Enrollments (Ohio)

 PATH:   Student Information > General > Enrollments 

The Enrollments tool displays all occurrences of a student's enrollment in the district. Because this is a historical view, many records could be displayed.

By default, enrollment records are first listed by grade level, then by enrollment start date. To reorder the list of enrollments, click the blue hyperlinked headers in the Enrollments Editor list. The list of enrollments can be sorted by Grade, Calendar, Start Date or End Date.

See the core Enrollments article for information on necessary tool rights, available Ad hoc fields, and guidance on adding and printing Enrollment records.


 Image 1: Student Information > General > Enrollments 

General Enrollment Information

 PATH:   Student Information > General >Enrollments > General Enrollment Information 

Enrollment Start Status indicates the reason for beginning the student enrollment, whether entering the school or district or continuing on from another grade. End Status indicates the reason for ending the enrollment, such as leaving the school or moving to another grade.


 Image 2: Student Information > General > Enrollments > Start Status / End Status 

Start Status Options

The following is a list of available Start Status codes, including state specific options that appear for Ohio users.

Code

Description

1

Student Transferred from Home School in Ohio

2

Student transfer from out of state/out of country

3

Student transfer from a nonpublish school in Ohio

4

Enroll 1st time in OH pub/comm school bc of age

5

Not enrolled since 2003 for other reason

6

Transfer from another OH public/community school

7

Not newly enrolled in this school district

8

Early Childhood (only used by Dept Health)

9

Student previously enrolled in EC program

CBOR student previously enrolled in an Ohio higher ed prog
DStudent 22 years or older

End Status Options

The following is a list of available End Status codes, including state specific options that appear for Ohio users.

Code

Description

**

Not Applicable

35Student Withdrew/Resident District no longer Responsible

36

Completed Preschool Program

37

Withdrew from Kindergarten

38Student promoted beyond max grade/entity closing
39Non-enrolled student no longer receiving services

40

Transfer District Out of OH transcript req on file

41

Transfer OH District transcript request on file

42

Transfer Prvt School transcript request on file

43

Transfer to Home School Super's approval on file

45

Transfer by Court Order/Adjudication

46

Transfer out of the United States

47

Withdrew pursuant to Yoder vs. Wisconsin38

48

Expelled

51

Verified Med Reasons Dr authorization of file

52

Death

71

Withdrew due to Truancy/Nonattendance

72

Pursued Employment/Work permit

73

Over 18 Years of Age

74

Moved not known to be continuing

75

Student Completed Course Requirements

76Non-Attendance according to the 105-hour rule
77Withdrew due to 3314.26 (non-tested 2 year e-school)
79Reason for enrollment no longer valid
81Student reported in error-never should have been reported

99

Completed Graduation Requirements

State Reporting Fields

 PATH:   Student Information > General > Enrollments > State Reporting Fields 

The State Reporting Fields editor contains data elements used in state reporting extracts and federal reporting.


 Image 3: Student Information > General > Enrollments > State Reporting Fields 

State Reporting Fields Options

The following are fields that appear in the State Reporting section for Ohio users. The 'Reports Used In' column details which state reports draw from each field. Each report name is a link that leads to that report's page, which includes tables of options for each field if they appear as dropdown lists in Campus.

Field

Description

Database Location

Reports Used In

Admitted from IRN

The IRN of the district from which the student was admitted.

EnrollmentOH.admittedFromIRN

FS

Withdrawn to IRN

The IRN of the district to which the student withdrew

EnrollmentOH.withdrawnToIRN

FS

State Exclude

Indicates if the student should not be included in state reporting data.

Enrollment.stateExclude

 

Immigrant 

Indicates if the student is an immigrant.

Enrollment.immigrant

FD

Migrant

Indicates if the student is considered to be migrant.

Enrollment.migrant

FD, Pre-ID

Served by a 504 Plan

Indicates if the student is served by a 504 Plan.

