The 040 Student extract reports student demographics information to EIS.
The 040 extract is considered a parent record in EIS, meaning that it must be uploaded prior to any other student records. Typically, districts upload 040 Student records to EIS as a single submission two weeks after school has started. 040 records are uploaded weekly thereafter.
See the EIS Batch Transmission article for an overview of the EIS Batch Transmission File, logic that applies to all extracts, and generation instructions.
Report Logic
A record reports for each Primary or Partial enrollment in the calendar(s) selected. Records are not reported in advance for enrollments that become active in the future.
Enrollments in Calendars or Grade Levels marked as Exclude are not reported. Additionally, records are not reported for the following students. These students are included in the warning report.
- Students with multiple active Primary enrollments.
- Students with multiple enrollments in the same school.
- Students with an enrollment marked as N: Special Ed Services
- Enrollments marked as No Show or Exclude, or in Calendars or Grade Levels marked as Exclude.
- Student who are indicated as Immigrants or English Language Learners by having a Date Entered US School entered on the Demographics tab.
- English Learner students include the following:
- Program Status of EL
- Program Status of Exited EL and the current date is between the Program Exit Date and the Fourth Year Monitoring Date
- Student has a Home Primary Language other than ENG: English
- English Learner students include the following:
- Students with a Program Status of Pending for their EL Program.
If a record was previously reported and then marked as exclude, a delete record will be sent to EIS for each record.
The Record Key, which helps determine the Type of record sent (New, Edit, or Delete), is comprised of the Record ID, Record Version, District ID, School ID, School Year, Instructional Program Number, and Local Student Number.
State Assigned Student ID
The State Assigned Student ID is used by EIS to link all student records for an individual.
Students must be reported to EIS prior to receiving a State Assigned Student ID. A 040 Student record with an SSN or PIN but no State Assigned Student ID triggers EIS to issue a State Assigned Student ID to import into Campus. Until a 'New' record is submitted for a student and that student is assigned a State Assigned Student ID, all previous records will have a Record Type of 'New.'
If a reported State Assigned Student ID changes, a New 040 record is submitted with the new ID and all previous student records (including 041, 043, etc) are reported as deleted.
040 Student Extract Layout
Element Name | Description & Format | Campus Location |
|---|---|---|
Record ID | Identifies the extract - reports as "040" Numeric (3) | N/A |
| Record Version | Identifies the extract version - reports as "06" Numeric (2) | N/A |
| Record Type | Identifies the type of extract:
Character (1) | N/A |
| Filler | N/A. Reports as 00. | N/A |
| District ID | Reports the TN Department of Education assigned District Number. Numeric (3) | System Administration > Resources > District Information > State District Number District.number |
| School ID | Reports the TN Department of Education assigned School Number Numeric (4) | System Administration > Resources > School > State School Number School.number |
| School Year | Reports the start year of the school calendar. Date (4) CCYY | System Administration > Calendar > School Years > Start Year SchoolYear.startYear |
| Instructional Program Number | Reports the unique Instructional Program Number of the school, or as 99 if blank. Numeric (2) | System Administration > Calendar > Calendar > Instructional Program Number Calendar.instructionalProgramNumber |
| Student Social Security Number | Reports the student's social security number. Currently reports as 000000000. Numeric (9) | Census > People > Identities > Current Identity > Soc Sec Number Identity.ssn |
| Student PIN | Reports the unique student identifier provided by the school. Numeric (9) | Census > People > Demographics > Person Identifiers > Student PIN Person.additionalID |
| Local Student Key | Reports the locally-generated student identifier. Numeric (10) | Census > People > Demographics > Person Identifiers > Local Student Number Person.studentNumber |
| First Name | Reports the student's legal first name. Character (15) | Census > People > Identities > Current Identity > First Name Identity.firstName |
| Middle Name | Reports the student's legal middle name. Character (15) | Census > People > Identities > Current Identity > Middle Name Identity.middleName |
| Last Name | Reports the student's legal last name. Character (25) | Census > People > Identities > Current Identity > Last Name Identity.lastName |
| Suffix | Reports the student's name suffix, or as blank if null. Character (3) | Census > People > Identities > Current Identity > Suffix Identity.suffix |
| Date of Birth | Reports the year, month, and day that the student was born. Date (8) CCYYMMDD | Census > People > Identities > Current Identity > Birth Date Identity.birthDate |
