Student Population and Inclusion Rules
Report Categories and Calculation Logic
Overview
California Education Code Section 49452.8 requires all public school districts to submit an annual oral health assessment report by July 1 to their County Office of Education. In 2025, Assembly Bill 2630 amended the law to expand the definition of 'Kindergarten' to include Transitional Kindergarten (TK), requiring that children enrolled in public school for their first year in TK, Kindergarten, or first grade (if not previously enrolled in public school kindergarten) have an oral health screening completed by a licensed dental professional.
The Oral Health Assessment Summary Report in Aeries is designed to help school staff gather the information required for submission to the County Office of Education or the System for California Oral Health Reporting (SCOHR). It calculates and presents the specific counts that map directly to the questions on the SCOHR submission form. The report itself does not transmit data externally — staff use the data from the Oral Health Assessment report to complete their submission.
Security ↑
Table | Permission | Description |
|---|---|---|
| Dental (DNT) | Read | View and Print Report |
Navigation and Access ↑
Navigate to Reports > Student Data > Oral Health Assessment Summary.
The report is available at the school site level only. There is no district-wide option.
Student Population and Inclusion Rules ↑
The report calculates data for the following student populations, referred to as Pupils Required for Oral Assessment:
Grade | ENR Grade Code | Condition |
Transitional Kindergarten (TK) | Grade -1 (TK) | All TK students are included. |
Kindergarten (KN) | Grade 0 (KN) | KN students with no ENR record containing a TK grade level. |
First Grade (01) | Grade 01 | Grade 1 students with no ENR record containing a KN grade level (not previously enrolled in public school kindergarten). |
Note: Inactive students are excluded from all counts.
Enrollment Counting Rules:
- Each student is counted once per school
- Students who changed grade levels within the school year (e.g., TK to KN) are counted once, in the grade matching STU.GR (current grade on the Student table), using the earliest enrollment record.
- Students who withdrew and re-enrolled at the same school are counted once, using the most recent enrollment record.
Report Categories and Calculation Logic ↑
The report outputs a summary table broken down by grade: TK, Kindergarten, Grade 1, and Total. Each row contains the following category counts:
Category (SCOHR Question) | Aeries Field | Calculation Logic |
Pupils Required for Oral Assessment | ENR records | All TK + KN (no prior TK ENR) + Grade 1 (no prior KN ENR). Fully system-derived from enrollment records. |
Students Assessed (Proof of an Assessment) | DNT.TD | Students with Screen/Waiver Date (DNT.TD) populated. If multiple DNT records exist, only the most recent (by Insert/Date/Timestamp) is counted. Students with a waiver must enter a Waiver Date and populate a Waiver Reason in DNT.WV. |
Not Assessed – Financial Burden | DNT.WV = 'FB' | Students with Waiver Reason set to FB (Financial Burden). Mapping is system-defined and not configurable. |
Not Assessed – Lack of Access to Dentist | DNT.WV (not FB, not NC) | Students with any populated DNT.WV value except 'FB' and 'NC'. System-hardcoded mapping. |
No Parental Consent | DNT.WV = 'NC' | Students with Waiver Reason set to NC (Non-Consent). Fixed code mapping. |
Pupils with Caries Experience | DNT.VF = 'Y' | Students assessed and found to have visible decay and/or fillings (DNT.VF = Y). |
Pupils with Untreated Decay | DNT.VC = 'Y' | Students assessed and found to have untreated tooth decay (DNT.VC = Y). |
Missing Assessment or Waiver | Calculation only | Pupils Required for Oral Assessment minus students with any populated DNT.TD. Students who returned neither an assessment form nor a waiver request. |
NOTE: All data values used for calculations are based on fixed codes exactly shown above. The Dental page has the ability to add local codes, however, local codes are not used in this report.
Waiver Code Reference
The following waiver codes are defined in the system:
Code | Description |
FB | Financial Burden — Financial Burden |
NC | Non-Consent — No Parental Consent |
IN | Insurance Issues — Lack of Access |
TM | Time Issues — Lack of Access |
TR | Transportation — Lack of Access |
OT | Other Reason — Lack of Access |
Dental Page Reorginization ↑
As a prerequisite to the report, the Dental page was reorganized to support KOHA data collection. The page was updated from a single-line record layout to a multi-line layout that mirrors the first-year Dental Screening forms parents return for KOHA. See Dental for more information.
Oral Health Summary Report ↑
The information provided in the Aeries report will help to identify the responses needed for the KOHA assessment collection that is entered in the SCOHR system. According to the https://www.cda.org/ site, the Oral Health Assessment data collected and reported include:
- The total number of pupils who are subject to the requirement
- The total number who presented proof of an assessment
- The number who are assessed and found to have untreated decay
- The number who are assessed and found to have experienced dental disease (measured as either treated or untreated dental decay)
- The number who could not complete an assessment due to financial burden
- The number who could not complete an assessment due to lack of access to a licensed dental professional
- The number who could not complete an assessment because of lack of parental consent
- The number who did not return either the assessment form or the waiver request to the school
The Aeries report provides the similarly needed information as shown below:
