The EIS State Student ID Import populates assigned EIS State Student IDs based on matching demographic information. EIS State Student IDs are required for student records to be processed in the EIS Batch Transmission.
EIS State Student IDE Import Editor
Using the Import
Using the EIS State Student ID Import is a three-step process that involves communicating between district and state entities. The process is as follows:
- An EIS Batch Transmission, containing Student (040) records, is uploaded to the state.
- If the Student (040) record includes any individuals who have a PIN but no EIS State Student ID, EIS issues an EIS State Student ID.
- A district may request that the EIS State Student ID Import be generated as needed from EIS, which can then be uploaded to populate EIS State Student IDs.
Importing a File
- Select the Format of the report generated after the import, CSV or HTML.
- Click Browse to select a file in CSV format to be imported.
- Once a file is chosen, click Upload to import the file or Submit to Batch to schedule when the import should be run. A report generates in the selected format indicating how many new EIS State Student IDs were added and how many EIS State Student IDs were changed.
A record must have a Last Name and to be imported.
IDs are imported for students for whom the following fields match:
- Social Security Number or Student PIN (reformats if needed prior to checking for a match)
- First Name
- Middle Name
- Last Name
- Date of Birth (reformats if needed prior to checking for a match)
If these fields match but the EIS State Student IDs do not, that student record is included in the Import Results Report.
Note that the import only looks at the student's current identity record to identify matches.
Import Results Report
The Import Results Report includes the following information in the Summary:
- Total number of records in the import file, ignoring the first four rows of the CSV file.
- Total number of student records updated in Campus with a EIS State Student ID.
- Total number of records considered to be an error, indicating that the import failed to match the required fields.
The report also the includes the Error Detail, which is a list of records for which match requirements were not met and EIS State Student IDs were not imported. Errors records result in the following instances:
- Students whose existing EIS State Student ID in Campus does not match the import file.
- The student's EIS State Student ID in the import file matches Campus data but student demographic data does not.
- There was no matching record available in Campus and therefore no EIS State Student ID was imported.
- Any one of the required matching fields (PIN, First, Middle, or Last Name, or DOB) do not match.
- Campus includes multiple students records with the same PIN.
The report provides suspected matches to aid in reviewing errors, including Local Student IDs. Records in the report are sorted by School Number, then Local Student ID, then Last Name.
Upload Layout
Student records are imported from the fifth row of the file onward, to account for informational and header rows. Headers in the import must be named as shown in the first column of this table.
Required Import Element Name | Description & Format | Campus Location |
|---|---|---|
| STUDENT_KEY | The student's unique, state-assigned ID number. Numeric, 9 digits | Census > People > Demographics > Person Identifiers > Student State ID Person.stateID |
| STUDENT_PIN | The student's Personal Identification Number in EIS. Numeric, 9 digits | Census > People > Demographics > Person Identifiers > Student PIN Person.additionalID |
| FIRST_NAME | The first 15 characters of the student's legal first name. Match first on Legal First Name. If Legal First Name is NULL, match on First Name. Alphanumeric, 15 characters | Census > People > Identities > Current Identity > First Name Census > People > Demographics > Protected Identity Identity.firstName individual.firstName |
| MIDDLE_NAME | The first 15 characters of the student's legal middle name. Match first on Legal Middle Name. If Legal Middle Name is NULL, match on Middle Name. Alphanumeric, 15 characters | Census > People > Identities > Current Identity > Middle Name Census > People > Demographics > Protected Identity Identity.middleName individual.middleName |
| LAST_NAME | The first 25 characters of the student's legal last name. Match first on Legal Last Name. If Legal Last Name is NULL, match on Last Name. Alphanumeric, 25 characters | Census > People > Identities > Current Identity > Last Name Census > People > Demographics > Protected Identity Identity.lastName individual.lastName |
| SUFFIX | The student's name suffix. Match first on Legal Suffix. If Legal Suffix is NULL, match on Suffix. Alphanumeric, 3 characters | Census > People > Identities > Current Identity > Suffix Census > People > Demographics > Protected Identity identity.Suffix individual.Suffix |
| DATE_OF_BIRTH | The date on which the student was born. Numeric, 8 digits | Census > People > Identities > Current Identity > Birth Date Identity.birthDate |
| GENDER | Identification of the student as male or female. Match first on Legal Gender. If Legal Gender is NULL, match on Gender Alphanumeric, M or F | Census > People > Identities > Current Identity > Gender Census > People > Demographics > Protected Identity Identity.gender individual.gender |
| ETHNIC_ORIGIN | The ethnicity of the student. This field is current ignored. Alphanumeric, 1 character | N/A |
| SCHOOL_NO | The identification of the number of the school where the student currently attends as recorded in EIS. Numeric, 4 digits | System Administration > Resources > School > State School Number School.number |
