PATH: TN State Reporting > EIS Batch Transmission File
The 051 Student End of Service extract reports information about the end of instructional services for students in the active school year and Summer School for the previous year 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 enrollment with an End Action selected and an Enrollment End Status Code of null or 12. Records are not reported in advance for enrollments that become active in the future.
If the Summer School checkbox is marked on the extract editor, records generate for all students with primary enrollments in the year prior to the active year. Individual calendars may not be selected. Records only report for enrollments with an End Action entered and an End Status entered other than 12.
Records are not reported for withdrawn students unless they are considered to be an Early Graduate. An Early Graduate is a student with an Enrollment End Date, an End Action selected, and an End Status of 12 who has a Diploma Date, Type, and Period entered on the Graduation tab. A Withdrawn student is a student with a primary or partial active enrollment with an Enrollment End Date, an End Status other than 12, and no End Action selected.
Records in Calendars or Grade Levels marked as Exclude or for students who do not have a Student State ID 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.
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, End of Service Action Date, and Completion Document Date.
Recommended District Setup
The Enrollment End Batch Tool can be used to assign End Actions to student enrollments en masse.
The Diploma Type should be mapped to State Completion Document type codes.
Districts should make the next year active prior to reporting the previous year's summer school records. Districts must update the primary enrollment record where the student was receiving instructional services during the regular school year; calendars flagged as Summer School are not reported in the 051 extract.
051 Student End of Service Extract Layout
Element Name | Description & Format | Campus Location |
|---|---|---|
Record ID | Identifies the extract - reports as "049." Numeric (3) | N/A |
| Record Version | Identifies the extract version - reports as "02." 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 |
| End of Service Action Date | The date the action was taken on the student's instructional grade progression. Reports the Enrollment End Date if entered, or the last Calendar date with a Day Event of AE if null. Date (8) CCYYMMDD | Student Information > General > Enrollments > End Date; System Administration > Calendar > Calendar > Days Enrollment.endDate Day.date |
| End of Service Action | The action taken on the student's instructional grade progression. Reports the Enrollment End Action. Character (1) | Student Information > General > Enrollments > End Action Enrollment.endAction |
| Completion Document Date | The date of the completion document. Reports the Diploma Date. Date (8) CCYYMMDD | Student Information > General > Graduation > Diploma Date Graduation.diplomaDate |
| Completion Document Type | The student's level of completion. If the Diploma Type is selected, reports the Standard Code associated with the Type in the Attribute/Dictionary. Numeric (2) | Student Information > General > Graduation > Diploma Type Graduation.diplomaType |
| Completion Document Period | The period in which the student was awarded a completion document. Reports the Diploma Period. Character (2) | Student Information > General > Graduation > Diploma Period Graduation.diplomaPeriod |
| 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 |
