Student Enrollments Extract (Montana)

Classic Path: MT State Reporting > MT Extracts > Student Enrollments

Search Terms: Student Enrollments

The Student Enrollment Extract contains graduation information related to student records for those students enrolled in grades 09 through 12. 

Image 1: Student Enrollments Extract Editor

The extract can be generated in the following formats:

  • State Format (TSV)
  • HTML
  • CSV
  • XML

Generating the Student Enrollments Extract

  1. Select Student Enrollments from the Extract Type dropdown list.
  2. Select the desired Format from the dropdown list.
  3. Choose the desired calendars from the Calendar list. 
  4. Click the Generate Report button.  The extract will display in a new window in the selected format. 

Student Enrollments Extract Layout

The following lists the data elements and formats for the Student Enrollments Extract.

Header Layout

Data Element

Description

Type, Format and Length

Campus Database

Campus Interface

Record Type

The abbreviation for the type of file upload entered.  This will always report as HD.

Alphanumeric, 2 characters

Not dynamically stored

Not dynamically stored

Date

The most recent date a change was made on the file, or the date the file was generated.

Date field, 10 characters
MM/DD/YYYY

Not dynamically stored

Not dynamically stored

Time

The most recent time a change was made on the file, or the date the file was generated.

Time field, 8 characters
HH:MM:SS

Not dynamically stored

Not dynamically stored

Version

The most current version of the file interface specification and references to the application system. This field will always report as MT9.1.

Alphanumeric, 5 characters 

Not dynamically stored

Not dynamically stored

Upload Layout

Data Element

Description

Type, Format and Length

Campus Database

Campus Interface

 Record Type

The abbreviation for the type of file upload entered.  This will always report as EN.

Alphanumeric, 2 characters

Not dynamically stored

Not dynamically stored

District Number

This is a unique system number that identifies the district uploading the information, assigned by the Montana Office of Public Instruction.

Numeric, 4 digits

district.number

System Administration > Resources > District Information > District Number

School Number

This is a unique number assigned by the Office of Public Instruction that identifies the school into which the students are enrolled.

Numeric, 4 digits

school.number

System Administration > Resources > School > School Number

Calendar Number

This is a unique system number that identifies the calendar(s) chosen on the extract editor. This number needs to correspond with the Calendar Number reported in the School Calendar Extract.

Numeric, 1-3 digits

calendar.number

Student Administration > Calendar > Calendar > Calendar Info

Student State ID

Unique student ID number assigned by OPI.

Numeric, 9 digits

person.stateID

Census > People > Demographics > Person Identifiers > State ID

Student Local ID

Unique student ID number assigned by the school of enrollment.

Numeric, 15 digits

Person.studentNumber

Census > People > Demographics > Person Identifiers > Local Student Number

Last Name

Student's legal last name

Alphanumeric, 40 characters

identity.lastName

Census > People > Demographics > Person Information > Last Name

First Name

Student's legal first name

Alphanumeric, 35 characters

identity.firstName

Census > People > Demographics > Person Information > First Name

Service Type

Indicates the type of services received by a student at the district. Options are:

  • P: Primary
  • S: Secondary
  • N: Special Education

Alphabetic, 1 character

enrollment.type

Student Information > General > Enrollments > General Enrollment Information > Service Type

Start Date

Student's start date of enrollment for the current school year.  This date must be greater than or equal to the Calendar State Date.

Date field, 10 characters
MM/DD/YYYY

enrollment.start Date

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

Start Status

Selection of the reason the student entered the school district on the entry date for the current record. See the list of available Start Status values for more information.

Numeric, 2 digits

enrollment.startStatus

Student Information > General > Enrollments > General Enrollment Information > State Start Status

End Date

Student's last day of enrollment for the current school year.  This date must be less than or equal to the Calendar End Date.

Date field, 10 characters
MM/DD/YYYY

enrollment.endDate

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

End Status

Selection of the reason the student is no longer enrolled in a school for the current school year. See the list of available End Status values for more information.

  • This field is required entry if the End Date is populated.
  • If the End Date field is not populated, this field must be blank.
  • When the student's Grade Level is P1, PK, KH, KF or 01-06, the End Status cannot be 300, 310, 320, 330 or 340.

Numeric, 3 digits

enrollment.endStatus

Student Information > General > Enrollments > General Enrollment Information > State End Status

Dropout Reason

Selection indicates the student was enrolled in school at some time during the previous school year and is not enrolled on October 1 of the current school year.

See the list of Dropout Reasons following this table.

  • This field is required entry if the End Status is 300, 310, 320 330 or 340 and the Grade Level is 07-12.
  • If the End Date is null, this field must be null
  • When the End Status is not 300, 310, 320, 330 or 340, this field must be null.

Numeric, 2 digits

enrollmentMT.dropoutReason

Student Information > General > Enrollments > General Enrollment Information > Dropout Reason

No Show

Filler field. No longer reported

N/A

N/A

N/A

Sort By Field

This field is used at the discretion of the district to determine how assessments (CRT) will be sorted by testing contractor. 

