How to Run a Student/Parent/Staff Participation Export : SCRIBE Help Desk

Users can add participation manually and through an import. This PDF covers how to run a Participation Export from SCRIBE which will generate a list of all participation for students, parents or staff enrolled in SCRIBE in a given school year.

Run a Student Participation Export

This step-by-step tutorial will cover how to run a Student Participation Export, but the steps are the same for running a Parent Participation Export and a Staff Participation Export (see screen shots at the end of this tutorial).

1. From the SCRIBE main menu, click Reports > Services > Student Participation Export.

2. Select the School Year from the dropdown menu. Select the School(s) and Grade Level(s). Select CSV or Excel under Report Format.

If desired, select the Participation Date Range from the dropdown menu to enter a specific date range you want the export to cover. For example, you can select Month from the dropdown and select a month to view participation specific to that month or select Custom from the dropdown and enter the first and last date of a quarter or semester to view the participation for that term. If you leave the Participation Date Range blank, the export will cover the entire school year.

Click Generate Report.

3. The Student Participation Export contains the following fields:

LastName: student last name.
FirstName: student first name.
MiddleName: student middle name.
StudentID: unique identifier for student used in SCRIBE.
SchoolStudentID: school ID, not used to identify the student in SCRIBE.
SchoolYear: school year during which student participated.
School: name of school where student was enrolled when participation was entered into SCRIBE.
GradeLevel: grade level student was in when taking course and earning grade.
IEP?: indicates whether the student has an IEP (Yes, No or blank).
ESL?: indicates whether the student is ESL (Yes, No or blank).
Reduced-PriceLunch?: indicates whether the student has receives free or reduced-lunch, also known as FARM (Yes, No or blank).
IsSTEM?: indicates whether the service in which the student participated was designated as STEM when it was created in SCRIBE (Yes, No or blank).
IsELL?: indicates whether the service in which the student participated was designated as ELL when it was created in SCRIBE (Yes, No or blank).
EntryCode: indicates the reason the student was enrolled in school.
EntryDate: date student was enrolled at the school.
ExitCode: indicates the reason the student exited the school.
ExitDate: date student exited the school.
ServiceName: name of the service in which the student participated, if any participation has been entered into SCRIBE for the student (see Sample Student Participation Export below for more details).
ServiceCategory: category of the service in which the student participated (e.g., Comprehensive Mentoring, College Exposure, etc.), if any participation has been entered into SCRIBE for the student (see Sample Student Participation Export below for more details).
ServiceType: code used to designate the type of service in which the student participated (e.g., CSV – College Visit, TMT – math tutoring, etc.), if any participation has been entered into SCRIBE for the student (see Sample Student Participation Export below for more details).
ServiceTypeAdditionalInfo: details added during the creation of the service in SCRIBE (e.g., the IPEDS number of the college for a college visit), if any participation has been entered into SCRIBE for the student (see Sample Student Participation Export below for more details).
ParticipationDate: date the student participated in the service, if any participation has been entered into SCRIBE for the student (see Sample Student Participation Export below for more details).
ParticipationTime: time student participated in the service. This is optional when entering participation in SCRIBE so may be blank, if any participation has been entered into SCRIBE for the student (see Sample Student Participation Export below for more details).
HoursofService: number of hours the student participated in the service. Minutes of participation entered into SCRIBE will be converted to hours (e.g., 30 minutes of participation entered into SCRIBE will be listed as .5 in this column on the Student Participation Export) , if any participation has been entered into SCRIBE for the student (see Sample Student Participation Export below for more details).
ServiceProvider: service provider(s) associated with this service when it was created in SCRIBE, if applicable to that service and if any participation has been entered into SCRIBE for the student (see Sample Student Participation Export below for more details).

Sample Student Participation Export

All students enrolled in SCRIBE for the selected School Year, School(s) and Grade(s) selected when generating the report (see Step #2 above) will be listed in the Student Participation Export, whether they have participation recorded in SCRIBE or not.

Each instance of participation entered into SCRIBE for a student will be displayed in the export on a separate line. For example, if a student has participated in three services, their name will appear three times in the export, one line for each instance of participation. In the example above, Wanda Maximoff has three instances of participation recorded in SCRIBE and appears in the export three times (lines 3-5), T’Challa Panther has five instances of participation recorded in SCRIBE and appears in the export five times (lines 6-11).

If a student does not have any participation recorded in SCRIBE, they will not have any data in the service fields (columns R through AA) in the export. See Carol Danvers (row 1) in the example above and note there are no data in the service fields.

Parent Participation Export and Staff Participation Export

In addition to student participation, SCRIBE users can enter parent/family participation and staff participation into SCRIBE.

1. Follow the steps listed above for the Student Participation Export, except select either the Parent Participation Export or the Staff Participation Export.

2. Set the parameters for the export (see Step 2 under Run a Student Enrollment Export above).

3. The participation export files will contain the names and other pertinent information about the parent(s) or staff member(s) as well as their participation details. All parents and staff will be listed in the export whether they have participation in SCRIBE or not.

See Step 3 under Run a Student Enrollment Export above for detailed information on the fields found in the export files.

Sample Parent Participation Export