Tool Search: Ed-Fi
This article describes the steps you should take in order to properly move Ed-Fi to the next school year. This article also contains general recommendations for processes to complete at the end of the school year and beginning of the school year.
Configuring Ed-Fi for the Next School Year
This section will describe the process necessary for configuring Campus to report Ed-Fi data for the next school year.
Important Dates to Consider:
- June 18th– Campus.1825 release date. This release contains the update to AzEDS version 4.0. This version is required for 2018-19 AzEDS reporting.
- July 1st – AzEDS will begin accepting new 2018-19 data.
Step 1. Update to Campus Version .1825 or Later
In order to have the schema and logic in place for AzEDS 4.0 it is critical you update Campus to at least Release Pack .1825 or greater. Failure to do this may result in an inability to properly report data for the next school year.
Step 2. Create a New Ed-Fi Configuration for the Next School Year
You will need to create a new Ed-Fi configuration for the next school year.
The image below shows the proper field entries for the Connection Configuration.
To do this:
- Navigate to the Ed-Fi Connection Configuration tool (System Administration > Ed-Fi > Ed-Fi Config > Connection Config).
- Click the New button.
- Select the next school year from the School Year dropdown.
Enter the following values:
Field Value O-Auth URL https://rest-api-r4.azeds.azed.gov API URL https://rest-api-r4.azeds.azed.gov Client Key This will be the same Client Key as the previous year's Ed-Fi configuration unless instructed differently by the Arizona Department of Education (ADE).
Client Secret This will be the same Client Secret as the previous year's Ed-Fi configuration unless instructed differently by the Arizona Department of Education (ADE). Post-Amble /api/v2.0/2019/
ID Post-Amble /api/identity/v1 Timeout in Seconds This field defaults to a value of 60 seconds and determines (in seconds) the amount of time allowed to pass before the connection between Campus and Ed-Fi is considered timed out and Ed-Fi events are not processed. These Ed-Fi events are then reprocessed the next time a quartz job runs.
- Click the Save button.
- Move on to Step 3.
Step 3. Delete the Ed-Fi Configuration for the Previous Year
Once you have finished sending AzEDS data for the previous school year, you should now go and delete the previous year's Ed- Fi Configuration.
This step should be completed once you have ensured the previous year's Ed-Fi data has been properly sent to and processed by the Arizona Department of Education.
To do this:
- Select the previous year in the Configuration Editor window.
- Click the Delete button.
- Move on to Step 4.
Step 4. Update the Active Year to the Next Year
Next, you need to make the next year the active school year within the School Years tool. If you have already set the next year as the active school year, skip to Step 5.
To do this:
- Go the School Years tool (System Administration > Calendar > School Year).
Select the next school year in the School Years Editor window.
If the next school year is not available for selection, you will need to create it by selecting the New button and entering Label, Start Year and End Year values. See the School Years article for information on this process.
- Mark the Active checkbox.
- Click the Save icon.
- Move on to Step 4.
Step 5. Go through the Ed-Fi Setup Checklist to Ensure Items are Complete
To ensure data is set up properly throughout Campus, review and/or update data based on the list below.
Once complete, move on to Step 6.