| Student Previous Social Security Number | If Previous EIS SSN is marked, reports Social Security Number. If null, reports as zeros. Numeric (9) | Census > People > Demographics > Previous EIS SSN Identity.previousSSN |
| Student Previous PIN | Reports previous EIS Student PIN of the student. Numeric (9) | Census > People > Demographics > Previous EIS PIN Identity.previousPIN |
| Previous First Name | Reports the student's previous EIS legal first name. Character (15) | Census > People > Demographics > Previous EIS First Name Identity.previousFirstName |
| Previous Middle Name | Reports the student's previous EIS legal middle name. Character (15) | Census > People > Demographics > Previous EIS Middle Name Identity.previousMiddleName |
| Previous Last Name | Reports the student's previous EIS legal last name. Character (25) | Census > People > Demographics > Previous EIS Last Name Identity.previousLastName |
| Gender | Reports the gender of the student. Character (1) M or F | Census > People > Identities > Current Identity > Gender Identity.gender |
| Filler | N/A | N/A |
| Filler | N/A | N/A |
| Immigrant Student | Indicates if the student immigrated to the US. Reports as N if the student's Birth Country is the US, or as Y otherwise. Character (1) | Census > People > Identities > Current Identity > Birth Country Identity.birthCountry |
| Date First Enrolled in US School | Reports the year the immigrant student first enrolled in a US school. If the student is considered an Immigrant or an English Language Learner, reports the Date Entered US School. Otherwise reports as 0. Date (8), CCYYMMDD | Census > People > Identities > Current Identity > Date Entered US School Identity.dateEnteredUSSchool |
| Year Entered Ninth Grade | Reports the school year the student was promoted to the ninth grade. Date (4) CCYY | Student Information > Graduation > Date First Entered 9th Grade Graduation.grade9Date |
| Native Language | Reports the language most commonly spoken in the student's home. Character (3) | Census > People > Demographics > Home Primary Language Identity.homePrimaryLanguage |
| State Assigned Student ID | Reports the unique state-assigned student ID generated in EIS. Numeric (9) | Census > People > Demographics > Person Identifiers > Student State ID Person.stateID |
| Mothers Maiden Last Name | Reports the student's mother's maiden name. Character (25) | Census > People > Demographics > Mother's Maiden Name Identity.motherMaidenName |
| Students City of Birth | Identifies the city in which the student was born. Character (30) | Census > People > Identities > Current Identity > Birth City Identity.birthCity |
| Students County of Birth Code | Identifies the county in which the student was born. If the Birth Country of 44 is selected, reports as 000 Numeric (3) | Census > People > Identities > Current Identity > Birth County Identity.birthCounty |
| Students State of Birth Code | Identifies the state in which the student was born. If Birth Country or Birth State is AA, reports as blank. If Birth Country is AM and Birth State is AA, reports as AA. Otherwise reports the Birth State selected on the student's current Identity. Character (2) | Census > People > Identities > Current Identity > Birth State Identity.birthState |
| Students Country of Birth Code | Identifies the country in which the student was born. If AA is selected, reports as blank. Character (2) | Census > People > Identities > Current Identity > Birth Country Identity.birthCountry |
| Hispanic | Reports as H if the student's Race/Ethnicity is Hispanic/Latino. Character (1) | Census > People > Identities > Current Identity > Race/Ethnicity Identity.hispanicEthnicity |
| American Indian Alaskan Native | Reports as Y if the student's Race/Ethnicity is American Indian or Alaskan Native. Character (1) | Census > People > Identities > Current Identity > Race/Ethnicity Identity.raceEthnicity |
| Asian | Reports as Y if the student's Race/Ethnicity is Asian. Character (1) | Census > People > Identities > Current Identity > Race/Ethnicity Identity.raceEthnicity |
| Native Hawaiian or Pacific Islander | Reports as Y if the student's Race/Ethnicity is Native Hawaiian or Pacific Islander. Character (1) | Census > People > Identities > Current Identity > Race/Ethnicity Identity.raceEthnicity |
| Black or African American | Reports as Y if the student's Race/Ethnicity is Black or African American. Character (1) | Census > People > Identities > Current Identity > Race/Ethnicity Identity.raceEthnicity |
| White | Reports as Y if the student's Race/Ethnicity is White. Character (1) | Census > People > Identities > Current Identity > Race/Ethnicity Identity.raceEthnicity |
| SPID | Identifies the student's State Person ID generated by the TN-Ed-Fi person identity application. Currently reports as blank. Character (9) | N/A |
| English Language Background | Reports the student's English Language Background as recorded in their EL program record. See options in the table following. English Language Background Options Character (1) | Student Information > Program Participation > English Learner (EL) Calculated, not dynamically stored |
| Filler | N/A | N/A |
English Language Background Options
| Code | Logic |
|---|---|
| L |
|
| N |
OR
|
| E |
OR
|
| W |
|
| Blank |
|
| 1 |
|
| 2 |
|
| 3 |
|
| 4 |
|
| F |
|
