Extract Files for Calendar and Attendance Data - User Guide for Creating and Loading
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User Guide for Creating and Loading Extract Files for Calendar and Attendance Data 2021-2022 Version 1.2 September 2, 2021 1
LOUISIANA DEPARTMENT OF 1.877.453.2721 www.louisianabelieves.com EDUCATION State Board of Elementary and Secondary Education Mr. James D. Garvey, Jr. Ms. Kathy Edmonston President 6th BESE District 1st BESE District Dr. Holly Boffy Mr. Preston Castille Vice-President 8th BESE District 7th BESE District Ms. Kira Orange Jones Mr. Thomas Roque Secretary-Treasurer Member-at-Large 2nd BESE District Ms. Sandy Holloway Dr. Belinda Davis 3rd BESE District Member-at-Large Mr. Tony Davis Ms. Doris Voitier 4th BESE District Member-at-Large Ms. Ashley Elllis Shan Davis 5th BESE District Executive Director For further information, contact: The mission of the Louisiana Department of Education (LDOE) is to ensure equal access to education and to promote equal excellence throughout the state. The LDOE is committed to Email: EdLink360@la.gov providing Equal Employment Opportunities and is committed to ensuring that all of its programs and facilities are accessible to all members of the public. The LDOE does not discriminate on Louisiana Department of Education the basis of age, color, disability, national origin, race, religion, sex, or genetic information. Inquiries concerning the LDOE’s compliance with Title IX and other civil rights laws may be P.O. Box 94064 directed to the Deputy Undersecretary, LDOE, Exec. Office of the Supt., P.O. Box 94064, Baton Rouge, LA 70804-9064; 877.453.2721 or customerservice@la.gov. Information about the Baton Rouge, LA 70804-9064 federal civil rights laws that apply to the LDOE and other educational institutions is available on the website for the Office of Civil Rights, USDOE, at http://www.ed.gov/about/offices/llist/ocr/. Web-only document. 2
Table of Contents EdLink 360 ....................................................................................................................................... 5 The Legacy System Data Submission Process ................................................................................. 6 Data Flow for School System Submissions for EdLink 360 ............................................................. 6 EdLink 360 Extract File Details ........................................................................................................ 7 EdLink 360 Extract File Types ...................................................................................................... 7 EdLink 360 Extract File Attributes ............................................................................................... 7 Submitting Partial Extract Files ................................................................................................... 8 Delivery Schedule and Uploading Of Files to the PowerSchool sFTP Server .................................. 8 Getting Whitelisted to Submit to the PowerSchool sFTP Server ................................................ 8 Receiving User Credentials to Submit to the PowerSchool sFTP Server..................................... 9 Automated Extract Uploads to the PowerSchool sFTP ............................................................. 10 Manual Extract Uploads to the PowerSchool sFTP Using a Selected FTP Client ...................... 10 Troubleshooting authentication or timeout issues: .............................................................. 10 PowerSchool sFTP Server Folders and Extract File Structures .................................................. 11 EdLink 360 Extract Files Processing and Error Handling ............................................................... 12 EdLink Security and Accessing EdLink 360 Dashboards ................................................................ 13 Legacy Systems File Delivery vs. EdLink 360 Extract File Delivery ............................................ 14 Legacy Systems and Crosswalk to EdLink Extract Files ................................................................. 14 Schools, Courses, Programs and Diplomas Definitions Extracts .............................................. 15 School Calendars ....................................................................................................................... 15 Student Data ............................................................................................................................. 16 Course, Class Schedule and Transcript Data ............................................................................. 17 Staff Data ................................................................................................................................... 18 School System Calendar Extracts ........................................................................................... 19 calendars.tsv and calendars_ext.tsv ......................................................................................... 19 Crosswalk from School Calendar (SPC) Legacy System (010 record) to EdLink .................... 21 Crosswalk from School Calendar (SPC) Legacy System (020 – 060 records) to EdLink ......... 22 School System Attendance Extract ............................................................................................... 23 attendance.tsv ........................................................................................................................... 23 APPENDIX A - Data Elements (Alphabetical)................................................................................. 24 ABSENCE_DATE ......................................................................................................................... 24 ABSENCE_REASON_CODE ......................................................................................................... 24 ATTENDANCE_TYPE ................................................................................................................... 25 3
