This tutorial details the Student Enrollment Export. For more information on student enrollment in SCRIBE, go to the Enrollment folder in the Help Desk.

 

There are several uses for the student enrollment export:

  • monitor data entry from completion (any APR or grant required fields blank?)
  • monitor student enrollment totals -- students active vs inactive (transferred/withdrawn)
  • turn this export into an import to complete missing data fields or "roll over" enrollment from year to year

 

Student Enrollment Export

  1. In SCRIBE, click Reports > Export (with Sensitive Information) > Student Enrollment Export

2. Select the Report Filters: 

  •     Participants by Program: Select this filter if you want your report to only include students in specific programs. If you do not select this filter, SCRIBE will generate the report with all students enrolled for the selected school year, no matter which program they are mapped to. **If your grant does not use programs, or if a student is missing program mapping, by selecting filters here you may be missing students who are in SCRIBE on your report.
  •     School Year: Select the school year to display the district(s) that were active during that year. There may have been different districts active earlier in your grant cycle (e.g., middle schools) than districts active in the later years (e.g., high schools or post-secondary institutions). As you select different school year(s) you may see the District(s) displayed change.
  •     School(s): Select the school(s) whose enrollment you would like displayed on the report. Only those schools that were active in SCRIBE during the School Year selected above will be available to select in the School(s) filter.
  •    Grade Level(s): Select the grade level(s) you would like to be displayed on the report. By not selecting a grade level filter, SCRIBE will generate all students enrolled using the above filters regardless of their grade level.
  •    Include All Students?: Yes - is the default selection for this filter. By leaving the filter on Yes, SCRIBE will generate all students from the SCRIBE enrollment using the filters selected above. **By leaving this default, you are allowing SCRIBE to generate all student enrollments for a more broadened look of student enrollments throughout the school year regardless of if the student transferred to another GEAR UP school within your grant. 
    • Only Active/Primary Enrollment - this filter will only display students with "Is Primary School" field toggled to "Yes".
    • Only Inactive/NON Primary School Enrollment - this filter will only display students with "Is Primary School" field toggled to "No".  **Students are toggled to "No" in this field when their Student ID is enrolled in another GEAR UP school within your grant in the same school year. This should not be confused with Exit Code/Exit Date, students will continue to have "Yes" for "Is Primary School" even if they have an Exit Code/Exit Date in that school year. 
  •    Last Update Date Range: Only select a Custom or Month filter range when you want the focus of your report to be on enrollments that were last updated (manually or through an import) within a date range or a specific month in the school year. By leaving this filter blank, SCRIBE will display all students using the above selected filters no matter when they were last updated. **Last Updated could mean initial student profile creation, or updates to an existing student profile in SCRIBE.
  •    Method Record Last Updated: Only select a filter for Import or System(manually) if you want the focus of the Last Update Date Range filter above to display student profiles which were updated by import or through the system (manually). **Admin Query -- is a system level permission for Xcalibur only
  •    Include: All -- is the default selection for this filter. By leaving this filter on All, SCRIBE will generate all students from SCRIBE using the filters selected above **Added Records Only & Updated Records only, should only be used if you are using the filters Last Update Date Range and/or Method Record Last Updated. Xcalibur recommends leaving this filter to the default "All"
  •     Report Format: CSV is the default filter, this report format keeps the column headers in the correct format (without spaces) to utilize for quick importing. CSV files also allow for "Distinct Count" options in pivot tables. Excel files are sometimes preferred by users for color coding or saving additional worksheets within a workbook. **No matter how you generate the report, you can always save your file to another file extension after it is downloaded to maximum the benefits of a different file extension format. 

3. Click Generate Report.



Additional resources :

Help Desk Folder - Enrollment