| Task | UI Location | ||||||
|---|---|---|---|---|---|---|---|
| Enable Ed-Fi functionality via the Enable Ed-Fi system preference. | System Administration > Preferences > System Preferences > Enable Ed-Fi | ||||||
| Enter Connection Configuration. | System Administration > Ed-Fi > Ed-Fi Configuration > Connection Config | ||||||
| Select Resource Preferences. | System Administration > Ed-Fi > Ed-Fi Configuration > Resource Preferences | ||||||
Set tool rights for Ed-Fi. | System Administration > User Security > Users/User Groups > Tool Rights | ||||||
Set Ed-Fi Term Types. Please make sure the Ed-Fi Term Types have been set correctly. Ed-Fi Term Types can only be set once and | System Administration > Calendar > Calendar > Terms | ||||||
| Set Ed-Fi Grading Periods for all reportable calendars. | System Administration > Calendar > Calendar > Ed-Fi Grading Periods | ||||||
| Set Days Per Week value on all reportable calendars. | System Administration > Calendar > Calendar > Calendar | ||||||
Set Calendar Date Track Events on all reportable calendars
| System Administration > Calendar > Calendar > Days | ||||||
| Set Term Descriptor Override on Course Sections. | Scheduling > Courses > Course > Sections > Sections | ||||||
| Set the Ed-Fi Relation Type. | System Administration > Census > Relationship Type | ||||||
| Set the Ed-Fi Transcript Term Override for all manually added transcripts. | Student Information > General > Transcripts > New > Ed-Fi Transcript Term Override | ||||||
| Add a Room to all Course Sections for state-reporting courses. | Scheduling > Courses > Course > Sections > Sections | ||||||
| Add an Instruction Setting on Course Sections. | Scheduling > Courses > Course > Sections > Sections | ||||||
| Add a Level to a Course, if applicable. | Scheduling > Courses > Course | ||||||
| Assign Ed-Fi IDs. | Census > People > Demographics > Person Identifiers | ||||||
Add Ed-Fi codes to the unlocked Assignment Code data dictionary.
| System Administration > Custom > Attribute/Dictionary | ||||||
| Add a Teacher Role on Staff History for teachers who need to report to Ed-Fi. | Scheduling > Courses > Course > Section > Section Staff History | ||||||
Step 6. Do an Ed-Fi Resync for the Next Scope Year
Now that the next school year's Ed-Fi configuration is in place, the Active Year is set, and data has been properly reviewed, you are now ready to resync your Ed-Fi data. This is completed using the Resync tool.
For detailed information about this process, please see the Resync (Ed-Fi) article.
Resyncing will generate a large volume of items in your event queue, so it may be helpful to plan your resync for an off-peak time period and resync in groups of calendars rather than all calendars.
To do this:
- Go the Resync tool (System Administration > Ed-Fi > Ed-Fi Tools > Resync).
Select the next school year from the School Year dropdown.
eMark the checkbox next to each data set should be resynced. Campus highly recommends marking the Select Dependencies checkbox to ensure related data is sent properly and complete.
Campus highly recommends using the order of resync detailed at the bottom of the Arizona Ed-Fi Setup Checklist.
The options marked in the Ed-Fi Resource Preferences tool determine which options are available for selection here.
Once data sets have been marked and you are ready to resync, select the Start Resync button. Data will begin resyncing between Campus and AzEDS.
This will generate a large volume of items in your event queue, so it may be helpful to plan your resync for an off-peak time period and resync in groups of calendars rather than all calendars.
Process for Districts With 915 Approval
For those who have been granted 915 approval, you must add back in the Ed-Fi configuration for the previous school year and resync data.
To do this:
- Head to the Ed-Fi Connection Configuration tool (System Administration > Ed-Fi > Ed-Fi Config > Connection Config) and recreate the previous year's configuration.
- Click the New button.
- Select the previous year from the School Year dropdown.
- Enter the additional field data. See the Ed-Fi Connection Configuration article for detailed information about this process.
- Click the Save button.
- Go to the Ed-Fi Resync tool (System Administration > Ed-Fi > Ed-Fi Tools > Resync) and perform a resync of the previous year's data.
Select the previous School Year.
Mark the checkbox next to each data set should be resynced. Campus highly recommends marking the Select Dependencies checkbox to ensure related data is sent properly and complete.
- Click the Start Resync button.
- Once the resync is complete, you need to delete the previous year's Ed-Fi configuration.
- Go the the Ed-Fi Connection Configuration tool (System Administration > Ed-Fi > Ed-Fi Config > Connection Config) and select the previous year in the Configuration Editor window.
- Click the Delete button.
- You have now successfully reported the previous year to AzEDS and can continue using Campus to report Ed-Fi data for the next school year.
General End of Year Checklist
For a general (not Ed-Fi specific) checklist of activities that should be performed within Campus at the end of a school year, please see the End-of-Year Checklist. Performing these steps aids in closing out the current year and preparing for the next school year.
Beginning of New School Year
For a general (not Ed-Fi specific) checklist of activities that should be performed within Campus at the beginning of a new school year, please see the Beginning of School Year Process article.