ATTENDANCE_VALUE ................................................................................................................ 25 BEGIN_DATE .............................................................................................................................. 26 CALENDAR_CODE ...................................................................................................................... 26 DATE_TYPE ................................................................................................................................ 27 DATE_TYPE_VALUE ................................................................................................................... 27 DISTRICT_CODE ......................................................................................................................... 30 END_DATE ................................................................................................................................. 30 EXCUSED_ABSENCE ................................................................................................................... 30 INSTRUCTIONAL_MINUTES ....................................................................................................... 31 LOCAL_ATTENDANCE_KEY ........................................................................................................ 31 LOCAL_ENROLLMENTS_KEY ...................................................................................................... 31 LOCAL_SCHOOL_KEY ................................................................................................................. 32 LOCAL_STAFF_KEY ..................................................................................................................... 32 LOCAL_STUDENT_KEY ............................................................................................................... 33 SCHOOL_YEAR ........................................................................................................................... 33 APPENDIX B – Table Lookups (Alphabetical) ................................................................................ 33 APPENDIX C – Audit Codes & Error Messages .............................................................................. 34 APPENDIX D – History of User Guide Updates.............................................................................. 37 4
EdLink 360 In order to address challenges with Louisiana’s aging and outdated education data systems, the Department is developing a robust data repository with easily accessible data and data visualizations. EdLink will provide more easily accessible data for all stakeholders, it will also simplify data submissions for school systems and early childhood providers. Please refer to the EdLink 360 Support page for extract file layouts, user guides and other EdLink resources. 5
The Legacy System Data Submission Process The legacy system data submission process is described below: • Data managers from a school district’s local system download extract files from their local system. • The extract files are then loaded to the LDOE data systems (e.g. PEP, SIS, STS, etc.) • During loading, file and data validation occurs • Files may be rejected • Records will be rejected if they don’t meet all of the validation rules • Only error-free records are loaded to the databases. • After loading, reports are available for data managers to run to display what data was submitted. • Validation reports are provided to data managers for use in verifying their data submissions during all of the data collection periods. • A snapshot of the data is taken after the close of each data collection period (e.g. for PEP-Budgeted and Actual; for SIS-Oct 1 MFP, Oct 1 CLASS, Feb 1 MFP, EOY, etc.). Data Flow for School System Submissions for EdLink 360 This EdLink 360 data submission process is described below: • Rather than Data managers downloading files from their local system. • Vendors will program their systems to download extract files on an automated schedule. • Rather than extract files being loaded to the systems (e.g. PEP, SIS, STS, etc.) • Extract files will be dropped on the PowerSchool sFTP server, many on a daily basis. • Same as in the current process, during loading, file and data validation will occur • Files and records may be rejected • It is anticipated that many more records will be loaded since only high-level data validations will be performed • Same as in the current process, once the data is loaded • An audit log of possible errors will be available for review and downloading. • Similar to the current process where validation reports are provided to data managers • Data quality dashboards will be available for further review and validation of the data to ensure it’s complete accurate and complete. • Similar to the current process a snapshot will be taken at specific times of the school year. 6
EdLink 360 Extract File Details EdLink 360 Extract File Types The EdLink extract files are similar to the ones that data managers currently pull from their local system for uploading data to the various LDOE application systems. The EdLink extract files represent data currently sent to LDOE and new data fields that will be used to provide additional functionality for data analysis, dashboard display and reporting. LEA vendors will program specific extracts using both standard and extension file extract specifications. The extension extract is joined on the primary key which essentially adds more fields to the standard extract: • standard extracts – include standard fields defined in the EdLink 360 Data Warehouse • extension extracts (_ext )– include additional fields not already available in the EdLink 360 Data Warehouse but are required by LDOE. • partial file extracts – includes a subset of records that would normally be included in a standard extract. (e.g. one enrollments_partial.tsv record, one enrollments_partial_ext.tsv record) EdLink 360 Extract File Attributes The extract files must be programmed by the vendors exactly as described in the extract file specifications: • File names should be in lowercase the same as the extract name (e.g. calendars.tsv, calendars_ext.tsv, etc.) • All extract files including partial file extracts should be tab delimited, with .tsv extension • Files should have UTF-8 encoding without BOM (byte order mark) • The column header names must match the extract file layout exactly and be in UPPER case. Underscores must be included. DATE_TYPE_VALUE, DISTRICT_CODE, etc. • Optional fields may be omitted (omit the header and the data) • Date Fields: • Must be formatted as MM/DD/YYYY (including the slashes) • Character fields: • Character fields should not include quotes, embedded tabs, or newlines. • All character fields must be trimmed (no trailing blanks). • Numeric Fields: • Include the number before the decimal even if it is zero e.g. 0.5 • A whole number can be submitted as 1 or 1.0. • Required Fields • Column header and data must be sent. • Non-required Fields • Send data if it is available. • If data is sometimes not available or applicable, send nulls (,tab>) • If you never have data, do not send the column header either. 7
