Record 3 - Withdrawals (Kentucky)

PATH: KY State Reporting > SAAR Report > R3 Withdrawals

The R3-Withdrawal (Annual report, withdrawals count) report returns a count of each withdrawn enrollment in the selected school(s) that took place any time during the date range entered on the extract editor.  

Image 1: R3 Withdrawals (Annual report, withdrawals count) Editor

Report Logic

This report excludes over age and under age students. Students meeting any of the following criteria are not reported:

  • Students marked "Perkins Only."
  • Students marked "State Exclude" on enrollment, calendar or grade.
  • Students in grade levels 95, 96, 97, 98 and 99. These grades will not be used in calculations or displayed as line items.

The actual withdrawal code is not considered in report criteria. All withdrawal codes are counted as long as they take place before the last day of the year.

  • Includes ALL withdrawal codes except those that take place on the last instructional day. The last school day is excluded from this report in order to not skew overall results when SAAR is run after the school year is closed.
  • Includes only withdrawal activity that takes place during the dates specified in the Extract Editor.

Generating the Extract

  1. Select the desired Report Type. Report Selection options vary depending on the Report Type selected. 
  2. Select the Extract Format from the dropdown list.
  3. Enter a Date Range to review data for one or more school months or select which school months should be included in the report. Leaving the Date Range blank reports the entire year.
  4. Mark the R3 Withdrawals checkbox. 
  5. Select the appropriate Calendars to include in the report.
  6. Select the appropriate Grade (or select an Ad Hoc Filter)
  7. Specify 5 Low Attendance Days by selecting the Load 5 Low Att. Days button (optional).
  8. Select Validation Report to see if the report has been set up correctly.
  9. Select the Generate Report Button. The report will appear in a separate window in the specified Extract Format.

For more information about the SAAR Extract Editor see the SAAR (Kentucky) article.

Image 2: R3 - Withdrawals Report (PDF)

Data Elements for R3 - Withdrawals (Annual Report, Withdrawals Count)

Element Name

Description

Type, Format and Length

Campus Database

Campus Interface

District Number

Identifies the district's unique  identification number.

Numeric, 3 digits

XXX

District.number

System Administration > Resources > District Information

School Number

Identifies the school's unique identification number.

Numeric, 3 digits

XXX

School.number

System Administration > Resources > School > Location Number

Year

Identifies the last two digits of the School year (i.e. 2009-2010 = 10).

Numeric, 2 digits

XX

Calendar.endYear

System Administration > Calendar > Calendar > End Date

Calendar ID

Identifies the start date for month 1 of the school's calendar.

Alphanumeric, 8 characters

YYYYMMDD

SchoolMonth.startDate

System Administration > Calendar > Calendar > Start Date

Record Code

Identifies the record's code number.

Reports as 7.

Numeric, 1 digit

Calculated, not dynamically stored

Calculated, not dynamically stored

Grade

Identifies the student's grade level.

Alphanumeric, 2 characters

XX

GradeLevel.stateGrade

System Administration > Calendar > Calendar > Grade Level > State Grade Level Code

W1

Count of unduplicated enrollments with end status of W01.

This is a student who transferred to another grade in the same school or with grade level changes in the same school mid-level, or with a change in schedule structure or enrollment service type.

Numeric, 3 digits

XXX

Enrollment.endStatus = W01

Student Information > General > Enrollment > Start Status

W2

Count of unduplicated enrollments with end status of W02.

This is a student who transferred to another public school in the same public school district.

Numeric, 3 digits

XXX

Enrollment.endStatus = W02

Student Information > General > Enrollment > End Status

W7

Count of unduplicated enrollments with end status of W07.

This is a student who has withdrawn due to communicable medical conditions that pose a threat in school environments.

Numeric, 3 digits

XXX

Enrollment.endStatus = W07

Student Information > General > Enrollment > End Status

W8

Count of unduplicated enrollments with end status of W08.

This is a student with has withdrawn due to death.

Numeric, 3 digits

XXX

Enrollment.endStatus = W08

Student Information > General > Enrollment > End Status

W9

Count of unduplicated enrollments with end status of W09.

This End Status value is no longer. This field merely reports historical W9 data.

Numeric, 3 digits

XXX

Enrollment.endStatus = W09

Student Information > General > Enrollment > End Status

W12

Count of unduplicated enrollments with end status of W12.

This is a student who is under the jurisdiction of the court.

