Statistical Summary Report (Oklahoma) [.2207 - .2227]

Classic View: OK State Reporting > Statistical Summary

Search Terms: Statistical Summary

The Statistical Summary report, formerly the Entries, Gains and Losses report, extracts student data by grade level regarding the number of students who entered a school, enrolled in a school and left a school. The report is due Quarter 1-4 and End of Year.

Statistical Summary Report

Report Logic

  • Only students with a Transportation Start Date that falls on or within the extract Date range are included in the transportation section of the report.
  • Student counts may only be duplicated in the Entire Period field, which will occur when students are OHP1-4 and enrolled in one of the calendar's grade levels.
  • No Show enrollments do not report.
  • Enrollments marked as State Exclude will not be included in calculations.
  • Day counts for Transportation and Attendance data is reported based on the specific enrollment active on each day.

Only students with a SIF Admission (Student Information > General > Enrollments > SIF Fields > Admission) value of the following are included: OHP1, OHP2 , OHP3, OHP4, R, OT, RVON, RVOFF, FOY, and TO.

  • If the student is assigned an Admission code that is NOT one of the above, the days are not counted for that student's enrollment.

Attendance Logic

The report returns attendance data for the selected reporting period (quarter or semester) for the selected calendars. Attendance is calculated as follows:

  • Present when the total instructional minutes in the day is greater than 200.
    • Attendance for the AM (first half of the day) is calculated by finding all periods with a Start Time that is on or before the first half of the day (instructional minutes divided by 2).

      • If the student was present 120 minutes or more within the first half of the day, that student is counted as present.

    • Attendance for the PM (second half of the day) is calculated by finding all periods where the End Time is on or after the last half of the day (instructional minutes divided by 2).
      • If the student was present 120 minutes or more within the last half of the day, that student is counted as present.
    • Period minutes are counted for all periods where the student is not marked as Absent or Absent/Exempt.

    • If the student is Absent or Absent/Exempt but a value other than 0 is entered for their Present Minutes on the Attendance tab, those minutes are also counted.

    • If present minutes fall in both halves of the day, present minutes are split evenly between the two day halves.
  • Present when the total instruction minutes in the day is 200 or less.
    • The student must be present for at least 120 instructional minutes in the entire day to be considered present for both AM and PM half-day periods. 
    • Period minutes are counted for all periods where the student is not marked as Absent or Absent/Exempt.

    • If the student is Absent or Absent/Exempt but a value other than 0 is entered for their Present Minutes on the Attendance tab, those minutes are also counted.

  • Absent when the total instructional minutes in the day is greater than 200.
    • Attendance for the AM (first half of the day) is calculated by finding all periods with a Start Time that is on or before the first half of the day (instructional minutes divided by 2).

      • If the Half Day Absence (Minutes) field on the student's Grade Level is populated (or on the Calendar if null), reports as absent if the student was absent for more than that many minutes. Otherwise, if the student was present for less than 120 minutes within the first half of the day, that student is counted as absent.

    • Attendance for the PM (second half of the day) is calculated by finding all periods where the End Time is on or after the last half of the day (instructional minutes divided by 2).
      • If the Half Day Absence (Minutes) field on the student's Grade Level is populated (or on the Calendar if null), reports as absent if the student was absent for more than that many minutes. Otherwise, if the student was present for less than 120 minutes within the last half of the day, that student is counted as absent.
    • Period minutes are counted for all periods where the student is not marked as Absent or Absent/Exempt.

    • If the student is Absent or Absent/Exempt but a value other than 0 is entered for their Present Minutes on the Attendance tab, those minutes are also counted.

  • Absent when the total instruction minutes in the day is 200 or less
    • If the Whole Day Absence (Minutes) field on the student's Grade Level is populated (or on the Calendar if null), reports as absent if the student was absent for more than that many minutes. Otherwise, a student present for less than 120 instructional minutes in the entire day is considered absent for both AM and PM half-day periods. 
    • Period minutes are counted for all periods where the student is not marked as Absent or Absent/Exempt.

    • If the student is Absent or Absent/Exempt but a value other than 0 is entered for their Present Minutes on the Attendance tab, those minutes are also counted.

Transportation is only reported for days that the enrolled student had an active transportation record.

Report Editor

Field

Description

Reporting Period

The term period from which data is extracted. Options include the following:

  • Quarters 1-4
  • Semesters 1-2
  • End of Year

Start Date

The date on which the reporting period begins.

End Date

The date on which the reporting periods ends.

Grade Level Sort Order

Determines how records are sorted by grade level. Options include the following:

  • FQSR/SAR: reports based on the Code selected for the Grade Level.
  • Grade Name: reports numeric grades first, then alphabetically.
  • Grade Sequence Number: reports numerically by sequence.
FormatGenerate the report in PDF, CSV, or HTML format.
Report Order FormatDetermines what report layout generates. 
  • The Campus Default option groups attendance/membership data AFTER the Transportation data.
  • The State Order option groups attendance/membership data first and matches the report layout the state provides, and allows for easier reconciliation of the data.
Ad hoc FilterLimits students reported to those in an existing Ad hoc Filter.
Display Converted GradesIf selected, an additional page is included in the report that displays the student's converted grade level, which is their grade level relative to their age on September 1 of the school year. The following grade levels report: 
  • PK3: Students who were age 3 on 9/1 and enrolled in a State Grade Level of PK3F, PK3H, PK4F, or PK4H.
  • PK: Students who were age 4 on 9/1 and enrolled in a State Grade Level of KG or KG/H.
  • KG: Students who were age 5 on 9/1 and enrolled in a State Grade Level of 01.
Display Totals PageGenerates an additional page providing totals by calendar.