Submitting Partial Extract Files When submitting partial extract files, please note: • Partial extract files should only include a subset of records that would normally be included in a standard extract (e.g. 1 enrollments.tsv record and 1 enrollments ext.tsv record). • Partial extract files must follow the same file attribute rules as other extract files (required fields, optional fields, numeric fields, character fields, date fields, etc). • Normal file rejection errors will occur for partial extract files due to misspelled file name, missing columns, misspelled column names, etc. • Partial extract files should include “_partial” in the file name (e.g. enrollments_partial.tsv, enrollments_partial_ext.tsv ) o Failure to add “_partial” to the partial extract file name will result in the data in EdLink being overwritten for all records for that specific extract (e.g. if a file with 5 records is sent that is named improperly (e.g. enrollments.tsv), all enrollment records in EdLink will be deleted and replaced by the 5 records contained within the improperly name partial extract file) Partial extract files should be dropped into the same PowerSchool sFTP folder (directory) as the regular extracts based on the type of data (i.e. enrollments, students, etc.). Delivery Schedule and Uploading Of Files to the PowerSchool sFTP Server All vendor or in-house programmed extract files must be loaded to the PowerSchool sFTP server. • Extract files should be delivered nightly in most instances. • Extract files may be delivered on a different schedule based on volume, snapshot dates or other measures as established by LDOE. • Extract files should be delivered no later than 7:00pm Getting Whitelisted to Submit to the PowerSchool sFTP Server Security Coordinators and data managers should be aware of the servers that will be used to drop files on the PowerSchool sFTP server for overnight loading to EdLink 360. These include local servers as well as any servers used by your vendor if you are being hosted. Please use the following steps to verify your whitelistings. • Identify your IP Address(es): o Please verify with your IT staff and/or use whatismyip.com to identify the IP Address(es) that will be used to drop files on the PowerSchool sFTP. 8
o Once all of the IP Addresses have been identified for your school system, email edlink360@la.gov to verify what IP addresses have actually been whitelisted for your school system. • Request updates if all of the IP Address needed have not been whitelisted. Security Coordinators should send an email to LDOE_LEA_Support@powerschool.com (formatted as per the instructions below): o In the subject line, include the Sponsor Code and Name (e.g. 001 Acadia Parish) and the IP Address or range of IP Addresses for the School System o In the body of the email, include any other pertinent information (e.g. identify other technical contacts and/or vendors who may require whitelisting of their IP Address(es)) NOTE: Home or private IP addresses cannot be whitelisted. When working from a location other than your school system office, work with your IT staff to set up VPN into your school system office. Receiving User Credentials to Submit to the PowerSchool sFTP Server Security Coordinators and data managers should be aware of the credentials (username and password) needed to access the PowerSchool sFTP server for submitting files. • Username: The username you should be using is your 3-digit sponsor code. (e.g. “001” for Acadia). • Password: If you don’t remember your password or did not receive a password from PowerSchool during the EdLink 2020-21 Parallel data collections or during the historical file drops for this year or last year, the Security Coordinator should email LDOE_LEA_Support@powerschool.com to request a new one (formatted as per the instructions below, please do NOT include your password or any previous passwords you have used. Also do not include LDOE staff on this email as we are not allowed to see your credentials due to security reasons. o Subject: PowerSchool sFTP Credentials request and in the subject line include the Sponsor Code and Name (e.g. 001 Acadia). o In body of the email, include any other pertinent information (e.g. identify other technical contacts and/or vendors who may need credentials, list the sponsor codes and sponsor names if support is provided for multiple school systems, etc.). 9
Automated Extract Uploads to the PowerSchool sFTP School systems who work with vendors may be able to use vendor established procedures for uploading extracts to the PowerSchool sFTP. Job scheduler software such as CRON can be used to set up jobs to run periodically at fixed times, dates, or intervals for the automated delivery of extract files to the PowerSchool sFTP server. Data managers should contact their vendor for information and guidance. Manual Extract Uploads to the PowerSchool sFTP Using a Selected FTP Client For manual uploads, school systems may also select a FTP client of their choice in order to upload their extract files to the PowerSchool sFTP. Using an FTP client: • enter the IP address 13.65.236.122, • Port 22 • Enter Username and Password. See FileZilla as an example below: Host IP: 13.65.236.122 Protocol: SFTP Port: 22 Username: Enter your Username Password: Enter your Password Click Quickconnect. You will then need to navigate to /File_Extracts. Troubleshooting authentication or timeout issues: Please verify the following: • Ensure you are using the correct credentials and password o Username will be the Sponsor Code o Verify your password • Verify the Host is the IP address of the server that was whitelisted • Verify Port 22 is not blocked If you continue to have issues, please email LDOE_LEA_Support@powerschool.com. 10
PowerSchool sFTP Server Folders and Extract File Structures The PowerSchool sFTP server (IP address of 13.65.236.122) will house a folder for each school system with a district rooted in their own directory (e.g. 001 for Acadia school system’s directory name) • Extract files should be placed in the appropriate directory. Case of the directory name does not matter. • The extract file name must be in lower case along with the .tsv extension (e.g. students.tsv) e.g. /File_Extracts/Name of the directory/name of the extract file /File_Extracts/Students/students.tsv /File_Extracts/Students_Ext/students_ext.tsv • Specific extract files should be submitted along with their corresponding extension file (e.g. students.tsv and students_ext.tsv) • At any given time, only 1 file should exist in a directory. Vendors should overwrite their existing extract files for each submission as EdLink will not delete any of the files. The following are the directories and FTP folders for the calendars and student attendance extracts: CALENDARS • /File_Extracts/Calendars/calendars.tsv • /File_Extracts/Calendars/calendars_partial.tsv ** • /File_Extracts/Calendars_Ext/calendars_ext.tsv • /File_Extracts/Calendars_Ext/calendars_ext_partial.tsv ** STUDENT ATTENDANCE • /File_Extracts/Attendance/attendance.tsv • /File_Extracts/Attendance/attendance_partial.tsv ** ** See notes regarding submitting partial extract files 11
