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 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 | Type, Format and Length | Campus Database | Campus Application |
|---|---|---|---|---|
Record ID | Identifies the extract - reports as "041" | Numeric (3) | N/A | N/A |
| Record Version | Identifies the extract version - reports as "03" | Numeric (2) | N/A | N/A |
| Record Type | Identifies the type of extract:
| Character (1) | N/A | N/A |
| Filler | N/A. Reports as 00. | N/A | N/A | N/A |
| District ID | Reports the TN Department of Education assigned District Number. | Numeric (3) | District.number | System Administration > Resources > District Information > State District Number |
| School ID | Reports the TN Department of Education assigned School Number | Numeric (4) | School.number | System Administration > Resources > School > State School Number |
| School Year | Reports the start year of the school calendar. | Date (4) CCYY | SchoolYear.startYear | System Administration > Calendar > School Years > Start Year |
| Instructional Program Number | Reports the unique Instructional Program Number of the school, or as 99 if blank. | Numeric (2) | Calendar.instructional ProgramNumber | System Administration > Calendar > Calendar > Instructional Program Number |
| Student Social Security Number | Reports the student's social security number. | Numeric (9) | Identity.ssn | Census > People > Identities > Current Identity > Soc Sec Number |
| Student PIN | Reports the unique student identifier provided by the school. | Numeric (9) | Person.additionalID | Census > People > Demographics > Person Identifiers > Student PIN |
| Local Student Key | Reports the locally-generated student identifier. | Numeric (10) | Person.studentNumber | Census > People > Demographics > Person Identifiers > Local Student Number |
| 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) | Enrollment.serviceType | Student Information > General > Enrollments > Service Type |
| Enrollment Date | Identifies the first day of attendance for the current enrollment. Reports the Start Date of the enrollment. | Date (8) CCYYMMDD | Enrollment.startDate | Student Information > General > Enrollments > Start Date |
| Enrollment Reason | Identifies the reason the student enrolled at the school. Reports the Start Status of the enrollment. | Numeric (2) | Enrollment.startStatus | Student Information > General > Enrollments > Start Status |
| 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) | Calculated, not dynamically stored | Student Information > Program Participation > EL |
| Course of Study | Identifies the student's course of study for the current enrollment. Currently reports as blank. | Numeric (1) | N/A | N/A |
| Filler | N/A | N/A | N/A | N/A |
| Filler | Reports as 00. | N/A | N/A | 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) | EnrollmentTN. primaryDistrictID | Student Information > General > Enrollments > Primary District ID |
| 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) | EnrollmentTN. primarySchoolID | Student Information > General > Enrollments > Primary School ID |
| State Assigned Student ID | Reports the unique state-assigned student ID generated in EIS. | Numeric (9) | Person.stateID | Census > People > Demographics > Person Identifiers > Student State ID |
| Filler | N/A | N/A | 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). | Numeric (2) | Homeless.primary NightTimeResidence | Student Information > General > Program Participation > Homeless > Homeless Nighttime Residence |
| 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). | Character (1) | Homeless. homelessServed | Student Information > General > Program Participation > Homeless > McKinney Vento |
| 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). | Character (1) | Homeless. unaccompaniedYouth | Student Information > General > Program Participation > Homeless > Unaccompanied Youth |
| Filler | N/A | N/A | N/A | N/A |
English Language Background Options
| Code | Logic |
|---|---|
| L |
|
| N |
|
| E |
|
| W |
|
| 1 |
|
| 2 |
|
| 3 |
|
| 4 |
|
| F |
|