Creating a 915 File for Past Year Data Correction
If you have received approval from the State to submit data corrections for past year data, you must create a CSV file containing all the records that have been sent and how these records should look after data corrections have been made.
To help in this process, the table below describes important 915 file data with information on the database location, Campus UI location, and Ad hoc location for each of these elements as they exists within Campus. With this information, you can modify and extract data from the database or build the CSV file using the Ad Hoc Filter Designer.
For more information about the Filter Designer, see the Create an Ad Hoc Filter Using the Query Wizard article.
| Resource | Element | Campus Database Location | Campus UI Location | Ad Hoc Location |
|---|---|---|---|---|
Student Education Organization Associations This resource is only relevant for 2016-2017 data as it is not part of the most recent version of AzEDS. | Education Organization Reference | Enrollment.residentdistrict Enrollment.servingdistrict | Student Information > General > Enrollments > Resident District OR Student Information > General > Enrollments > Serving District | Student > Learner > Active Enrollment > State Reporting elements > residentDistrict Student > Learner > Active Enrollment > Core elements > servingDistrict |
Student Education Organization Associations This resource is only relevant for 2016-2017 data as it is not part of the most recent version of AzEDS. | Student Reference | Person.edFiID | Student > Demographics > edFiID Student > Demographics > Identity History > Ed Fi ID History > edFiID | |
Student Education Organization Associations This resource is only relevant for 2016-2017 data as it is not part of the most recent version of AzEDS. | Responsibility Descriptor | 'Accountability' | ||
| Student Needs | Reporting Education Organization Reference | School.entityid | System Administration > Resources > School editor > Entity ID | Student > School > entityID |
| Student Needs | Student Reference | Person.edFiID | Student > Demographics > edFiID Student > Demographics > Identity History > Ed Fi ID History > edFiID | |
| Student Needs | Descriptor | ProgramParticipation.need OR Enrollment.homeless OR PlanState.disability1 OR PlanState.disability2 PlanState.disability3 PlanState.disability4 PlanState.disability5 | Student Information > General > Flags > Need Student Information > General > Enrollments > Homeless OR FRAM > Eligibility > eligibility record > State Eligibility Code OR AZ locked Plan > Enrollment Status > Primary Disability | Student > Learner > Programs/Flags > need Student > Learner > Programs/Flags > Programs > need Student > Learner > Active Enrollment > State Reporting elements > homeless Student > Learner > Active Enrollment > Special Ed elements > disability# --- # = 1, 2, 3, 4, 5, or 6 |
| Student Needs | Entry Date | ProgramParticipation.StartDate OR Enrollment.startdate OR Plan.startDate | Student Information > General > Flags > Start Date OR Student Information > General > Enrollment Start Date OR AZ locked Plan > Education Plan > IEP Start Date | Student > Learner > Programs/Flags > startDate Student > Learner > Programs/Flags > Programs > startDate Student > Learner > Active Enrollment > Core elements > startDate Student > Learner Planning > Learning Plans > planStartDate |
| Student Needs | Exit Date | ProgramParticipation.EndDate OR Enrollment.enddate OR Evaluation.exitDate | Student Information > General > Flags > End Date OR Student Information > General > Enrollment End Date OR System Administration > Calendar > Calendar> Days OR AZ locked Evaluation > Exit Evaluation > Exit Date | Student > Learner > Programs/Flags > endDate Student > Learner > Programs/Flags > Programs > endDate Student > Learner > Active Enrollment > Core elements > endDate Student > Learner Planning > Evaluations > exitDate |
| Student Needs | Primary Student Need Indicator | If studentNeed is built from PlanState.disability1, value = 'true'; else value = 'false' | AZ locked Plan > Enrollment Status > Primary, Secondary, Tertiary | Student > Learner > Active Enrollment > Special Ed elements > disability1 |
| Student Needs | Primary Night Time Residence Descriptor | EnrollmentAZ.homelessResidence | Student Information > General > Enrollments > Homeless Residence | Student > Learner > State Localized Elements > homelessResidence |