Alphanumeric, 15 characters

EnrollmentMT.sortBy

Student Information > General > Enrollment > State Reporting Fields > Sort By

Grade

Indicates the student's grade level of enrollment

Alphanumeric, 2 characters

enrollment.grade

Student Information > General > Enrollments > General Enrollment Information > Grade Level

Diploma Date

The date on which the student was awarded a diploma.  This is a required field is the Enrollment End Status is 400.  If the Enrollment End Status is NOT 400, this field must be null.

Date field, 10 characters

MM/DD/YYYY

graduation.diplomaDate

Student Information > General > Graduation > Diploma Date

Diploma Type

The type of diploma the student was awarded by the district. This is a required field if the Enrollment End Status is 400.  If the Enrollment End Status is NOT 400, this field must be null.

See the Diploma Type table for available options.

Alphanumeric, 2 characters

graduation.diplomaType

Student Information > General > Graduation > Diploma Type

Diploma Period

Indicate the time that a student took to graduate from the first time they were identified as a 9th grade student to the date of graduation.  This is a required field is the Enrollment End Status is 400.  If the Enrollment End Status is NOT 400, this field must be null.

See the Diploma Period table for available options.

Numeric, 2 digits.

graduation.diplomaPeriod

Student Information > General > Graduation > Diploma Period

Start Comments Any comments entered in the Start Comments field on the enrollment record. Varchar Enrollment.startComments Student Information > General > Enrollment > Start Comments
End Comments Any comments entered in the End Comments field on the enrollment record. Varchar Enrollment.endComments Student Information > General > Enrollment > End Comments

Year

Indicates the year of the enrollment record, based on the last year of the school year. For example, enrollments in the 2010-11 school year will report as 2011.

Numeric, 4 digits

calendar.endYear

System Administration > Calendar > Calendar > Calendar Info


 

Dropout Reasons  

Code

Description

01

Academic Difficulty

02

Attendance Difficulty

03

Economic Reasons

04

Employment

05

Expelled

06

Illness

07

Job Corps or Similar Reason

08

Language Difficulty

09

Marriage

10

Military

11

Needed at Home

12

Over Compulsory Age

13

Pregnancy

14

Poor Personal Relationships

15

Reached Maximum Age Set by District Policy

16

Other Known Reason

17

Unknown Reason

18

HiSET Pursuing

19

Suspended, Did Not Return

20

Harassment/Feeling Unsafe at School

21

Entered Adult Correctional Facility

22

Lack of Childcare

23

Completed GED

24 Transient
25 Homeless

 

Diploma Type

Code

Description

01

Regular Diploma

04

Completed IEP Goals

 

Diploma Period

Code

Description

01

Early Graduate less than 7 Semesters

02

Early Graduate 7 Semesters

03

4 Years or with IEP Allowing for Longer

04

Graduated in More than 4 Years

 

Start Status Options

The following is a list of start statuses, including state specific options, that appear for Montana users.

Code

Description

01

First time receiving educational services

02

Continued enrollment same school, no interruption

03

Re-entry to the same school after withdrawal

04

Transfer from public school in district or state

05

Transfer from public school under NCLB school choice

06

Transfer from an out of state school

07

Transfer from a school from out of the country

08

Transfer from a private school within the state

09

Transfer from home school within the state

10

Transfer form a Montana state-funded school

20 Transfer from Montana Youth Challenge
40 Military Connected: Transfer from public school in district or state
60 Military Connected: Transfer from an out of state school
80 Military Connected: Transfer from a school out of the country

 

End Status Options

End statuses with asterisks are considered drop out codes when used for students in Grades 7-12, UM or UH.

Code

Description

100

End of year, returning to same school next year

105

Change in grade level during regular school year

110

Promoted to another school in the same district

120

Transfer to a public school in the same district

130

Transfer to a public school under NCLB school choice

140

Transfer to a public school in another district in Montana

145 Military Connected: Transfer to public school in another district in MT

150

Transfer to Montana state-funded school

155 Military Connected: Transfer to a school out of the country

160

Transfer to a private school in the state

170

Transfer to a home school in the state

175 Transfer to Montana Youth Challenge

180

Transfer to a school out of state

185 Military Connected: Transfer to a school out of state

190

Transfer out of the country

210

Medical care or treatment, eligible to return

220

Enrolled in a foreign exchange program

230

Enrolled in an early submission college program

240

Withdrawn, under age for compulsory school attendance

250

Expelled, eligible to return

260

Unknown (Grades PK-6)

295

Dropped out, subsequent re-enrollment

300*

Withdrew for personal or academic reasons

310*

Exceeded age requirement set by district policy

320*

Removed or Expelled, without option to return

330*

Withdrew to enroll in non-diploma program

340*

Unknown

400

Graduated

500

Student died

510

Student is permanently incapacitated