M-O-Y Enrollment Report (New Hampshire)

Classic View: NH State Reporting > i4see Extracts > M-O-Y Enrollment Report

Search Terms: i4see Extracts

The M-O-Y (Middle of Year) Enrollment Report reports each student who was enrolled in the district at any point during the prior school year. It included non-special education students who are placed out-of-district (including non-public schools in the state and all schools out of state). This report mirrors the End of Year (E-O-Y) submission and can be used to clean up data prior to the E-O-Y Submission. It reports the most up to date student information as of when the date is submitted.

M-O-Y Enrollment Report

Report Logic

All students who attendance one or more days of school during the selected calendar report. All enrollment records for a student for the selected year report, which means a student may have more than one record in the report.

Start and End Dates

  • If a Start Date is entered on the Extract Editor, an End Date must also be entered. A warning message displays indicating the need for the End Date.
  • If an End Date is entered on the Extract Editor, a Start Date must also be entered. A warning message displays indicating the need for the Start Date.
  • If a Start Date or End Date is not entered, the extract will generate for the entire school year for the selected calendar(s).
  • If the Enrollment Start Date is on or after the Start Date entered on the report editor, the count is based on the enrollment start date.

Half Days in Attendance

Half Days in Attendance (field 16) reports the number of half days a student was in attendance during the selected school year. Only days where the student was in attendance for at least half of the school day are counted. If an exit date exists for this record, the half days in attendance include only half days between the entry and exit dates.

  • In-school suspensions are considered days in attendance.
  • Out-of-school suspensions are considered absences.
  • Expulsions are not included as they fall after the Exit Date and before a re-Entry date.

Only instructional days in the selected calendar are counted, and only those days that are on or between the dates entered in the Start and End Date fields on the report editor.

  • If a student's enrollment start date is after the report editor start date, the count is based on the student's enrollment start date.
  • If the student has an enrollment exit date that is before the report editor end date, the count is based on the student's enrollment exit date.
  • If the Percent Enrolled (FullDayPct) field is not null, it must be multiplied by the Half Days in Attendance total.
  • If the student exited, only the days in attendance during the enrollment start and date are counted.

Any student with an enrollment start date and enrollment end date equal to the first day of school AND an enrollment status of 7, a value of 0 reports.

Percent Enrolled

When the Percent Enrolled field has a value and the Enrollment End Date has a value:

  • All days are counted for that calendar that are instructional and where the day is after or the same day as the start date of the enrollment and before or the same day as the end date of the enrollment. Multiply by two.
  • Subtract from that the sum of all absent half days.
  • Multiply that by the Percent Enrolled divided by 100.

When the Percent Enrolled field has a value and the Enrollment End does not have a value:

  • All days are counted for that calendar that are instructional and where the day is after or the same day as the start date of the enrollment. Multiply by two.
  • Subtract from that the sum of all absent half days.
  • Multiply that by the Percent Enrolled divided by 100.

When the Percent Enrolled field does not have a value and the Enrollment End Date does have a value:

  • All days are counted for that calendar that are instructional and where the day is after or the same day as the start date of the enrollment and before or the same day as the end date of the enrollment. Multiply by two.
  • Subtract from that the sum of all absent half days.

When the Percent Enrolled field does not have a value and the Enrollment End Date does not have a value:

  • All days are counted for that calendar that are instructional and where the day is after or the same day as the start date of the enrollment. Multiply by two.
  • Subtract from that the sum of all absent half days.

Half Days in Absence

Half Days in Absence (field 17) reports the number of half days the student was absent during the given school year. Only days where the student was absent at least half of the school day report. If an exit date exists for this record, the half days absent includes only half days between the entry and exit dates.

  • In-school suspensions are considered days in attendance.
  • Out-of-school suspensions are considered absences.
  • Expulsions are not included as they fall after the Exit Date and before a re-Entry date.

Only instructional days in the selected calendar are counted, and only those days that are on or between the dates entered in the Start and End Date fields on the report editor.

  • If a student's enrollment start date is after the report editor start date, the count is based on the student's enrollment start date.
  • If the student has an enrollment exit date that is before the report editor end date, the count is based on the student's enrollment exit date.

Any student with an enrollment start date and enrollment end date equal to the first day of school AND an enrollment status of 7, a value of 0 reports.