Enrollment.section504

FD

504 Accommodations: ELA, Mathematics, Social Studies, ScienceIndicates if the student receives accommodations in the selected subjects in relation to a 504 plan.Enrollment.ela504
Enrollment.math504
Enrollment.social504
Enrollment.science504
Pre-ID 2014

Homeless Status

Indicates that the student lacks a fixed, regular and adequate night time resident and is considered Homeless.

Enrollment.homeless

FD, EMIS

Homeless Unaccompanied Youth

Indicates that the homeless student is not within the physical custody of a parent or guardian.

Enrollment.unaccompaniedYouth

FD

Disadvantaged

Indicates that the student meets the definition of being economically or academically disadvantaged.

Enrollment.disadvantaged

FD, EMIS

Preschool Poverty Level

The poverty level of the preschool student's family, as determined by the Federal Poverty Guidelines.

Enrollment.preScoolPoverty

FD

District Entry Date

The date the student entered the district.

Enrollment.districtEntryDate

 

How Received IRN

The district which received the student.

Enrollment.servingDistrict

FS, EMIS

District Entry Reason

The reason the student entered the district.

Enrollment.districtEntryReason

 

How Received

Indicates why the student was received into the district.

Enrollment.howReceived

 

Legal District of Residence

The IRN of the district in which the student's parents reside.

Enrollment.residentDistrict

FS, Pre-ID, EMIS

Tuition Type

The student's form of tuition payment.

Enrollment.tuitionType

FS

County of Residence

The number of the county where the student resides.

EnrollmentOH.countyOfResidence

FS

Attendance Pattern

The student's weekly attendance pattern.

Enrollment.attendancePattern

FD

District Percent of TimeIndicates the average percent of time during the week the student participates in any instruction provided by the district. This field reports in the FS record but is not used as a multiplier in attendance calculations.Enrollment.admOverrideFS
Building Percent of TimeIndicates the average percent of time during the week the student participates in any instruction provided by the school. This field not does not report in the FS record but is used as a multiplier in attendance calculations.

Enrollment.percentEnrolled

EMIS

Non-Attending Reason 

The reason for count an enrolled student who was absent from school for the entire week of the district's count week.

EnrollmentOH.nonAttendingReason

FN

State Equivalent Grade Level

The grade level in which the student is included for reporting purposes.

Enrollment.stateEquivalentGrade

FD

District Relationship

The educational relationship between the district and the student.

Enrollment.districtRelationship

FS, EMIS

Grade Next Year Override

The grade level in which the student will be enrolled in the next year.

EnrollmentOH.nextYearGrade

FN

Retained Status

Indicates if the student was retained at the end of the school year and whether the student will advance to the next grade level.

EnrollmentOH.retainedStatus

FN

Prior SSID End DateThe end date of the student's previous SSID.Enrollment.priorSSIDEndDate 

Sent to IRN 1

The district to which the student was sent.

Enrollment.sentToIRN1

FS, EMIS

Sent to IRN  2

The second district the student was sent to.

Enrollment.senttoIRN2

FS, EMIS

Sent Reason 1

The reason the student was sent to another district.

Enrollment.servingDistrictStatus

FS, EMIS

Sent Reason 2

The reason the student was sent to a second district.

Enrollment.sentReason2

FS, EMIS

Sent to Percent of Time 1

The average percent of time during the week the student participated in any instruction provided by an employee at a non-EMS reporting entity.

Enrollment.sentToPercentofTime1

FS, EMIS

Sent to Percent of Time 2

The average percent of time for a week the student participated in any instruction provided by an employee at a non-EMS reporting entity.

Enrollment.sentTolPercentofTime2

FS, EMIS

Accountability IRN

The building IRN within the district that is responsible for the student's performance measures.

EnrollmentOH.accountabilityIRN

FN

Assigned Bldg Area IRN

The IRN of the building where the student would normally attend according to standard district policy.

Enrollment.assignedBuildingAreaIRN

FS

Majority of Attendance IRN

The IRN of the building or district where the student is continuously enrolled.

