Record 5 - Ethnic Count (Kentucky)

PATH: KY State Reporting > SAAR Reports > R5 Ethnic Count

The R5-Ethnic Count Report returns a count of each student's race/ethnicity in the selected school(s) as of the last instructional day in the reporting year or last instructional day in the date range if not run for the entire school year.

Image 1: R5 - Ethnic Count Editor

Report Logic

Only students who are actively enrolled on the final instructional day of the date range specified in the Extract Editor are reported. This report includes 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.
  • Students who withdrew before the last day of the date range specified in the extract editor OR the last day of the 10th month if no date range is specified. These students appear in Withdrawal (R3) for the same reporting period.

The reported values are determined by calculating the number of students by race and gender who are enrolled on the last day of the date range specified in the extract editor OR the last day of the 10th month if no date range is specified.

The SAAR Enrollment (R2), Withdrawal (R3) and Ethic (R5) records should abide by the following equation: R2 - R3 = R5. If all data is properly inputted for all students, this equation will hold true.

The following circumstances can cause the R2 - R3 = R5 equation not to balance:

  • Dual Enrolled students who are enrolled in more than one calendar are counted on this record once for each calendar.


  • Students with no gender in the Census screen (this can happen if students are loaded via sql process rather than manually or via a wizard).
  • Students with no ethnicity (this can happen if students are loaded via sql process rather than manually or via a wizard).

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 R5 Ethnic Count 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.

Image 2: R5- Ethnic Count Report (HTML)

Report Layout

Element Name

Description

Type, Format and Length

Campus Database

Campus Interface

District Number

Identification number for the district.

Numeric, 3 digits

XXX

district.number

System Administration > Resources > District Information

School Number

Identification number for the school.

Numeric, 3 digits

XXX

school.number

System Administration > Resources > School > Location Number

Year

Last 2 digits of the school year. (i.e. 2009 - 2010 = 10)

Numeric, 2 digits

XX

calendar.endYear

System Administration > Calendar > Calendar > End Date

Calendar ID

District Calendar - Distinct start date for Month 1.

Alphanumeric, 8 characters

YYYYMMDD

schoolMonth.startDate

System Administration > Calendar > Calendar > Start Date

Record Code

Record code number. Will auto-fill with "5".

Numeric, 1 digit

Calculated, not dynamically stored

Calculated, not dynamically stored

Grade

Indicates the student's grade level.

Alphanumeric, 2 characters

XX

gradeLevel.stateGrade

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

Male-White

Count of white males.

Numeric, 3 digits

XXX

Identity.raceEthinicity=01

Census > People > Demographics > Race/Ethnicity

Female-White

Count of white females.

Numeric, 3 digits

XXX

Identity.raceEthinicity=01

Census > People > Demographics > Race/Ethnicity

Male-Black

Count of black males.

Numeric, 3 digits

XXX

Identity.raceEthinicity=02

Census > People > Demographics > Race/Ethnicity

Female-Black

Count of black females.

Numeric, 3 digits

XXX

Identity.raceEthinicity=02

Census > People > Demographics > Race/Ethnicity

Male-Hispanic

Count of Hispanic males.

Numeric, 3 digits

XXX

Identity.raceEthinicity=01

Census > People > Demographics > Race/Ethnicity

Female-Hispanic

Count of Hispanic females.

Numeric, 3 digits

XXX

Identity.raceEthinicity=01

Census > People > Demographics > Race/Ethnicity

Male-Asian

Count of Asian males.

Numeric, 3 digits

XXX

Identity.raceEthinicity=03

Census > People > Demographics > Race/Ethnicity

Female-Asian

Count of Asian females.

Numeric, 3 digits

XXX

Identity.raceEthinicity=03

Census > People > Demographics > Race/Ethnicity

Male-Hawaiian/Pacific Islander

Count of Hawaiian/Pacific Islander males.

Numeric, 3 digits

XXX

Identity.raceEthinicity=05

Census > People > Demographics > Race/Ethnicity

Female-Hawaiian/Pacific Islander

Count of Hawaiian/Pacific Islander females.

Numeric, 3 digits

XXX

Identity.raceEthinicity=05

Census > People > Demographics > Race/Ethnicity

Male-American Indian/Alaskan

Count of American Indian/Alaskan males

Numeric, 3 digits

XXX

Identity.raceEthinicity=02

Census > People > Demographics > Race/Ethnicity

Female-American Indian/Alaskan

Count of American Indian/Alaskan females

Numeric, 3 digits

XXX

Identity.raceEthinicity=02

Census > People > Demographics > Race/Ethnicity

Male-2 or more

Count of males, not Hispanic, with 2 or more races selected.

Numeric, 3 digits

XXX

Identity.raceEthnicity=07

Census > People > Demographics > Race/Ethnicity

Female-2 or more

Count of females, not Hispanic, with 2 or more races selected.

Numeric, 3 digits

XXX

Identity.raceEthnicity=07

Census > People > Demographics > Race/Ethnicity