| Student Program Associations | Education Organization Reference | School.entityid | System Administration > Resources > School editor > Entity ID | Student > School > entityID |
| Student Program Associations | Program Reference | Program.code CustomSchool.districtEntityID OR CustomDistrict.entityID | Programs Participation > Title 1 > Title 1 record > Title 1 Program > Ed-Fi Code System Administration > Resources > Resources > School Editor > District Entity ID OR System Administration > Resources > Resources > District Information > Entity ID | Student > Learner > Programs/Flags > code Student > Learner > Programs/Flags > Programs > code Student > School > Custom School > districtEntityID Student > District > Custom District > entityID |
| Student Program Associations | Student Reference | Person.edFiID | Student > Demographics > edFiID Student > Demographics > Identity History > Ed Fi ID History > edFiID | |
| Student Program Associations | Begin Date | ProgramParticipation.StartDate | Student Information > General > Flags > Start Date OR Enrollment Start Date OR Programs Participation > Title 1 > Title 1 record > Start Date OR Student Information > General > Program Participation > LEP > LEP Services > Start Date | Student > Learner > Programs/Flags> startDate Student > Learner > Programs/Flags> Programs > startDate |
| Student Program Associations | End Date | ProgramParticipation.EndDate OR Lepservice.EndDate | Student Information > General > Flags > End Date OR Student Information > General > Enrollment End Date OR Programs Participation > Title 1 > Title 1 record > End Date OR Student Information > General > Program Participation > LEP > LEP Services > End Date | Student > Learner > Programs/Flags> endDate Student > Learner > Programs/Flags> Programs > endDate Student > Learner > EL > EL Service > endDate |
| Student Program Associations | Reason Exited Descriptor | For LEP:
For ProgramParticipation: edFiCode mapped to ProgramParticipation.exitReason | LepService.exit reason: Student > Learner > EL > EL Service > exitReason Enrollment.endStatus: Student > Learner > Active Enrollment > Core elements > endStatus Enrollment.endDate: Student > Learner > Active Enrollment > Core elements > endDate LepService.endDate: Student > Learner > EL > EL Service > endDate ProgramParticipation.exitReason:
| |
| Student School Association Membership FTEs | Student School Association Reference | Enrollment.startDate School.entityID Person.edFiID | System Administration > Resources > School | Student > Learner > Active Enrollment > Core elements > startDate Student > School > entityID Student > Demographics > edFiID Student > Demographics > Identity History > Ed Fi ID History > edFiID |
| Student School Association Membership FTEs | FTE StartDate | Enrollment.startdate OR Customstudent.effectivedate | Student Information > General > Enrollments > Start Date OR Effective Date | Student > Learner > Active Enrollment > Core elements > startDate |
| Student School Association Membership FTEs | FTE EndDate | Enrollment.enddate OR Customstudent.effectivedate | Student Information > General > Enrollments > End Date or calculated value | Student > Learner > Active Enrollment > Core elements > endDate |
| Student School Association Membership FTEs | Membership FTE Descriptor | Enrollment.percentenrolled OR Customstudent.value | System Administration > Custom > Attribute Dictionary> Enrollment > School Membership FTE > Default Value OR Student Information > General > Enrollments > FTE % | Student > Learner > Active Enrollment > State Reporting elements > percentEnrolled Student > Learner > Active Enrollment > Custom Enrollment > percentEnrolled Student > Learner > All Enrollments > School > effectiveDate |
| Student School Associations | Track Reference | Calendar.track School.entityID School.districtEntityID District.entityID | System Administration > Calendar > Calendar > Track System Administration > Resources > School > entityID System Administration > Resources > School > District entityID System Administration > Resources > District Information > entityID | Student > School Calendar > track Student > School > entityID Student > School > Custom School > districtEntityID Student > District > Custom District > entityID |
| Student School Associations | Exit Withdraw Reason Descriptor | EnrollmentAZ.withdrawalreason | Student Information > General > Enrollments > Withdrawal Reason | Student > Learner > State Localized Elements > withdrawalReason |