EnrollmentOH.majorityAttendanceIRN

FN, Pre-ID

Building IRN Override

The retrieval number of the building.

Enrollment.buildingIRNOverride

GI, GQ, GG,
GP, GD, GE,
FS

Previous Year District IRNThe IRN of the district where the student resided during the October count week of the prior school year.EnrollmentOH.preYearIRNFN

CTE Concentrator

Indicates if the student is a CTE Concentrator.

Enrollment.ctaeConcentrator

 
CTE Program of ConcentrationIf the student is a CTE Concentrator, indicates the program of concentration. This field only displays if the CTE Concentrator checkbox is marked.Enrollment.ctaeProgramConcentrationFN

OGT Graduation Alternative

Identifies that passage of one graduation test was met using alternative criteria.

EnrollmentOH.graduationAlternative

FN

Home School IRN

The IRN of the student's home school.

Enrollment.homeSchoolIRN

Pre-ID

Home School Name

The name of the student's home school.

Enrollment.homeSchoolName

Pre-ID

Spring Math Test IRN Override

The IRN where the student takes the spring math test.

Enrollment.smtRNoverride

 

Testing School Name Override

The name of the school where the student is administered assessments.

Enrollment.testingSchoolNameOverride

 

Acceleration Writing

Indicates the number of years the student has been in an accelerated writing program.

EnrollmentOH.accelerationWriting

FN, FB, Pre-ID

(Writing) Assessment IRN

The IRN of the building where the student will be counted in Accountability calculations due to accelerated placement in Writing.

Enrollment.writingAssessmentIRN

FB, Pre-ID

Acceleration Reading

Indicates the number of years the student has been in an accelerated reading program.

EnrollmentOH.accelerationReading

FN, FB. Pre-ID

(Reading)  Assessment IRN

The IRN of the building where the student will be counted in Accountability calculations due to accelerated placement in Reading.

Enrollment.readingAssessmentIRN

FB, Pre-ID

Acceleration Mathematics

Indicates the number of years the student has been in an accelerated mathematics program.

EnrollmentOH.accelerationMathematics

FN. FB, Pre-ID

(Mathematics)  Assessment IRN

The IRN of the building where the student will be counted in Accountability calculations due to accelerated placement in Mathematics. 

Enrollment.mathAssessmentIRN

FB, Pre-ID

Acceleration Social Studies

Indicates the number of years the student has been in an accelerated social studies program.

EnrollmentOH.accelerationSocialStudies

FN, FB, Pre-ID

(Social Studies)  Assessment IRN

The IRN of the building where the student will be counted in Accountability calculations due to accelerated placement in Social Studies. 

Enrollment.socialStudiesAssessmentIRN

FB, Pre-ID

Acceleration Science

Indicates the number of years the student has been in an accelerated science program.

EnrollmentOH.accelerationScience

FN, FB, Pre-ID

(Science)  Assessment IRN

The IRN of the building where the student will be counted in Accountability calculations due to accelerated placement in Science. 

Enrollment.scienceAssessmentIRN

FB, Pre-ID

Special Education Fields

 PATH:   Student Information > General > Enrollments > Special Ed Fields 

The Special Ed Fields editor contains all Special Education items that need to be indicated on a student's enrollment record for state and local reporting purposes.


 Image 4: Student Information > General > Enrollments > Special Ed Fields 

Special Ed Options

The following are fields that appear in Ohio Special Ed Fields. The 'Reports Used In' column details which state reports draw from each field. Each report name is a link that leads to that report's page, which includes tables of options for each field if they appear as dropdown lists in Campus.

Field

Description

Database Location

Reports Used In

Special Ed Status

The status of the student's participation in a Special Education program.

Enrollment.specialEdStatus

 

Special Ed Setting

The setting in which the student received Special Education services.

Enrollment.specialEdSetting

GQ

Disability Condition

Describes the disability of the student.

Enrollment.disability1

FD