Last Updated 04/24
Tool Search: EIS Batch Transmission File
The 052 Student Club Membership extract is used to upload student club information to EIS for the current school year.
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
Reporting Population and Business Rules
The 052 Student Club Membership extract is used to upload student club information to EIS.
- Encompasses student club information for the current school year
- For enrollments tied to calendars associated with the active school year, reports an 052 student record for primary service types
- Exceptions: excluded and enrollment future-dated students
- Identified extract records will need to be added to the EIS Batch Transmission
The following students are excluded from the reporting population by Extract Version:
- **Students who have multiple active enrollments marked with the Service Type of P: Primary
- **Students who have multiple enrollments (of any service type) within the same school
- **Students who have an Enrollment marked as service type of "N: Special Ed Services" (Enrollment > Service Type)
- **Students marked as Enrollment > No Show
- **Students marked as Enrollment > State reporting > State Exclude
- Students who have active enrollments tied to calendars that are marked as excluded (System Administration > Calendar > Calendar > Exclude)
- Students who have active enrollments tied to a calendar grade level that is marked as excluded from state reporting (System Administration > Calendar > Calendar > Grade Levels > Exclude From State Reporting
**While these students are not considered part of the reporting population for EIS, these students will be reported on the EIS Batch Transmission Warnings Report
Students with the following conditions will report on the EIS Batch Transmission Warnings Report (see Students Excluded from 040 Record Population section)
- Students who have multiple active enrollments marked with the Service Type of P: Primary
- Students who have multiple enrollments (of any service type) within the same school
- Students who have an Enrollment marked as service type of "N: Special Ed Services" (Enrollment > Service Type)
- Students marked as Enrollment > No Show
- Students marked as Enrollment > State reporting > State Exclude
- Students with future dated enrollments will report records on or after the corresponding Effective Date selected on the EIS Batch Transmission State Reporting Editor occurs, EIS Extract records will not report in advance.
The 052 Student Club Membership extract is included in an EIS Batch Transmission and must be, at minimum, prefaced by an EIS Transmit Header and followed by an EIS Transmit Trailer.
The 052 Student Club Membership extract is dependent on the EIS Batch Transmission State Reporting Editor for the following:
- A selection of '052: Student Club Membership' from the EIS Extract(s) multi-select drop list on the EIS Batch Transmission Editor will trigger the 052 Student Extract logic as defined within this FRD.
- Logic to compose the EIS Batch Transmission physical file exists in the EIS Batch Transmission State Reporting Editor.
- The EIS Submission History Tables and the EIS Current View will be updated as records are identified in extract logic when the Generate EIS Batch File or Submit to Batch trigger button is selected from the EIS Batch Transmission State Reporting Editor
- The EIS Submission History Tables and the EIS Current View will be updated as records are identified in extract logic when the Generate EIS Batch File or Submit to Batch trigger button is selected from the EIS Batch Transmission State Reporting Editor
The following format requirements must be applied to data captured in the 052 Extract
- Records in extract files must be in ASCII text format
- All characters are required to be numeric or upper case alphabetic. Ensure all lower case alpha characters are changed to UPPER CASE
- Elements listed with a format of "numeric" must be right justified and filled with leading zeros
- Elements listed with a format of "character" must be left justified with trailing spaces (ASCII Hex 20)
- Do not include the character ‘&’ in data. All other special characters are accepted.
- Records in extract files must have an end of record delimiter which is a Carriage Return (ASCII Hex 0D) followed by a Line Feed (ASCII Hex 0A). All other fields must be non-delimited.
Data Elements and Logic
Club Membership information is recorded in the Career and Technical Education program editor.
