The 041 Student Enrollment extract reports information from student enrollments to EIS.
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 without PINs.
- 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.
- Students with a null or blank value in the Student State ID field on the Demographics tab.
- Students who have a Program Status of Pending.
- Students with a Homeless record with a start date on or within the active year with no Homeless Nighttime Residence or Unaccompanied Youth values selected.
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, State Assigned Student ID, and Enrollment Date.
041 Student Enrollment Extract Layout
Element Name | Description & Format | Campus Location |
|---|---|---|
Record ID | Identifies the extract - reports as "041" Numeric (3) | N/A |
| Record Version | Identifies the extract version - reports as "04" 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 |
| Instr Service Period Type of Service | Identifies the type of service the student is receiving at the school. Reports the Service Type of the enrollment: P: Primary or S: Partial. Character (1) | Student Information > General > Enrollments > Service Type Enrollment.serviceType |
| Enrollment Date | Identifies the first day of attendance for the current enrollment. Reports the Start Date of the enrollment. Date (8) CCYYMMDD | Student Information > General > Enrollments > Start Date Enrollment.startDate |
| Enrollment Reason | Identifies the reason the student enrolled at the school. Reports the Start Status of the enrollment. Numeric (2) | Student Information > General > Enrollments > Start Status Enrollment.startStatus |
| English Language Background | Identifies the student's background in the English language. See the English Language Background Options table following for the logic of specific options. Character (1) | Student Information > Program Participation > EL Calculated, not dynamically stored |
| Course of Study | Identifies the student's course of study for the current enrollment. Currently reports as blank. Numeric (1) | N/A |
| Filler | N/A | N/A |
| Filler | Reports as 00. | N/A |
| Primary District ID | Reports the Primary District ID of the student's primary school. If null, reports the District Number of the School of the enrollment. Numeric (3) | Student Information > General > Enrollments > Primary District ID EnrollmentTN.primaryDistrictID |
| Primary School ID | Reports the Primary School ID of the student's primary school. If null, reports the School Number of the School of the enrollment. Numeric (4) | Student Information > General > Enrollments > Primary School ID EnrollmentTN.primarySchoolID |
| 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 |
| Filler | N/A | N/A |
| Homeless Primary Night Time Residence | Indicates the homeless student's residence at the time of enrollment or when identified as homeless. Reports the code selected for the student's Homeless Nighttime Residence. if the start date of the student's most recent homeless record is on or within the reporting window (days between earliest Day Event of CS and earliest Day Event of CE). A value does not report for the student if their Homeless Start Date is after the enrollment End Date. Numeric (2) | Student Information > General > Program Participation > Homeless > Homeless Nighttime Residence Homeless.primaryNightTimeResidence |
| Homeless Served by McKinney-Vento | Indicates if the homeless student is served by McKinney-Vento funds at any time of the school year. Reports the code selected for the McKinney Vento field. if the start date of the student's most recent homeless record is on or within the reporting window (days between earliest Day Event of CS and earliest Day Event of CE). A value does not report for the student if their Homeless Start Date is after the enrollment End Date. Character (1) | Student Information > General > Program Participation > Homeless > McKinney Vento Homeless.homelessServed |
| Homeless Unaccompanied Youth | Indicates if the homeless student is not living with a parent or guardian. Reports the code selected for the Unaccompanied Youth field. if the start date of the student's most recent homeless record is on or within the reporting window (days between earliest Day Event of CS and earliest Day Event of CE). A value does not report for the student if their Homeless Start Date is after the enrollment End Date. Character (1) | Student Information > General > Program Participation > Homeless > Unaccompanied Youth Homeless.unaccompaniedYouth |
| Immunization Record on File | Reports as blank. Character (1) | Student Information > Health > Immunizations |
| Number of Years of EL Services | Reports the number of years between the EL Identified Date and the Program Exit Date, or the extract Effective Date if Exit Date is Null. If the Identified Date is null, reports as blank. Numeric (2) | Student Information > Program Participation > EL Calculated |
| Filler | N/A | N/A |
English Language Background Options
| Code | Logic |
|---|---|
| L |
|
| N |
|
| E |
|
| W |
|
| 1 |
|
| 2 |
|
| 3 |
|
| 4 |
|
| F |
|