Percent Enrolled

If the Percent Enrolled (FullDayPCt) is not null, it is multiplied by the Half Days Absent total.

For every person/day with attendance/calendar/enrollment:

  • When the difference between the period start time and the period end time minus the period lunch time minus the attendance present minutes is greater than or equal to the Half Day Absence value on entered on the Calendar or 180, the difference is greater than or equal to the whole day absence value or 240, the Absent Half Days value is 2.
  • Otherwise, the absent half day value is 1.

Report Editor Options

Data Element

Description

Extract Type

Indicates the type of extract selected. Select M-O-Y Enrollment Report from the list of options. 

Start Date

Beginning date of the student enrollment records. Dates are entered in mmddyy format or can be selected by using the calendar icon.

End Date

End date of the student enrollment records. Dates are entered in the mmddyy format or can be selected by using the calendar icon.

Ad Hoc Filter

Selection of previously made filter that contains specific students to include in the label request.

Report Format

Determines how the request is generated - in the State Format (CSV) or HTML. Use the HTML format when reviewing data. Use the State Format when submitting the list to the state.

Select Calendars

At least one calendar must be selected in order for the extract to generate. Calendars can be selected by the active year, by the school year, or by the year.  Students in the chosen calendars are included in the extract.

Generate the Report

  1. Select the M-O-Y Enrollment Report from the Extract Type dropdown list.
  2. Enter the Start Date and End Date of the enrollment records to include.
  3. Select an Ad Hoc Filter from the dropdown list to reduce the amount of students included in the extract.
  4. Select the Report Format.
  5. Select the Calendars from which to pull students in the report.
  6. Click the Generate Extract button to display the report immediately, or use the Submit to Batch button to choose when the report generates. The report will display in the selected format.

M-O-Y Enrollment Report - State Format(CSV)

M-O-Y Enrollment Report - HTML Format

Report Layout

Data Element

Description

Type, Format and Length

Campus Database

Campus Interface

SASID

Indicates the State Assigned Student ID.

Numeric, 10 digits

Person.stateID

Census > People > Demographics > Person Identifiers > State ID

Date of Birth

Indicates the student's date of birth.

Date field, 10 characters

MM/DD/YYYY

Identity.birthdate

Census > People > Demographics > Person Information > Birth Date

Race

Indicates the student's federally-designated race/ethnicity.

Numeric, 2 digits

Identity.hispanicEthnicity
Identity.raceEthnicityFed

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

Enrollment Status

Indicates the student's enrollment status. If the Enrollment Status is 7, will not report.

Numeric, 2 digits

Enrollment.stateAid

Student Information > General > Enrollments > State Reporting Fields > Enrollment Status

SAU Number

Indicates the School Administrative Unit Number.

Numeric, 3 digits

School.SAUnumber

System Administration > Resources > District Information > SAU Number

District Number

Indicates the district number.

Numeric, 3 digits

District.number

System Administration > Resources > District Information > Number

School Number

Indicates the school number.

Numeric, 5 digits

School.number

System Administration > Resources > School > Number 

Town Responsible

Identifies the town fiscally responsible for the student's education.

Numeric, 5 digits

EnrollmentNH.fiscalTown

Student Information > General > Enrollments > State Reporting Fields > Fiscal Town

District Responsible

Identifies the district fiscally responsible for the student's education. For students who are the responsibility of another state but are attending the school, specify the district for that state. 

Numeric, 3 digits

EnrollmentNH.fiscalDistrict

Student Information > General > Enrollments > State Reporting Fields > Fiscal District

Grade

Indicates the student's grade level.

Numeric, 2 digits

Enrollment.grade

Student Information > General > Enrollments > General Information > Grade

Full Day Participation

Identifies the percentage of full days the student participated in.

Numeric, 3 digits

Data not stored

Student Information > General > Enrollments > State Reporting Fields

Entry Date

Identifies the student's start date of enrollment for the selected calendar year.

Date field, 10 characters

MM/DD/YYYY

Enrollment.startDate

Student Information > General > Enrollments > General Information > Start Date

Entry Code

Indicates the start status of enrollment.

Numeric, 3 digits

Enrollment.startStatus

Student Information > General > Enrollments > General Information > Start Status

Exit Date

Identifies the student's end date of enrollment for the selected calendar year.