EdLink 360 Extract Files Processing and Error Handling Once the EdLink 360 extract files have been uploaded to the PowerSchool sFTP server, files and records will be staged and validated prior to loading to the data warehouse: • File and Record Validation • Files can be rejected and records can be rejected • Table lookups are performed to load additional information about the data (field descriptions, calculated fields, etc.) • File information and records in error are placed in an audit table along with error messages that identify the rejection reason. • Error Handling • Files and records that pass high-level validations are loaded into the Data Warehouse • Using data quality dashboards additional data reviews can be performed • Records requiring further review can also be downloaded in EXCEL. 12
EdLink Security and Accessing EdLink 360 Dashboards In order to access the EdLink 360 dashboards, the following steps must be performed: • StaffID: A StaffID must be assigned in eScholar in order to report staff in the EdLink 360 extracts. In addition, a StaffID is required for EdLink 360 security in order to establish access to the EdLink 360 dashboards. Please contact your Security Coordinator or your eScholar StaffID administrator to verify a StaffID has been created. Refer to the StaffID FAQ posted on the EdLink 360 Support page • Credentials: A Username and Password are required to access the PowerSchool sFTP for uploading extract files. These credentials are assigned by PowerSchool. See the section in this guide Receiving User Credentials to Submit to the PowerSchool sFTP Server • Whitelist IP Address: Servers must be whitelisted in order to upload extract files to the PowerSchool sFTP. Whitelisting is performed by PowerSchool. See the section in this guide Getting Whitelisted to Submit to the PowerSchool sFTP server • EdLink Security Username/Password: The school system Security Coordinators are responsible for establishing access to EdLink 360. o Refer to the EdLink Frequently Asked Questions and the EdLink Security section of the EdLink 360 Support page o Security Coordinators will need to first request security coordinator access in order to be able to establish access for others in their school system. These approvals are performed by LDOE. o Security Coordinators will also need to request data analyst access in order to log into the EdLink 360 dashboards. These approvals are performed by LDOE. o Once security coordinator access has been established, the Security Coordinator will then be able to assign EdLink 360 dashboard access for other staff within their school system. o Once EdLink 360 dashboard access has been established, a user can use their credentials to log into the EdLink at https://reports.edlink.la.gov. 13
Legacy Systems File Delivery vs. EdLink 360 Extract File Delivery Legacy Systems EdLink 360 • Legacy systems use record types • EdLink 360 uses column headers and individual • 010 Record identifies the system records • Additional record types identify • There is a column header record for each similar data types field. • Record types are combined within a • All other records contain the data that record set corresponds to the column header. • Records are combined within an extract file • The record set must be a zip file. • The extract file must have the “.tsv” extension • The zip file is uploaded on demand to • Through automation, the extract files are the LEADS Portal. Data manager access uploaded (usually daily) to the PowerSchool is provisioned by the Security sFTP server. Login credentials are required. Coordinators using TAS. Legacy Systems and Crosswalk to EdLink Extract Files The following are a list of the legacy systems and a Crosswalk to the EdLink extract files. Please refer to the EdLink 360 Support page for: • individual extract file layouts, • user guides and : • other EdLink resources. 14
Schools, Courses, Programs and Diplomas Definitions Extracts Legacy system records EdLink Extract File Schools, Courses, Programs and Diplomas Definitions Extracts – EdLink connections to eScholar and legacy Curriculum System (CUR) and Student Transcript System (STS). These extracts are used to report detail information about schools, state defined courses, programs, diplomas and diploma requirements. eScholar LocationID ● schools.tsv and schools_ext.tsv Sponsor Site System (SPS) Curriculum System (CUR) ● courses.tsv and courses_ext.tsv eScholar DirectMatch ● programs.tsv Student Transcript System (STS) ● diplomas.tsv ● diplomas_requirements.tsv and diplomas_requirements_ext.tsv School Calendars Legacy system records EdLink Extract File School District Calendars These extracts are used to report detail information about district and school calendars. Calendar System (SPC) ● Basic Calendar (10) ● calendars.tsv and calendars_ext.tsv ● Event (20, 30, 40, 50, 60) 15
Student Data Legacy system records EdLink Extract File Student Data Extracts These extracts are used to report detail information about students within a school district including attendance, students, enrollments, discipline, class schedules, program membership, transcripts, credentials and assessments. Student Information System (SIS) ● Demographic (010) ● students.tsv and students_ext.tsv ● Address (120) ● students.tsv and students_ext.tsv ● Section 504 (130) ● students.tsv and students_ext.tsv • Enrollment (040) • enrollments.tsv and enrollments_ext.tsv ● Discipline Event (007) ● discipline_incidents.tsv and discipline_incidents_ext.tsv ● Student Perpetrator/Instance (091) ● discipline_offenses.tsv and Non-Student Perp/Instance (094) discipline_offenses_ext.tsv ● Victim (093) ● Discipline_persons.tsv ● Actions and Intervention (092) ● discipline_actions.tsv and discipline_actions_ext.tsv ● Class Schedules (110) ● student_schedules.tsv ● Programs (050) ● program_membership.tsv Homeless Tracking System (HTS) ● Homeless services updates for students ● homeless_services.tsv identified as homeless including underage Student Information System (SIS) ● K-3 Assessments (141) ● k3_assessments.tsv ● Aggregated Absences (040 Enrollment record) ● attendance.tsv – Daily absences 16
Course, Class Schedule and Transcript Data Legacy System Records EdLink 360 Extract Files Curriculum (CUR) • Master Class Schedules (10) • course_offerings.tsv course_offerings_ext.tsv Student Information System (SIS) • Student Class Schedules (110) • student_schedules.tsv Profile of Educational Personnel (PEP) • Staff Class Schedules (210) • staff_course_offering_link staff_course_offering_link_ext.tsv • Vacant Staff Class Schedules (210) • vacant_staff_course_offering_link.tsv vacant_staff_course_offering_link_ext.tsv • Contract Staff Class Schedules (210) • contract_staff_course_offering_link.tsv contract_staff_course_offering_link_ext.tsv Student Transcript System (STS) • Demographics (020) • sts_demographics.tsv • Transcript (030) • sts_transcript.tsv • IBC Credentials (050) • sts_ibc.tsv 17