Select Calendars

At least one calendar needs to be selected in order to generate the report. Reports can be selected by Active Year, School or Year.

Report Generation

The extract can be generated immediately using the Generate Report button. Or, use the Submit to Batch button to select when the report is generated. See the Batch Queue article for more information on this functionality. 

Generate the Report

  1. Select the Reporting Period from the dropdown list.
  2. Enter the Start Date for the report.
  3. Enter the End Date for the report.
  4. Select a Grade Level Sort Order.
  5. The extract generates in PDF format by default. Select a different Format (CSV or HTML) if desired.
  6. Select the desired Report Order.
  7. Select an Ad hoc Filter to limit students reported.
  8. Mark Display Totals Page to generate the report with an additional page at the end that provides totals summarized by calendar.
  9. Select the Calendar(s) to include in the report.
  10. Click the Generate Report button to view the report in the selected format or Submit to Batch Queue if desired.

Statistical Summary Report, Campus Default Order - PDF Format

Statistical Summary Report, State Order - PDF Format

Report Layout

Campus Default Order

Element

Description & Format

Campus Location

Grade

Identifies the grade levels available in the reporting calendar.


Alphanumeric, 4 characters

System Administration > Calendar > Calendar > Grade Levels; Student Information > General > Enrollments > Out of Home Placement


Enrollment.grade
Enrollment.ohp

Transferred
Transported

Indicates the total number of days between the date range entered on the extract editor for students who have transferred are being transported by bus to the district.

If the student's In Bus is NOT blank and Admission code is OT, enrollment reports: (End Date - Start Date) - Days Absent


The Miles Transported field must not be null or 0 for this field to report.


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Resident > 1.5 Miles

Indicates the total days Resident students were transported 1.5 miles or more.

If the student's In Bus is NOT blank, Miles Transported is more than 1.5 and Admission code is R or RVON, enrollment reports: (End Date - Start Date) - Days Absent


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Resident < 1.5 Miles

Indicates the total days Resident students were transported less than 1.5 miles.

If the student's In Bus is NOT blank, Miles Transported is less than 1.5 and Admission code is R or RVON, enrollment reports: (End Date - Start Date) - Days Absent


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Legally Transported

Indicates the total days for legally transported students. 

Reports the sum of Transferred Transported and Resident < 1.5 fields. If the student has an enrollment Admission Code of FOY, this field also reports any transportation entered in the Other Transported field. 


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Other Transported

Indicates the total days transported for tuition admitted students.

If the student's In Bus is NOT blank, and Admission code is TU, enrollment reports: (End Date - Start Date) - Days Absent 


The Miles Transported field must not be null or 0 for this field to report.


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Present

Identifies the total number of days per grade level students are supposed to be present.


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Absent

Identifies the total number of days per grade level students are absent.


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Memship

Identifies the total number of days per grade level students are enrolled.


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

%Attd

Indicates the percent of attendance per grade level based on the date range entered on the extract editor.

(Total Days) Present / Memship = %Attd


Numeric, 3 digits, XX.X%

Calculated, not dynamically stored

A.D.A

Identifies the average daily attendance for the date range entered on the extract editor.

Present / Total number of days between the start and end date entered on the extract editor


Alphanumeric,  3 characters

Calculated, not dynamically stored

A.D.M

Identifies the average daily membership for the date range entered on the extract editor.

Memship / Total number of days between the start and end date entered on the extract editor


Alphanumeric,  3 characters

Calculated, not dynamically stored

Entire Period

Identifies the number of individual students who had at least one instructional day during the date ranged entered on the extract editor.


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Last Day of Period

Indicates the total number of individual students enrolled on the end date entered on the extract editor.


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Days Taught

Indicates the total number of days class was in session during the date range entered on the extract editor.

Reports the total number of days marked as a School Day (where this Type has a dictionary value of 01). If multiple calendars are selected, reports the sum of days across calendars. 


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Professional Days

Identifies the total number of days marked as professional during the date range entered on the extract editor.

For each day on or inside the extract editor Start Date and End Date range, when a Day Event exists on the day where System Administration > Calendar > Days > Day Detail > Day Events > Type has a dictionary Value field = 01, add 1 to the "Professional Day" count.  If multiple calendars are selected, reports the sum of days across calendars.


Numeric, 1 digit

Calculated, not dynamically stored

Total Days in Session

Indicates the summation of Days Taught and Professional Days. If multiple calendars are selected, reports the sum of days across calendars.


Numeric, 2 digits

Calculated, not dynamically stored

Total

Indicates the column total which equals the summation of all grade level information separated by each of the thirteen extracted categories.