Date field, 10 characters

MM/DD/YYYY

Enrollment.endDate

Student Information > General > Enrollments > General  Information > End Date

Exit Code

Indicates the end status of enrollment.

Numeric, 3 digits

Enrollment.endStatus

Student Information > General > Enrollments > General  Information > End Status

Half Days In Attendance

Indicates the number of half days the student was present during the selected calendar year. If the student exited, only the days in attendance during the enrollment start and end date will be counted. 

Numeric, 3 digits

Not Dynamically Stored

Student Information > General > Attendance

Half Days Absent

Indicates the number of half days the student was absent during the selected calendar year. If the student exited, only the days in attendance during the enrollment start and end date will be counted.

Numeric, 3 digits

Not Dynamically Stored

Student Information > General > Attendance

Promote Indicator

Indicates the student was promoted to the next sequential grade level.

  • If the Enrollment End Status is W11, a value of 3 reports.
  • If the Graduation Diploma Type is 1, 2, 3, 4, 5, 6 or 7, a value of 3 reports.
  • If the Enrollment End Action is P, a value of 2 reports.
  • If the Enrollment End Action is R, a value of 1 reports.
  • Otherwise, the Promote Indicator reports blank.

Numeric, 1 digit

Enrollment.endAction

Graduation. diplomaType

Student Information > General > Enrollments > General Enrollment Information > End Action, End Status


Student Information > General > Graduation > Diploma Type

Diploma Type

Identifies the type of diploma the student received. This field must be populated for all students who have a Promoted Indicator of 3 (school completed).

Numeric, 2 digits

Graduation.diplomaType

Student Information > General > Graduation > Diploma Type

Post Grad Plans

Indicates a student's plans after high school graduation. This field must be populated for all students who have a Promoted Indicator of 3 (school completed).

Numeric, 2 digits

Graduation.postGradplans

Student Information > General > Graduation > Post Grad Plans

Full Days Suspended IS

Indicates a student's total number of In-School Suspension days. If no suspension days, reports 0. 

Numeric, 3 digits

Not Dynamically Stored

Behavior > Behavior Management > New Resolution > Resolution

Full Days Suspended OS

Indicates a student's total number of Out-of-School Suspension days. If no suspension days, reports 0.

Numeric, 3 digits

Not Dynamically Stored

Behavior > Behavior Management > New Resolution > Resolution

Residential Home

Indicates if the student lived in a group home at any point during the selected calendar year. Reports 1 as default.

Numeric, 3 digits

EnrollmentNH. residentialHome

Student Information > General > Enrollments > State Reporting Fields

Homeless Code

Identifies whether or not the student meets the federal definition of being homeless.

Numeric, 3 digits

Enrollment.homeless

Student Information > General  > Enrollments > State Reporting Fields > Homeless

Original Graduation Year

Identifies the original year the student is expected to graduate (four years after the student is promoted from 8th grade to 9th grade.

Numeric, 4 digits

YYYY

GraduationNH.gradYear

Student Information > General > Graduation > Graduation Year

Parent Military Code

Reports the student's parent/guardian military status.

  • 1 - Military Status does not apply for this student (default value)
  • 2 - Active Duty in Armed Forces
  • 3 - Full Time National Guard
  • 4 - Active Duty AND Full Time National Guard
  • 5 - Armed Services Reserves

A value of 1 reports when the student has parents/guardians who do not have a military status.


A value of 2 reports when the student has parents/guardians who have an active duty status (Active Duty Deployed or Active Duty Not Deployed) in any branch of the military (does not National Guard).


A value of 3 reports when the student has parents/guardians who have an active duty status (Active Duty Deployed or Active Duty Not Deployed) in the National Guard or Air National Guard. 


A value of 4 reports when the student has parents/guardians who have both an active duty status (Active Duty Deployed or Active Duty Not Deployed) in any branch of the military AND in the National Guard or Air National Guard. 


A value of 5 reports when the student has parents/guardians who have an active duty status (Active Duty Deployed or Active Duty Not Deployed) in the Armed Services Reserves (Air Force Reserve, Army Reserve, Coast Guard Reserve, Marine Corps Reserve, Navy Reserve). 

Numeric, 1 digit MilitaryConnections.status Census > People > Military Connections