Numeric, 3 digits

XXX

Enrollment.endStatus = W12

Student Information > General > Enrollment > End Status

W17

Count of unduplicated enrollments with end status of W17.

This is a student who has withdrawn during the first two months of enrollment due to immaturity or mutual agreement by the parent/guardian.

Numeric, 3 digits

XXX

Enrollment.endStatus = W17

Student Information > General > Enrollment > End Status

W20

Count of unduplicated enrollments with end status of W20.

This is a student who has transferred to a home school.

Numeric, 3 digits

XXX

Enrollment.endStatus = W20

Student Information > General > Enrollment > Start Status

W21

Count of unduplicated enrollments with end status of W21.

This is a student who has transferred to a non-public school (excluding home school).

Numeric, 3 digits

XXX

Enrollment.endStatus = W21

Student Information > General > Enrollment > End Status

W22

Count of unduplicated enrollments with end status of W22.

This is a student who has transferred to another public school district and for whom a request for student records has been received or enrollment has been substantiated or a pupil who is known to have moved out of the United States.

Numeric, 3 digits

XXX

Enrollment.endStatus = W22

Student Information > General > Enrollment > End Status

W23

Count of unduplicated enrollments with end status of W23.

This is a student who has withdrawn for a second or subsequent time who initially withdrew as a W24 or W25 during the current school year.

Numeric, 3 digits

XXX

Enrollment.endStatus = W23

Student Information > General > Enrollment > End Status

W24

Count of unduplicated enrollments with end status of W24.

This is a student who has moved out of the public school district for whom enrollment elsewhere has not been substantiated.

Numeric, 3 digits

XXX

Enrollment.endStatus = W24

Student Information > General > Enrollment > End Status

W25

Count of unduplicated enrollments with end status of W25.

This is a student (prior to the 2017-2018 school year) who is at least the local board policy's minimum age for withdrawl and has withdrawn from public school. Beginning with the 2017-2018 school year, this code is used for a pupil who is at least 18 years of age and has withdrawn from public school.

Numeric, 3 digits

XXX

Enrollment.endStatus = W25

Student Information > General > Enrollment > End Status

W26

Count of unduplicated enrollments with end status of W26.

This is a student who has withdrawn from school after completing a secondary GED program and receiving a GED certificate.

Numeric, 3 digits

XXX

Enrollment.endStatus = W26

Student Information > General > Enrollment > End Status

W27

Count of unduplicated enrollments with end status of W27.

This is a student who has withdrawn from school and subsequently received a GED.

Numeric, 3 digits

XXX

Enrollment.endStatus = W27

Student Information > General > Enrollment > End Status

W28

Count of unduplicated enrollments with end status of W28.

This is a student who has reached the maximum age for education services without receiving a diploma or alternative high school diploma.

Numeric, 3 digits

XXX

Enrollment.endStatus = W28

Student Information > General > Enrollment > End Status

W29

Count of unduplicated enrollments with end status of W29.

This is a student who has moved out of the state or out of the United States.

This column was added in the E.1505 Release Pack.

Numeric, 3 digits 

 XXX

Enrollment.endStatus = W29 Student Information > General > Enrollment > End Status
W30

Count of unduplicated enrollments with end status of W30.

This is a student with an IEP enrolled in Grade 14 who has previously received an alternative high school diploma, re-enrolled, and withdrew in the middle of the reporting school year. 

This column was added in the E.1505 Release Pack.

Numeric, 3 digits 

 XXX

Enrollment.endStatus = W30 Student Information > General > Enrollment > End Status

G01

Count of unduplicated enrollments with end status of G01.

This is a student who has graduated in less than 4 years.

Numeric, 3 digits

XXX

Enrollment.endStatus = G01

Student Information > General > Enrollment > End Status

G02

Count of unduplicated enrollments with end status of G02.

This is a student who has graduated in 4 years.

Numeric, 3 digits

XXX

Enrollment.endStatus = G02

Student Information > General > Enrollment > End Status

G03

Count of unduplicated enrollments with end status of G03.

This is a student who has graduated in 5 or more years.

Numeric, 3 digits

XXX

Enrollment.endStatus = G03

Student Information > General > Enrollment > End Status

G04

Count of unduplicated enrollments with end status of G04.

This is a student who has graduated in 6 or more years.

Numeric, 3 digits

XXX

Enrollment.endStatus = G04

Student Information > General > Enrollment > End Status