Staff Data Legacy system and record type EdLink Extract File Staff Data Extracts These extracts files are used to report detail information about staff within a school district, vacant staff and contract staff including demographics, assignments, absences, class schedules and payroll data. Please refer to the individual extract files for additional information.. Profile of Educational Personnel (PEP) ● Staff Demographics (100) ● staff.tsv and staff_ext.tsv, ● Staff Site Position (200) ● staff_assignments.tsv and staff_assignments_ext.tsv ● Vacant Staff Demographics (100) ● vacant_staff.tsv and vacant_staff_ext.tsv ● Vacant Staff Site Position (200) ● vacant_staff_assignments.tsv and ● vacant_staff_assignments_ext.tsv ● Contract Staff Demographics (100) ● contract_staff.tsv and contract_staff_ext.tsv ● Contract Staff Site Position (200) ● contract_staff_assignments.tsv and ● contract_staff_assignments_ext.tsv ● Staff Class Schedules (210) ● staff_course_offering_link.tsv ● Vacant Staff Class Schedules (210) ● vacant_staff_course_offering_link.tsv ● Contract Staff Class Schedules (210) ● contract_staff_course_offering_link.tsv ● Non-Attendance Record (300) ● staff_absences.tsv – Daily absences HR Payroll Systems ● payroll_ldoe.tsv, • Payroll ● vacant_payroll_ldoe.tsv Mentor Teacher and Resident Teacher ● mentor_teacher_link.tsv (new) Please refer to the EdLink 360 Support page for extract file layouts, user guides and other EdLink resources. 18
School System Calendar Extracts calendars.tsv and calendars_ext.tsv The extracts are used to report district and school level calendar information. These extracts include specific fields that describe all calendar days within the full school year beginning with the first day of school through the last day of school including student and staff days, holidays, terms, and closures. There are three different calendar types: • District: This is the default calendar for a district. This calendar is required. • School: This type of calendar would be created if there is a need to develop a school calendar when there are different attendance days for a school within a district. Records in this calendar override the District calendar. This calendar is optional. • School Group: This type of calendar would be created if there is a need to develop a different calendar for a grade or group of grades within a school. Records in this calendar override the School and the District calendar. This calendar is optional. Using the DATE_TYPE field, all calendars include records that describe the entire school year, each semester, each term, each closure and each day of the school year when staff only or when students and staff are expected in to be in attendance. • “YEAR”: For the school year, includes one record with dates identifying the first and last day of school. • “SEMESTER”: (optional) For each semester, includes one record with dates identifying the first and last day of the semester. • “TERM”: (optional) For each term, includes one record with dates identifying the first and last day of the term. • “CLOSURE”: For each closure, includes one or more records identifying the date of each closure (this includes the 5th day in the week for a 4-day school week). • “DAY”: Includes a single record for each day of the school year when students are expected to be in attendance. • “STAFF_DAY”: Includes a single record for each day of the school year when only staff is expected to be in attendance. Please refer to the EdLink 360 Support page for the CALENDARS extract file layouts, sample extract, user guides and other EdLink resources. 19
calendars.tsv COLUMN_HEADER TYPE LEN PREC REQUIRED/NOTES DISTRICT_CODE VARCHAR 20 Y SCHOOL_YEAR VARCHAR 10 Y LOCAL_SCHOOL_KEY VARCHAR 200 Y CALENDAR_CODE VARCHAR 50 Y DATE_TYPE VARCHAR 50 Y BEGIN_DATE DATE Y END_DATE DATE Y DATE_TYPE_VALUE VARCHAR 50 Y – see data element DATE_TYPE_VALUE to determine when the data is not required. calendars_ext.tsv COLUMN_HEADER TYPE LEN PREC REQUIRED/NOTES DISTRICT_CODE VARCHAR 20 Y SCHOOL_YEAR VARCHAR 10 Y LOCAL_SCHOOL_KEY VARCHAR 200 Y CALENDAR_CODE VARCHAR 50 Y DATE_TYPE VARCHAR 50 Y BEGIN_DATE DATE Y END_DATE DATE Y INSTRUCTIONAL_MINUTES NUMERIC 50 Y – see data element INSTRUCTIONAL_MIN UTES to determine when the data is not required. KEY FIELDS are identified by the key icon 20
Crosswalk from School Calendar (SPC) Legacy System (010 record) to EdLink Record Legacy System Field Name EdLink Extract EdLink Field Name Position 1 System ID N/A N/A 4 Beginning School Session Year calendars and SCHOOL_YEAR calendars_ext 8 LEA Code/Sponsor Code calendars and DISTRICT_CODE calendars_ext 11 School/SiteCode calendars and LOCAL_SCHOOL_KEY calendars_ext 17 Calendar Code calendars and CALENDAR_CODE calendars_ext 20 Record Type N/A N/A 22 First Day of Class for Students calendars and BEGIN_DATE calendars_ext 30 Last Day of Class for Student calendars and END_DATE calendars_ext 38 Calendar Code Description N/A N/A 63 Number of Minutes Per Day N/A N/A 66 Number of Periods Per Day N/A N/A 67 Applicable Grades schools.tsv SCHOOL_CURRENT_GRADES 67 01 - First grade N/A N/A 69 02 - Second Grade N/A N/A 71 03 - Third Grade N/A N/A 73 04 - Fourth Grade N/A N/A 75 05 - Fifth Grade N/A N/A 77 06 - Sixth Grade N/A N/A 79 07 - Seventh Grade N/A N/A 81 08 - Eighth Grade N/A N/A 83 09 - Ninth Grade N/A N/A 85 10 - Tenth Grade N/A N/A 87 11 - Eleventh Grade N/A N/A 89 12 - Twelfth Grade N/A N/A 91 T9 – Transitional 9th Grade N/A N/A 93 Filler N/A N/A 95 15 – Infants N/A N/A 97 20 – Preschool N/A N/A 99 24 – Prekindergarten N/A N/A 101 25 – Kindergarten N/A N/A 103 35 – Ungraded N/A N/A 105 Number of Semesters N/A N/A 106 Filler N/A N/A 21
Crosswalk from School Calendar (SPC) Legacy System (020 – 060 records) to EdLink Record Legacy System Field Name EdLink Extract EdLink Field Name Position 1 System ID N/A N/A 4 Beginning School Session Year (BSSY) calendars and SCHOOL_YEAR calendars_ext 8 LEA Code/Sponsor Code calendars and DISTRICT_CODE calendars_ext 11 School/Site Code calendars and LOCAL_SCHOOL_KEY calendars_ext 17 Calendar Code calendars and CALENDAR_CODE calendars_ext 20 Record Type N/A N/A 22 Beginning Day of Event (MMDDYYYY) calendars and BEGIN_DATE calendars_ext 30 Ending Day of Event (MMDDYYYY) calendars and END_DATE calendars_ext 38 Event Description N/A N/A 63 Instructional Time (in minutes) calendars_ext INSTRUCTIONAL MINUTES 66 Filler N/A N/A 22
