Pupil Enrollment: General Reporting Info

Owned by IDOE, created
Last updated: Aug 01, 2024 by Michelle Tubbs
2 min read

Overview:

The annual Pupil Enrollment (PE) count is derived from the Student School Associations (enrollment) records where the primary school is flagged as “True” and includes the PE Count Date in the fall. This compilation of data becomes the official enrollment count for each school. These counts are posted publicly and used for accountability and federal reporting. Free/Reduced Meal status is used for certain funding calculations and must be updated for the current school year prior to or on the count date. 

Pupil Enrollment Impacts:

  • The Official Annual Enrollment Count for each School

  • Determining Cohort and calculating Graduation Rate

  • Common School Loans

  • Calculating E-Rate Discount

  • DOE analysis and public reporting on demographic percentages of students' enrollment for each School

Pupil Enrollment applies to:

  • Public schools (both Traditional and Charter)

  • Nonpublic schools participating in the Choice Scholarship program

  • Nonpublic schools (Regular Accredited and Freeway-Accredited)

  • Nonpublic schools educating public school students under contract (i.e., Damar Academy, Crossing)

  • State Schools (Department of Correction, Indiana School for the Deaf, Indiana School for the Blind)

  • Programs with State IDs that provide the majority of the education to a student

Pupil Enrollment requires following data points sent via Vendor or Template:

(click to see more detail):

  • STN

  • Student Demographic Information

  • Student Address

  • EL Proficiency Level & Instrument Used

  • Date of entry into US schools

  • Student Grade Level

  • Student Entry Date

  • Student Exit Date and Exit reason if applicable

  • Primary Educational Entity - True/False

  • Program Ed Org Id 

  • Program Type

  • Program Name

  • Program Begin Date

  • Program End Date and Reason Exited if applicable

Reporting Timeline:

Begins

Ends

Notes

Certification Cycle

Begins

Ends

Notes

Certification Cycle

July 1

October 1

Submission and update of Student School Association (enrollment) records are available year round with valid records as of 10/1 certified for October

October

General Reporting Info:

PUPIL ENROLLMENT is NOT a separate or additional student enrollment dataset (collection).

  • Pupil Enrollment counts and grade levels are derived from the Student School Associations (enrollment) records.

  • Pupil Enrollment Ethnicity/Race data is derived from the Student demographic records.

  • Pupil Enrollment counts for certification will be based upon the Count Day active student school associations records where the primary school is indicated as “True”.

    • Note: Active student school associations records include students reported with exit code 33 (student serving an expulsion).

  • Economically Disadvantaged data is derived from Student Program Associations records for School Food Services.

  • Special Education, Multilingual Learner, Homeless, High Ability, etc. data is derived from Student Program Associations records.

    • Note: Student Program records are utilized for determining demographic percentages of enrollment for each school.