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Comprehensive Guide to Completing the ES-Audit Report for Eligible Students in BC

This guide outlines the process for locating and running reports in BC's BCeSIS to complete the ES-Audit Report. It defines what constitutes an eligible student, detailing criteria such as age (5-19), Canadian citizenship or permanent residency, and lawful admission to Canada. It advises on checking Ministry guidelines for student enrolment and attendance calculations. Additionally, the guide provides instruction on demographic reporting, attendance summaries, and offers a service for report generation at a cost of $350, ensuring accurate data for compliance.

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Comprehensive Guide to Completing the ES-Audit Report for Eligible Students in BC

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  1. Eligible Student Audit

  2. ES Audit • Objective • Locate and run reports in BCeSIS to help in completing an ES-Audit Report

  3. What is an eligible student? • School Aged (5-19) • Parent / Guardian is a citizen or permanent resident of Canada • Is lawfully admitted to Canada and is an ordinary resident in BC • Check Ministry Guidlines

  4. Student Enrolment • Find students that have attended school this year • 06 Enrollment Reporting • Admission/ Withdrawal • Make note of students that did not attend the full year and make note when doing attendance calculations

  5. School Age and Citizenship • Check for students aged 5-19 • Reports / 04-Demographics / Birthday List • Citizenship – Intl funding not eligible • Reports / 04-Demographics / Birthday List • Specify Extract Criteria • Misc1 Tab – Citizenship • Select “Intl Funding Not Eligible”

  6. Attendance • Students >600hrs • Students <600hrs • Count only Absent Unexcused • Daily / Period Reports – Attendance Summary

  7. System Codes • Days of Instruction • School / School Info / School Details • Non-School Days • Attendance Codes

  8. General Data Extracts • Student Demographics • Student Period Absences • Student Daily Absences

  9. Forumlas • How many hours of instruction per day (Daily) • How many hours of instruction per period (Period). • (Daily Hours x Instructional days) – (# Absences x daily or period hours) = Total Hours

  10. Countif • Copy data from all GDE reports onto 1 sheet (insert worksheet) • Create new column in Student Demo • Highlight cell in new column and click “fx” • Use countif • Range = pupil number • Criteria = Select a pupil number on Stud Demo

  11. Questions? • If you would like, our office can run the reports for your school. The cost is $350. Submit a helpdesk ticket if you would like this service

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