School System Attendance Extract attendance.tsv The attendance.tsv extract is used to report student attendance information (Negative attendance) including full and half-day absences and tardies. Within this extract, there should only be a single record for a student and date absent or tardy. Any other school dates that fall between the enrollment start and end date will be treated as if the student is present. If attendance is taken at multiple schools these records should be tied to the home school on the specific date. Full and half-day absences: A record should be submitted for each day or half-day a student was expected to be in attendance but was not. • Students attending between 25-50% of a school day should be reported with a half day absence • Students attending less than 25% of a school day should be reported with a full day absence No records should be submitted for: • Students who are in attendance • Students attending more than 50% of the day who do not have any days absent (student is not considered absent) Please refer to the EdLink 360 Support page for the ATTENDANCE extract file layout, sample extract, user guides and other EdLink resources. attendance.tsv COLUMN_HEADER TYPE LEN PREC REQUIRED LOCAL_ENROLLMENTS_KEY VARCHAR 200 Y LOCAL_ATTENDANCE_KEY VARCHAR 200 Y SCHOOL_YEAR VARCHAR 10 Y DISTRICT_CODE VARCHAR 20 Y LOCAL_SCHOOL_KEY VARCHAR 200 Y LOCAL_STUDENT_KEY VARCHAR 200 Y ABSENCE_DATE DATE Y ATTENDANCE_TYPE VARCHAR 50 Y ATTENDANCE_VALUE NUMERIC 8 4 Y EXCUSED_ABSENCE VARCHAR 100 N Required beginning 2021-22 submit if available. ABSENCE_REASON_CODE VARCHAR 50 N Required beginning 2021-22 submit if available. 23
APPENDIX A - Data Elements (Alphabetical) ABSENCE_DATE DEFINITION: The date of the absence. Format: DD/MM/YYYY (including slashes). Extract: attendance.tsv Dashboard: ABSENCE_REASON_CODE "ABSREAS" TBL table When a student misses school, their absence falls under four categories: "01" = Exempted and Excused: The student is allowed to make up the missed work and the absence is not counted against the attendance requirement. Examples are extended illness documented by a doctor or to celebrate religious holidays. There is no limit to these absences. "02" = Non-Exempted and Excused: The student is allowed to make up the missed work but the absence is counted against the attendance requirement. An example is personal or family illness documented by a parent’s note. The number of non-exempt and excused absences is based on the number of school days offered. Schools are required to offer 177 days of school, which means a student can be absent ten days. If more school days are offered, then the number of absences also increases. "03" = Unexcused: The student is not allowed to make up the missed work and the absence is counted against the attendance requirement. An example is skipping school. "04" = Suspensions: The student is allowed to make up the missed work but the absence is counted against the attendance requirement. Tardiness is not counted against the attendance requirement. School districts may have their own policy on tardiness. Students must be in attendance at least 167 days in order to pass the course or grade and earn credit. Some school districts offer makeup classes that allow students to make up missed instructional time. Extract: attendance.tsv Dashboard: 24
ATTENDANCE_TYPE DEFINITION: Code to indicate the type of absence for this student on this date: CODE VALUES: LF = Full Day absence LH = Half-day absence LA = Late or Tardy Students reported with ATTENDANCE_TYPE = LA (Late or Tardy) get credit for a full day of attendance. Full and half-day absences: A record should be submitted for each day or half-day a student was expected to be in attendance but was not. • Students attending between 25-50% of a school day should be reported with a half day absence • Students attending less than 25% of a school day should be reported with a full day absence Extract: attendance.tsv Dashboard: ATTENDANCE_VALUE DEFINITION: The numeric value of the attendance record to be used in computing attendance averages & other statistics. CODE VALUES: 0.5 = If the student had a half day absence 0 = if the student had a full day absence 1= if the student was late or tardy • Students attending between 25-50% of a school day should be reported with a half day absence ATTENDANCE_TYPE = LH ATTENDANCE_VALUE = 0.5 • Students attending less than 25% of a school day should be reported with a full day absence ATTENDANCE_TYPE = LF ATTENDANCE_VALUE = 0 • Students who are late or tardy should be reported as 1 (not absent) ATTENDANCE_TYPE = LA ATTENDANCE_VALUE = 1 Extract: attendance.tsv 25
Dashboard: BEGIN_DATE DEFINITION: The first date of the range of dates described by the record (required for all days between the start and end of the academic year). Any dates not provided will be interpreted as non-membership days. If the calendar record is describing a single day this should be the same as the END_DATE, otherwise it should be the first date of the range of dates described by the record. Format: DD/MM/YYYY (including slashes). Extract: calendars.tsv and calendars_ext.tsv Dashboard: CALENDAR_CODE DEFINITION: Uniquely identifies a specific calendar associated with a school and student. ● Use “DISTRICT” = the District calendar ● Use the LOCAL_SCHOOL_KEY if a calendar different from the district calendar is needed for the school. ● Can use the site code for the school (e.g. 311001 or any other unique identifier). ● Can use a variation of the Site Code if a different calendar code is needed for specific grades within the school (e.g. 311001-12 could represent a different 12th grade calendar for site 311001 or any other unique identifier). ● Can use any other unique identifier. CALENDAR_CODE must be the same across extracts containing record(s) for a specific student. EdLink will default to the “DISTRICT” calendar if NO school calendar is provided. Extract: calendars.tsv and calendars_ext.tsv enrollments.tsv program_memberships.tsv and program_memberships_ext.tsv discipline_incidents.tsv and discipline_incidents.tsv Dashboard: 26
DATE_TYPE DEFINITION: Describes the type of day(s) within the school calendar. • “YEAR”: For the full school year, included on a single record with dates identifying the first and last day of school. • “SEMESTER”: (Optional) For each semester, included on a single record with dates identifying the first and last day of the semester. If omitted, no analytics will available for a given semester • “TERM”: (Optional) For each term, included on a single a record with dates identifying the first and last day of the term. If omitted, no analytics will available for a given term. • Use “TERM” for reporting each testing window, included on a single record with dates identifying the first and last day of the specific testing window along with the DATE_TYPE_VALUE (e.g. “A01”, “A02”, etc.). • “CLOSURE”: For each closure, included on one or more records with dates identifying the start and end date of the closure (this includes the 5th day in the week for a 4-day school week). • “DAY”: For each day of the school year when students are expected to be in attendance, included on a single record identifying the date (BEGIN_DATE = END_DATE). • “STAFF_DAY”: For each day of the school year when only staff is expected to be in attendance, included on a single record. Extract: calendars.tsv and calendars_ext Dashboard: DATE_TYPE_VALUE DEFINITION: Describes the calendar dates for the school year, semesters, terms and closures. For DATE_TYPE="DAY", “STAFF_DAY", submit “NULL” For DATE_TYPE="YEAR" is the SCHOOL_YEAR (e.g. 2020-2021) For DATE_TYPE="SEMESTER", "TERM" or "CLOSURE", submit the 3-digit code from the "CALENDAR" TBL table that describes the semester, term or closure. For reporting testing windows, use DATE_TYPE=”TERM”and submit the 3-digit code from the CALENDAR” TBL table that describes each specific testing window (e.g. A01, A02, etc.). Table Lookup: This is field is used by EdLink to perform a “CALENDAR” TBL table lookup to obtain the corresponding description for the DATE_TYPE_VALUE. CODE VALUES: S01 1st Semester S02 2nd Semester 27
