent Treatment

HealthScreeningDental.urgentTreatment
Dental Exam No, Waiver No

Indicates whether the student ha no dental exam and no dental waiver. 


Students are counted in this field is they meet the above criteria and:

  • Where the most recent dental exam completed (by screening date) has a date that is greater than 18 months prior from the entered effective AND the dental waiver date is null.
  • When the student has an enrollment in the selected calendar and no dental exam exists.

Alphanumeric, 1 character (Y or N)

Student Information > Health Screening > Screening Detail > Dental > Dental Completed, Detail Waiver Date


HealthScreeningDental.dentalExamCompleted

HealthScreeningDental.dentalWaiver Date

HealthScreeningDental.dentalWaiverReason

Dental Waiver YesIndicates the student has a dental waiver.

Alphanumeric, 1 character (Y or N)
Student Information > Health Screening > Screening Detail > Dental > Dental Waiver Date

HealthScreeningDental.dentalWaiverDate
Waiver ReasonIndicates the reason for the dental waiver.

Alphanumeric, 1 character (Y or N)
Student Information > Health Screening > Screening Detail > Dental > Dental Waiver Reason

HealthScreeningDental.dentalWaiverReason
Religious Objection

Indicates whether the student has a Religious Objection to the dental exam.


Alphanumeric, 1 character (Y or N) 

Student Information > Health Screening > Screening Detail > Dental > Religious Objection

HealthScreeningDental.religiousObjection
Medical ObjectionReports a value of Y when the Medical Objection checkbox is marked.

Alphanumeric, 1 character (Y or N)
Student Information > Health Screening > Screening Detail > Dental > Medical Objection

HealthScreening. dentalMedicalObjection
Disability ProblemReports a value of Y when the Disability Problem checkbox is marked.

Alphanumeric, 1 character (Y or N)
Student Information > Health Screening > Screening Detail > Dental > Disability Problem

HealthScreening.dentalDisabilityProblem
Pediatric Dentist ReferralReports a value of Y when a Referral Date is entered on the student's Dental Screening. Otherwise, reports a value of N.

Alphanumeric, 1 character (Y or N)
Student Information > Health Screening > Screening Detail > Dental > Referral Date

HealthScreening.dRefDate
Proof of Appointment

Indicates whether the student has a Proof of Appointment for the dental exam.


Dental exam must be scheduled within 60 days after the May 15 deadline.


Alphanumeric, 1 character (Y or N)

Student Information > Health Screening > Screening Detail > Dental > Proof of app. within deadline

HealthScreeningDental.proofOfappointment
Proof of Appointment and ExamIndicates whether there was a proof of appointment record and if the dental exam was completed within 18 months prior to the effective date.

Alphanumeric, 1 character (Y or N)
Student Information > Health Screening > Screening Detail > Dental > Proof of app. within deadline, Dental Exam Date

HealthScreeningDental.proofOfappointment

HealthScreeningDental.next DentalVist