Element Name | Description & Format | Campus Location |
|---|---|---|
Record ID | Identifies the extract - reports as "052." 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 |
| Club ID | The ID associated with the club being reported. For a list of valid clubs, see Appendix Q - Student Clubs Character (15) | Student Information > Program Participation > Career and Technical Education |
| Club Membership Begin Date | Date the student joined this club in the school year. Start Date is reported in CCYYMMDD format. Numeric (8) CCYYMMDD | Student Information > Program Participation > Career and Technical Education |
| Club Membership End Date | Date the student ended their club membership this school year. End Date is reported in CCYYMMDD format. Numeric (8) CCYYMMDD | Student Information > Program Participation > Career and Technical Education |
| 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 |
| CTSO Chapter ID | TChapter ID (name or number) assigned by the National CTSO. Character (20) | Student Information > Program Participation > Career and Technical Education |
| CTSO Membership ID | The period in which the student was awarded a completion document. Reports the Diploma Period. Character (20) | Student Information > Program Participation > Career and Technical Education |
Warnings and Error Messages
The following information is logged when a warning condition is found and passed to the EIS Batch Transmission State Reporting Editor tool for display on the EIS Batch Transmission Warning Report. Warning logic does not apply to deleted records.
| # | Condition | Requirement | Warning Detail Section | EIS Severity Code | Warning Message |
|---|---|---|---|---|---|
| WV10 | Student PIN or SSN is required | If Student Social Security Number is not populated AND Student PIN is not populated, report the warning on the EIS Batch Transmission Warnings Report | 052: Student Club Membership | 90 | 4262: EITHER A SSN OR PIN MUST BE PROVIDED FOR STUDENT |
| WV20 | Only a Student PIN OR SSN can be associated a with record, not both. | If Student Social Security Number is populated AND Student PIN is populated, report the warning on the EIS Batch Transmission Warnings Report | 052: Student Club Membership | 00 | BOTH A STUDENT SSN AND A STUDENT PIN HAS BEEN SUBMITTED TO EIS FOR THE STUDENT |
| WV30 | Student Social Security Number must be numeric | If Student Social Security Number is populated, validate that the Student Social Security Number is numeric else report the warning on the EIS Batch Transmission Warnings Report | 052: Student Club Membership | 90 | 4018: STUDENT SSN MUST BE NUMERIC |
| WV40 | Student PIN must be numeric | If Student PIN is populated, validate the Student PIN is numeric else report the warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 90 | 4019: STUDENT PIN MUST BE NUMERIC |
| WV110 | District ID is missing | If District ID is not populated, report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 90 | 5004: DISTRICT ID INVALID OR MISSING |
| WV120 | School ID is missing | If School ID is not populated, report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 90 | 5005: SCHOOL ID INVALID OR MISSING |
| WV130 | School Year is missing | If School Year is not populated, report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 90 | 5006: SCHOOL YEAR INVALID OR MISSING |
| WV140 | Instructional Program Number is missing | If the Instructional Program Number is null or blank, report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 90 | 4017: INSTRUCTIONAL PROGRAM NUMBER FOR SCHOOL MISSING OR INVALID |
| WV150 | Invalid record length | If the length of the 040 Student record is NOT equal to 119 characters, report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 90 | 5900: INVALID RECORD LENGTH. |
| WV160 | Student is marked as Enrollment > No Show | If Census > People > Enrollments > No Show is checked, report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 00 | STUDENT MARKED AS ENROLLMENT > NO SHOW. STUDENT NOT REPORTED TO EIS |
| WV170 | Student is marked as Enrollment > State Exclude | If Census > People > Enrollments > State Exclude is checked, report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 00 | STUDENT MARKED AS ENROLLMENT > STATE EXCLUDE. STUDENT NOT REPORTED TO EIS |
| WV180 | Student is enrolled with a Service Type of 'N: Special Ed Services' | If Census > People > Enrollments > Service equals "N: Special Ed Services", report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 00 | STUDENT HAS AN ENROLLMENT MARKED AS 'N: SPECIAL ED SERVICES'. STUDENT NOT REPORTED TO EIS |
| WV190 | Student has multiple active enrollments marked with the Service Type of P: Primary | If the student has:
Report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 00 | STUDENT HAS MULTIPLE PRIMARY ENROLLMENTS FOR THIS SCHOOL YEAR. STUDENT NOT REPORTED TO EIS |
| WV200 | Student has multiple enrollments (of any service type) within the same school | If the student has:
Report warning on EIS Batch Transmission Warnings Report | 052: Student Club Membership | 00 | STUDENT HAS MULTIPLE ENROLLMENTS WITHIN THE SAME SCHOOL FOR THIS SCHOOL YEAR. STUDENT NOT REPORTED TO EIS |