S03 3rd Semester S04 4th Semester T61 1st six weeks T62 2nd six weeks T63 3rd six weeks T64 4th six weeks T65 5th six weeks T66 6th six weeks T81 1st 4.5 weeks T82 2nd 4.5 weeks T83 3rd 4.5 weeks T84 4th 4.5 weeks T85 5th 4.5 weeks T86 6th 4.5 weeks T87 7th 4.5 weeks T88 8th 4.5 weeks T91 1st nine weeks T92 2nd nine weeks T93 3rd nine weeks T94 4th nine weeks B01 Fall Break B02 Winter Break B03 Spring Break B04 Summer Break (for Year-Round schools) B05 Emergency Closure B99 Other Break H01 Labor Day H02 Veterans Day H03 Election Day H04 Thanksgiving Holiday H05 Christmas Holiday H06 Martin Luther King Holiday H07 President's Day H08 Mardi Gras H09 Easter H10 Memorial Day H11 4th of July H99 Other Holiday A01 LEAP 2025 High School A02 LEAP 2025 Grades 3-8 A03 LEAP Connect A04 ELPT A05 LEAP Humanities Extract: calendars.tsv 28
Dashboard: 29
DISTRICT_CODE DEFINITION: Historically is the 3-digit sponsor code assigned by the Sponsor Site (SPS) legacy system. By the 2022-23 school year, school systems will have fully transitioned to the new LocationID that uniquely identifies a school system, school, agency, the state, and/or providers where students and staff receive or provide services. These locations are grouped together in a hierarchy, within location groups and within organizations. The source of this data will be the eScholar LocationID system. Extract: calendars.tsv and calendars_ext.tsv All extracts requiring linkage to the school system Dashboard: END_DATE DEFINITION: The last date of the range of dates described by the record (required for all days between the start and end of the academic year). Any dates not provided will be interpreted as non-membership days. If the calendar record is describing a single day this should be the same as the BEGIN_DATE, otherwise it should be the last date of the range of dates described by the record. Format: DD/MM/YYYY (including slashes). Extract: calendars.tsv and calendars_ext.tsv Dashboard: EXCUSED_ABSENCE DEFINITION: Type of Absence or Tardy "Excused" "Unexcused" EdLink will set this to NA for any records sent that indicate the student was present. Submit if the data is available. Extract: attendance.tsv Dashboard: 30
INSTRUCTIONAL_MINUTES DEFINITION: Used to identify (in whole minutes) the total number of minutes that students were provided instruction (or present for evaluation) on a given school day including a regular day or an early dismissal day. Required to be submitted for DATE_TYPE = "DAY" to capture the instructional minutes for a day when students are expected to be in attendance. Extract: calendars_ext.tsv Dashboard: LOCAL_ATTENDANCE_KEY DEFINITION: Unique identifier for each attendance record within the district. This may be a single ID value. If multiple codes/values are required to uniquely identify each enrollment then these codes should be concatenated. Extract: attendance.tsv Dashboard: LOCAL_ENROLLMENTS_KEY DEFINITION: Unique identifier for each enrollment record within the district. This may be a single ID value. If multiple codes/values are required to uniquely identify each enrollment then these codes should be concatenated. The LOCAL_ENROLLMENTS_KEY must be the same across extracts containing record(s) for a specific student’s enrollment. Extract: attendance.tsv enrollments.tsv and enrollments_ext.tsv Dashboard: 31
LOCAL_SCHOOL_KEY DEFINITION: Historically is the 6-digit site code assigned by the Sponsor Site (SPS) legacy system. By the 2022-2023 school year, school systems will have fully transitioned to the new LocationID that uniquely identifies a school system, school, agency, the state, and/or providers where students and staff receive or provide services. These locations are grouped together in a hierarchy, within location groups and within organizations. The source of this data will be the eScholar LocationID system. The LOCAL_SCHOOL_KEY must be the same across extracts containing record(s) for a specific student’s enrollment. Extract: schools.tsv and schools_ext.tsv All extracts that require linkage to schools Dashboard: LOCAL_STAFF_KEY DEFINITION: Historically is the SSN of the staff member. By August 2020, school systems will have fully transitioned to the new StaffID that uniquely identifies a staff person employed by a school system, contracted to work within a school system or a resident teacher participating in a mentor program. The source of this data is the eScholar StaffID system. The LOCAL_STAFF_KEY must be the same across extracts containing record(s) for a staff person. Extract: staff.tsv and staff_ext.tsv All extracts that require linkage to staff Dashboard: 32
LOCAL_STUDENT_KEY DEFINITION: Assigned by Louisiana Secure ID System (eScholar), the 10-digit LASID for uniquely identifying a student enrolled in a Louisiana public/charter, state-approved non-public school, and other nonpublic schools who participate in the USDA food service program. The source of this data is the eScholar Uniq-ID system. Extract: students.tsv and students_ext.tsv All extracts that require linkage to students Dashboard: SCHOOL_YEAR DEFINITION: Fully-defined academic year string: CCYY-CCYY (e.g. 2020-2021) Extract: ALL extracts that require linkage to schools Dashboard: APPENDIX B – Table Lookups (Alphabetical) TBL Table Date Element and Table description (see code values at these links) Name “ABSREAS” ABSENCE_REASON_CODE “CALENDARS” DATE_TYPE_VALUE 33
