STN FAQ>DOE Pupil Enrollment

Frequently Asked Questions
6. Pupil Enrollment

Date Added		Question and Answer
10/30/06	Q	We have a student who did not finish graduating until after school stated this year. Since we were paying for has makeup classes he has been reported on all our state reports. After the meeting on Friday I asked Mr. Bruce and he said this student should be reported on next year's graduate report. My question to you is for the reset of the year, since he is now graduated, how do I report him. Should I just stop the reporting attendance as of the date of graduation and not report him on the Membership?
	A	This student should be counted on membership if in membership on count day. This student will be reported on DOE-PE Pupil enrollment as a retained 12th grader if enrolled on Oct 1 and the attendance records should be kept for the time the student is enrolled. The student should be reported on the next year’s graduate report.

12/09/05	Q	There used to be a DOE-PE collection and I cannot find the layout.
	A	The DOE-PE (Pupil Enrollment) is now submitted on the DOE-PS (Programs and Services). This is a October 1 count of enrolled. For 2005, the count date is SEPTEMBER 30.

12/09/05	Q	It is my understanding that we submit all students who attended even one day in our building on the PS and update the fields that are required for this collection period. Recently, one of the emails from the DOE said that only students who were in the building on Oct. 1 should have a Y in the enrolled field. We have 3 students who enrolled after Oct.1, so they have a N in the enrolled field, but were retained...put at the same grade level as the previous year. When I try to submit them as retained, I get the error message "If the field Retained is a Y, then the student must be enrolled." Please advise.
	A	Please review the data layout for DOE-PS version 12.01.05. Field 24, specifically states: Y = The student was enrolled in this reporting school ON Oct 1 and the student was retained in the same grade as the previous year. Y= Yes. Since Oct 1 was a Saturday, the official enrollment date was September 30, 2005.

06/15/05	Q	PE vs. AT Errors/Warnings We have about 14 students that we are receiving errors on that they weren't listed on our PE report. Is there somehow that we can get those students included in that report so that we can go forward with our AT report?
	A	Again, what you received were warnings for those 14 students. We ask that you verify the data and if the data are accurate then then no action is necessary. The records were accepted and will be included in your aggregated data. We are not making changes to the PE report.

05/19/05	Q	We have had a WWII veteran submit the proper paperwork necessary to receive his high school diploma this year. This is in accordance with PL 127-2002 and has been approved by the DOE. Question: Do we include him on our graduate reports this year? If so, then do I need to enroll him in school, assign him an STN, etc. so he will appear on the GR report? Or, do we just attach his paperwork to his 1943 transcript to indicate he graduated in 2005 and not otherwise report it? I do not recall this situation appearing on the listserv but I would think it has occurred in other schools. Since everything is now being sent through the STN, a determination as to how to handle this type of situation should probably be made.
	A	We are interested in only K-12 age level graduates, not the number you graduate. It will not be necessary to assign a STN or include him in any reports. Just attach the paperwork to his 1943 transcript.

06/22/04	Q	We have a student that withdrew for a month and then returned before the end of the year. How do we handle their enrollment dates?
	A	You will have two records for that student. One from the first day of school until the time that the student left and a second record for the date the student returned until the end of the school year.

10/21/03	Q	My totals on the Pupil enrollment have changed by 2 or 3 since I first submitted my data. Will there be safeguards built in to prevent students from being "claimed" by another corporation?
	A	The final due date for pupil enrollment data is Oct 31st. I would encourage you to check your reports in the message center for accuracy up to this date. If you do not have any pupil enrollment duplicates listed, but your totals have changed from when you originally submitted your data, you can send your PE file again. This will generate an error message on the stn numbers that may have been "claimed" by another corporation. Please remember that you are asked to confirm the enrollment of the student with the other school listed before assigning that student to your school.

10/06/03	Q	I had an error on the grade level that I submitted on the PE. We do have only a few Special Education students who are in grades 4,9 while we are a 5-8 school. What do I do?
	A	Please call or fax a request to Amy Hart to include these students for the PE report. Please note that this will not take affect immediately, so send your file again a day later. The number is 317-232-0808.