Credential Audit: Census Day Student Lists and Exports
Use this procedure to create two credential-audit student lists as of Census Day—the first Wednesday in October. The reports separate students by percentage of time in general education and organize the results by School Attending and Case Manager.
- Active students with less than 50% Time in General Education
- Active students with 50% or greater Time in General Education
For each result set, create both a PDF and an Excel export.
Contents
| 1. Before You Begin | 2. Run the Two Searches |
| 3. Build the Credential Audit List | 4. Print and Export Each Result Set |
| 5. Suggested File Names | 6. Completion Checklist |
1. Before You Begin
The credential-audit lists include:
- SSID
- School Attending
- Grade
- % Time in Gen. Ed.
- Primary Disability
- Secondary Disability
- Low Incidence Disability
- Case Manager
- Other Placement Rationale
- All Providers
The source instructions are designed for printing the student lists directly to PDF. Census Day extract files may also be used when the same information is already available through that process.
Complete the Census Day search/store process first when your district uses a stored Census Day found set. See Census Day Search and Store.
2. Run the Two Searches
Add the search criterion
- Select Search.
- In Add Criteria, type time.
- Select % Time in Gen. Ed..
- Verify that Active Status = Active.
Type “time” in Add Criteria and select “% Time in Gen. Ed.”
Search 1 — Less than 50%
- Set the operator to <.
- Enter 50.
- Select Search to List.
First result set: Active students with less than 50% Time in General Education.
Search 2 — 50% or greater
After completing the first result set, select Modify on the search and change the operator.
- Set the operator to >=.
- Keep the value at 50.
- Select Search to List.
Second result set: Active students with 50% or greater Time in General Education.
For general search instructions, see Search Help.
3. Build the Credential Audit List
From the Student List, open Edit List and add these columns in the following order:
| Order | Column |
|---|---|
| 1 | SSID |
| 2 | School Attending |
| 3 | Grade |
| 4 | % Time in Gen. Ed. |
| 5 | Primary Disability |
| 6 | Secondary Disability |
| 7 | Low Incidence Disability |
| 8 | Case Manager |
| 9 | Other Placement Rationale |
| 10 | All Providers |
Set the grouping
- Set the first Group By field to School Attending.
- Set the second Group By field to Case Manager.
- Select Update List.
- Optionally save the list as Credential Audit for future use.
Credential Audit list columns and grouping configuration.
The updated report is grouped first by School Attending and then by Case Manager.
Example of the grouped Student List.
4. Print and Export Each Result Set
Use the controls on the right side of the Student List to create both output formats:
- Select Print to create the PDF.
- Select Export to create the Excel file.
Use Export for the Excel file and Print for the PDF.
Repeat the process for both searches so you finish with four files:
| Student group | Excel | |
|---|---|---|
| Less than 50% Time in General Education | Required | Required |
| 50% or greater Time in General Education | Required | Required |
For additional export options, see Data Export Help.
5. Suggested File Names
Include the report date and the percentage group in each file name. Replace YYYYMMDD with the date the report was created.
Less than 50%
- YYYYMMDD_CredAudit_LessThan50%GenEd.pdf
- YYYYMMDD_CredAudit_LessThan50%GenEd.xlsx
50% or greater
- YYYYMMDD_CredAudit_50%andGreaterGenEd.pdf
- YYYYMMDD_CredAudit_50%andGreaterGenEd.xlsx
6. Completion Checklist
- The report is based on the appropriate Census Day student population.
- Active Status is set to Active.
- The first search uses % Time in Gen. Ed. < 50.
- The second search uses % Time in Gen. Ed. >= 50.
- All ten credential-audit columns are included.
- The list is grouped by School Attending and then Case Manager.
- A PDF was created for each result set.
- An Excel file was created for each result set.
- The files were named with the report date and percentage group.
Two PDF reports and two Excel exports—one pair for students below 50% Time in General Education and one pair for students at or above 50%.