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

Total Number of Distinct Students Educated for this Reporting Period at this Site

Identifies the total number of students who were enrolled during the date range entered on the extract editor. No student will be counted more than once.


Numeric, 6 digits, XX,XXX.X

Calculated, not dynamically stored

State Order

Element

Description & Format

Campus Location

Grade

Identifies the grade levels available in the reporting calendar.


Alphanumeric, 4 characters

System Administration > Calendar > Calendar > Grade Levels; Student Information > General > Enrollments > Out of Home Placement


Enrollment.grade
Enrollment.ohp

Total Days MembershipReports the total number of enrolled student days for each grade level.
  • Only the students with an allowed Admission Code (Student Information > General >Enrollments > SIF Fields > Admission) are counted.
  • When the student is assigned to an Admission code that is NOT allows, or when their Admission field is blank, do NOT count the days for this student's enrollment.

Numeric, 7 digits (XXXXX.X)
Calculated, not dynamically stored
Average MembershipReports the total membership for the grade level divided by the Number of Days in the session (uses the Start and End Dates entered on the report editor.

This is the same value as the ADM field in the Campus Default layout.

Numeric, 3 digits
Calculated, not dynamically stored
Total Days AttendanceReports the total number of days present divided by the number of days in the session (uses the Start and End Dates entered on the report editor.

This is the same value as the ADA field in the Campus Default layout.
Numeric, 6 digits
Calculated, not dynamically stored
Average AttendanceReports the calculation result of the following:
  • Total Days Attendance DIVIDED BY Days Taught
  • Round to the nearest 100th (Example: 403.961 rounds to 403.96)

Numeric, 6 digits

Calculated, not dynamically stored
Total Days Transported - State AidReports the SUM of the'Transferred Transporte  and Resident > 1.5 fields.

Transferred Transported + Resident >1.5 = Legally Transported

Includes any transportation from the Other Transported field for those students with an enrollment Admission Code = FOY.

This is the same as the Legally Transported column in the Campus Default format.

Numeric, 6 digits
Calculated, not dynamically stored
Average HaulReport the calculation result of the following:
  • Totals Days Transported - State Aid DIVIDED BY Days Taught
  • Round to the nearest 100th (Example: 4.047 rounds up to 4.05)
  • Totals Days Transported - State Aid DIVIDED BY Days Taught

Numeric, 6 digits

Calculated, not dynamically stored
Days Taught

Indicates the total number of days class was in session during the date range entered on the extract editor.


Reports the total number of days marked as a School Day (where this Type has a dictionary value of 01). If multiple calendars are selected, reports the sum of days across calendars. 


Numeric, 6 digits (XX,XXX.X)

Calculated, not dynamically stored
Professional Days

Identifies the total number of days marked as professional during the date range entered on the extract editor.

For each day on or inside the extract editor Start Date and End Date range, when a Day Event exists on the day where System Administration > Calendar > Days > Day Detail > Day Events > Type has a dictionary Value field = 01, add 1 to the Professional Day count. 


If multiple calendars are selected, reports the sum of days across calendars.


Numeric, 1 digit

Calculated, not dynamically stored
Total Days in Session

Indicates the summation of Days Taught and Professional Days. If multiple calendars are selected, reports the sum of days across calendars.


Numeric, 2 digits

Calculated, not dynamically stored

Total

Indicates the column total which equals the summation of all grade level information separated by each of the thirteen extracted categories.


Numeric, 6 digits (XX,XXX.X)

Calculated, not dynamically stored

Total Number of Distinct Students Educated for this Reporting Period at this Site

Identifies the total number of students who were enrolled during the date range entered on the extract editor. No student is counted more than once.


Numeric, 6 digits (XXXX)

Calculated, not dynamically stored

Admission Codes

Code

Description

BDRSchool For the Deaf/Blind. (Only used to report students to the Wave)
BORDERStudent is a resident of a bordering state

CHSP

Charter Sponsor

COOP

Co-op Student

COOPVOFF

Co-op, virtual online school OFF campus

COOPVON

Co-op virtual online school ON campus

FOY

Finishing Out the Year

IEPSA

IEP Service Agreement

IEPSAVOFF

IEP Service Agreement Virtual OFF campus

IEPSAVON

IEP Service Agreement Virtual ON campus

NR

Non-Resident

NRISPNon-Resident student served by district, not a resident on an ISP

OHP1

Out of Home Placement 1

OHP2

Out of Home Placement 2

OHP3

Out of Home Placement 3

OHP4

Out of Home Placement 4

OT

Transfer - Open Transfer

OTH

Other

R

Resident - Legal

RBDSchool For the Deaf/Blind. Boards at school
RBDTDSchool For the Deaf/Blind. Transported daily to and from school
RISPResident student served by district on an ISP

RVOFF

Resident, virtual online school OFF campus

RVON

Resident virtual online school ON campus

TOTransportation Only. The district will receive transportation only funding.

TU

Tuition

TUVOFF

Tuition, virtual online school OFF campus

TUVON

Tuition, virtual online school ON campus


Previous Versions

Statistical Summary Report (Oklahoma) [.2032 - .2203]

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