| Student School Associations | Membership Type Descriptor | Enrollment.servicetype | Student Information > General > Enrollments > Service Type | Student > Learner > Active Enrollment > Core elements > serviceType |
| Student School Associations | Class Of School Year Type Reference | Graduation.gradYear | Student Information > General > Graduation | Student > Learner > Graduation elements > gradYear |
| Student School Associations | Entry Type Descriptor | Enrollment.startstatus | Student Information > General > Enrollments > Start Status | Student > Learner > Active Enrollment > Core elements > startStatus |
| Student School Associations | Exit Withdraw Type Descriptor | Enrollment.endstatus Enrollment.yearEndStatus | Student Information > General > Enrollments > End Status Student Information > General > Enrollments > Graduation (Year End Status) | Student > Learner > Active Enrollment > Core elements > endStatus Student > Learner > Active Enrollment > State Localized Elements > yearEndStatus |
| Student School Association Special Enrollments | Student School Association Reference | Enrollment.startDate School.entityID Person.edFiID | Student > Learner > Active Enrollment > Core elements > startDate Student > School > entityID Student > Demographics > edFiID Student > Demographics > Identity History > Ed Fi ID History > edFiID | |
| Student School Association Special Enrollments | Special Enrollment Start Date | Enrollment.startdate OR CustomStudent.effectivedate | Student Information > General > Enrollments > Start Date OR Effective Date | Student > Learner > Active Enrollment > Core elements > startDate |
| Student School Association Special Enrollments | Special Enrollment End Date | Enrollment.enddate OR Customstudent.effectivedate | Student Information > General > Enrollments > End Date OR calculated value | Student > Learner > Active Enrollment > Core elements > endDate |
| Student School Association Special Enrollments | Special Enrollment Descriptor | Enrollment.nclbChoice OR CustomStudent.value | System Administration > Custom > Attribute Dictionary > Enrollment > Special Enrollment > Default Value OR Student Information > General > Enrollments > Special Enrollment | Student > Learner > Active Enrollment > State Reporting elements > nclbChoice Student > Learner > Active Enrollment > Custom Enrollment |
| Student School Association Tuition Payers | Student School Association Reference | Enrollment.startDate School.entityID Person.edFiID | Student > Learner > Active Enrollment > Core elements > startDate Student > School > entityID Student > Demographics > edFiID Student > Demographics > Identity History > Ed Fi ID History > edFiID | |
| Student School Association Tuition Payers | Tuition Payer Start Date | Enrollment.startdat OR CustomStudent.effectivedate | Student Information > General > Enrollments > Start Date OR Effective Date | Student > Learner > Active Enrollment > Core elements > startDate |
| Student School Association Tuition Payers | Tuition Payer End Date | Enrollment.enddate OR CustomStudent.effectivedate | Student Information > General > Enrollments > End Date or calculated value | Student > Learner > Active Enrollment > Core elements > endDate |
| Student School Association Tuition Payers | Tuition Payer Descriptor | Enrollment.stateAid OR CustomStudent.value | System Administration > Custom > Attribute Dictionary > Enrollment > Tuition Payer > Default Value OR Student Information > General > Enrollments > Tuition Payer | Student > Learner > Active Enrollment > State Reporting elements > stateAid Student > Learner > Active Enrollment > Custom Enrollment > stateAid |
| Student School Attendance Events | Absence Amount Descriptor | "0.25", "0.5", "0.75" or "1" | ||
| Student School Attendance Events | Attendance Event Category Descriptor | "1", "2", or "3" | EXCUSED_ABSENCE = "1" UNEXCUSED_ABSENCE = "2" IN_ATTENDANCE = "3" | |
| Student School Attendance Events | Instructional Minutes | sum(attendanceUnit.units) OR (period.startTime - period.endTime, (in minutes)) - period.lunchtime - attendanceCode.presentMinutes | Sent for IN_ATTENDANCE records only, Attendance Type 017 | Student > Attendance > Positive Attendance Detail > units |
| Student Special Education Program Associations | Program Type | 'Special Education' | ||
| Student Special Education Program Associations | Program Education Organization ID | District.entityID | Student > School > Custom School > districtEntityID Student > School > District > Custom District > entityID | |