APPENDIX C – Audit Codes & Error Messages During data loading and advanced data quality checks (ADQ), different types of errors may occur: ● Entire file may be rejected ● Certain records may be rejected ● Certain records may be staged and placed on an error log for further review (@err in the field in error) ● Certain records will be loaded but will be flagged during advanced data quality (ADQ) checks The following are an example of the types of errors that may occur: AUDIT CODE DATA ELEMENT/ERROR SOLUTION File Record ADQ REASONS (Corrective Action) Rejection Rejection File doesn’t match the file Too few or too many columns Yes signature submitted. Submit the required Header and data. A required key field is Submit the required header and data Yes missing for the key field One or more fields defined as A required column is missing. Yes required have not been found Submit the header and data for the in the header VALUES INCLUDE required column. [the misspelled header ] One or more unexpected A required column is misspelled. Yes value(s) was found in the Submit the header and data for the header VALUES INCLUDE [the required column. missing header ] File is an unknown file Submit the proper file extension for the Yes type for this application file name Invalid data type Date - not MM/DD/YYYY Yes Numeric – non-numeric String/text – too long or trailing blanks Empty file encountered Verify file(s) on the PowerSchool sFTP Yes are not empty. No valid records Verify file(s) on the sFTP contain records Yes that are formatted as described in the extract file layout Unexpected header A required column is misspelled. Submit Yes the header and data for the required column. 34
AUDIT CODE DATA ELEMENT/ERROR SOLUTION File Record ADQ REASONS (Corrective Action) Rejection Rejection Missing required fields Submit the column header and data for Yes the missing fields. Unknown file Verify a valid extract file has been Yes submitted File is an Unknown file type for Verify a valid extract file has been Yes this application submitted. Verify the required headers have been submitted Required field contains Submit the required data for the field. Yes null value Missing or Misaligned Ensure the CALENDAR_CODE is the same Yes Calendar Code across all extracts for each student. EdLink will default to the “DISTRICT” calendar when no school calendar is submitted. Correct the CALENDAR_CODE, and/or align across extracts and resubmit. Duplicate Record Detected Verify the record information is correct Yes and/or remove the duplicate record and resubmit. 001 School Calendar DISTRICT School Calendar DISTRICT calendar was calendar was not submitted not submitted Yes 002 Yes School Calendar DISTRICT_CODE School Calendar DISTRICT_CODE does not does not exist in SCHOOLS extract exist in SCHOOLS extract 003 School Calendar invalid School Calendar invalid DATE_TYPE Yes DATE_TYPE 004 School Calendar BEGIN_DATE is greater Yes School Calendar BEGIN_DATE is than the END_DATE greater than the END_DATE 005 School Calendar no closures/holidays Yes School Calendar missing closures were submitted 006 School Calendar missing closure School Calendar closure reason not Yes reason reported for a closure or holiday 35
AUDIT CODE DATA ELEMENT/ERROR SOLUTION File Record ADQ REASONS (Corrective Action) Rejection Rejection 007 Yes School Calendar instructional minutes School Calendar instructional should not be reported for a closure or minutes should not be reported holiday for a closure or holiday 008 Yes School Calendar Instructional minutes were not reported for an School Calendar Instructional minutes attendance date were not reported for an attendance date 103 Invalid DISTRICT_CODE The DISTRICT_CODE should be the Yes unique identifier for the sending school system. Verify and resubmit. 351 An invalid value was sent Verify that the correct number was Yes Yes for the entered in the ATTENDANCE_VALUE ATTENDANCE_VALUE field. field. 36
APPENDIX D – History of User Guide Updates DATE SECTION/PROCESS DESCRIPTION 2/13/20 All Version 1.0 Initial Publication 2/20/20 Crosswalk to Legacy Systems • Updated the extract table which lists all extract files. APPENDIX A • Full implementation to the new LocationID has been extended. Updated descriptions for DISTRICT_CODE, LOCAL_SCHOOL_KEY, and LOCAL_STAFF_KEY. 2/27/30 Crosswalk to Legacy Systems • Added Mentor and Resident Teacher extract to the list of extract files 2/27/20 Calendars Extracts • Updated extract file layouts to provide Attendance Extracts additional information about which fields are required. • EXCUSED_ABSENCE should be submitted if available. Required beginning 2021-22. • ABSENCE_REASON CODE should be submitted if available. Required beginning 2021-22. 2/28/20 EdLink 360 Files Processing and • Update to Error Handling Error Handling 3/5/20 Crosswalk to Legacy Systems • Added K-3 assessment extract name 4/3/2020 Legacy Systems and Crosswalk • Added STS Transcript extract names to EdLink Extract Files 4/3/2020 School System Attendance • Clarification of ATTENDANCE_TYPE and Extract ATTENDANCE_VALUE reporting Appendix A – Data Elements 5/15/20 Legacy Systems and Crosswalk • Updated list of extract submissions to EdLink Extract Files 7/6/20 PowerSchool sFTP Server Folder • Updated FTP Server Structure example v.4.1 and Extract File Structures 9/11/2020 PowerSchool sFTP Server Folder • Updated FTP delivery instructions v 5.0 and Extract File Structures 10/09/2- Crosswalk to Legacy Systems • Updated staff payroll extracts, removed v 5.1 contract_payroll_ldoe.tsv and added vacant_payroll_ldoe.tsv 37
11/17/20 Selecting an FTP Client • Removed screenshot of incorrect FTP v5.1 folder. The correct FTP folder is /File_Extracts. 01/20/21 ATTENDANCE_TYPE and • Updated text description v6.1 ATTENDANCE_VALUE 02/09/21 DATE_TYPE_VALUE • DATE_TYPE_VALUE: Made an update to V6.2 indicate DATE_TYPE_VALUE should reported as null for DATE_TYPE="STAFF_DAY" (already documented that this field should be null for DATE_TYPE="DAY"). 02/11/21 APPENDIX C – Error Messages • Error Message updates to show File V 7.0 Rejection, Record Rejection and EdLink 360 Extract File Advanced Data Quality (ADQ). Attributes • Updates to Extract file attributes for fields that are required or not required 02/24/21 School System Calendar Extracts • Further identified the key fields for V 7.1 each extract. 02/24/21 APPENDIX C – Error Messages • Error code updates V 7.1 03/02/2021 APPENDIX A - Data Elements • Clarify the value of 1 (not absent) to be V 7.1 reported if the ATTENDANCE_TYPE = LA (late or tardy) 03/12/2021 Data Flow for School System • Updated PowerSchool sFTP server, V 7.2 Submissions to EdLink 360 whitelisting and credentials information 03/31/2021 APPENDIX C – Error Messages • Updated Audit Codes and Error V 7.3` Messages 04/08/2021 EdLink 360 Extract File • Clarification of how to submit null V 7.3` Attributes fields. 04/23/2021 APPENDIX A - Data Elements • Updated Value for ATTENDANCE_TYPE V 8.0` for LA (late or tardy) APPENDIX C – Error Messages • Updated Audit Codes and Error Messages Uploading Files to the • Updated extract loading and security PowerSchool sFTP information Cover Page • Added graphic to cover page 38
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