| Student Special Education Program Associations | Begin Date | Plan.startDate OR Enrollment.startDate | Student > Learner Planning > Learning Plans > planStartDate Student > Learner > Active Enrollment > Core elements > startDate | |
| Student Special Education Program Associations | Program Name | PlanState.specialEdSetting : associated programName
| Student Information > General > Enrollments > Special Ed Fields | |
| Student Special Education Program Associations | Education Organization ID | School.entityid | System Administration > Resources > School | |
| Student Special Education Program Associations | End Date | Earliest date of ExitEval.exitDate, Enrollment.endDate, Plan.endDate, LastInstructionalDay or calendar. | Student Information > General > Enrollments > Special Ed Fields | |
| Student Special Education Program Associations | Reason Exited Descriptor | IF exitEval.exitReason exists - send mapped edFiCode OR exitReason :enrollment.endStatus
OR IF there is a new plan If the Current plan contains disabilities that the new one does not, return null OTHERWISE SPED09 OR SPED09 | Student Information > General > Enrollments | Student > Learner > Active Enrollment > Core elements > endStatus |
| Student Special Education Program Associations | Special Education Setting Descriptor | PlanState.specialEdSetting | Student Information > General > Enrollments > Special Ed Fields | Student > Learner > Active Enrollment > Special Ed elements > specialEdSetting Student > Learner Planning > Learning Plans > specialEdSetting |
| Student Special Education Program Associations | Main SPED School | Plan.spedConcurrencyType | Student Information > General > Enrollments > Special Ed Fields | Student > Learner > State Localized Elements > spedConcurrencyType |
| Students | Tribal Name | CustomStudent.value where attributeID maps to CampusAttribute with object = 'Identity' and element = 'tribalName' | Census > People > Tribal Name | Student > Demographics > Custom Identity > tribalName |
| Students | Previous School State Abbreviation Type | EnrollmentAZ.previousSchoolState | Student Information > General > Enrollments > State Reporting Fields | Student > Learner > Active Enrollment > Custom Enrollment > previousLEA |
| Students | Birth State Abbreviation Type | Identity.birthState | Census > People > Identities > Birth State | Student > Demographics > birthState Student > Demographics > Identity History > birthState |
| Students | Birth Country Code Type | Identity.birthcountry | Census > People > Demographics | Student > Demographics > birthCountry Student > Demographics > Identity History > birthCountry |
| Students | Identification Codes | District District.entityid Person.studentNumber | System Administration > Resources > School | Student > District > Custom District > entityID Student > Demographics > studentNumber |
| Student School Assoction Local Education Agency | Local Education Agency ID | enrollment.residentdistrict | Student Information > General > Enrollments > Resident District | Student > Learner > Active Enrollment > State Reporting elements > residentDistrict |
| Student School Assoction Local Education Agency | Student School Associaton Reference | Enrollment.startDate School.entityID Person.edFiID | System Administration > Resources > School | Student > Learner > Active Enrollment > Core elements > startDate Student > School > entityID Student > Demographics > edFiID Student > Demographics > Identity History > Ed Fi ID History > edFiID |
| Student School Assoction Local Education Agency | Membership Responsibility Descriptor | Report '03' | ||
| Student School Assoction Local Education Agency | Start Date | Enrollment.startDate | Student Information > General > Enrollments > End Date or Effective Date | Student > Learner > Active Enrollment > Core elements > startDate |
| Student School Assoction Local Education Agency | End Date | Enrollment.endDate | Student Information > General > Enrollments > End Date or Effective Date | Student > Learner > Active Enrollment > Core elements > endDate |
Ed-Fi Configuration Values By Year
| Year | O-Auth URL | API URL | Post-Amble | ID Post-Amble |
|---|---|---|---|---|
| 2018-19 | https://rest-api-r4.azeds.azed.gov | https://rest-api-r4.azeds.azed.gov | /api/v2.0/2019/ | /api/identity/v1 |
| 2017-18 | https://rest-api-r3.azeds.azed.gov | https://rest-api-r3.azeds.azed.gov | /api/v2.0/2018/ | /api/v2.0/ |
| 2016-17 | https://rest-api.azeds.azed.gov | https://rest-api.azeds.azed.gov | /api/v1.0/2017/ | /api/v1.0/ |
