Classic Path: MT State Reporting > MT Data Upload > Student Enrollments
Search Terms: Student Enrollments
The Student Enrollments Upload provides districts with the ability to upload enrollment records to Montana state edition.
Image 1: MT Uploads - Student Enrollments
Student Enrollments Upload Layout
The following lists the data elements and formats for the Student Enrollments Upload.
The Retrieve New Student State ID File option is only relevant to Student Demographic uploads. Please ignore this option when uploading Enrollments data.
Header Layout
Data Element | Description | Type, Format and Length | Campus Database | Campus Interface |
|---|---|---|---|---|
Record Type | The abbreviation for the type of file upload entered. This will always report as HD. | Alphanumeric, 2 characters | Not dynamically stored | Not dynamically stored |
Date | The most recent date a change was made on the file, or the date the file was generated. | Date field, 10 characters | Not dynamically stored | Not dynamically stored |
Time | The most recent time a change was made on the file, or the date the file was generated. | Time field, 8 characters | Not dynamically stored | Not dynamically stored |
Version | The most current version of the file interface specification and references to the application system. This field will always report as MT9.1. | Alphanumeric, 5 characters | Not dynamically stored | Not dynamically stored |
Upload Layout
Data Element | Description | Type, Format and Length | Campus Database | Campus Interface |
|---|---|---|---|---|
Record Type | The abbreviation for the type of file upload entered. This will always report as EN. | Alphanumeric, 2 characters | Not dynamically stored | Not dynamically stored |
District Number | This is a unique system number that identifies the district uploading the information, assigned by the Montana Office of Public Instruction. | Numeric, 4 digits | district.number | System Administration > Resources > District Information > District Number |
School Number | This is a unique number assigned by the Office of Public Instruction that identifies the school into which the students are enrolled. | Numeric, 4 digits | school.number | System Administration > Resources > School > School Number |
Calendar Number | This is a unique system number that identifies the calendar(s) chosen on the extract editor. This number needs to correspond with the Calendar Number reported in the School Calendar Extract. | Numeric, 1-3 digits | calendar.number | Student Administration > Calendar > Calendar > Calendar Info |
Student State ID | Unique student ID number assigned by OPI. | Numeric, 9 digits | person.stateID | Census > People > Demographics > Person Identifiers > State ID |
Student Local ID | Unique student ID number assigned by the school of enrollment. | Numeric, 15 digits | Person.studentNumber | Census > People > Demographics > Person Identifiers > Local Student Number |
Last Name | Student's legal last name | Alphanumeric, 50 characters | identity.lastName | Census > People > Demographics > Person Information > Last Name |
First Name | Student's legal first name | Alphanumeric, 50 characters | identity.firstName | Census > People > Demographics > Person Information > First Name |
Service Type | Indicates the type of services received by a student at the district. Options are:
| Alphabetic, 1 character | enrollment.type | Student Information > General > Enrollments > General Enrollment Information > Service Type |
Start Date | Student's start date of enrollment for the current school year. This date must be greater than or equal to the Calendar State Date. | Date field, 10 characters | enrollment.start Date | Student Information > General > Enrollments > General Enrollment Information > Start Date |
Start Status | Selection of the reason the student entered the school district on the entry date for the current record.
For more information, see the list of available Start Status values in the Import Field Values section below. | Numeric, 2 digits | Enrollment. | Student Information > General > Enrollments > General Enrollment Information > Local Start Status |
End Date | Student's last day of enrollment for the current school year. This date must be less than or equal to the Calendar End Date. | Date field, 10 characters | enrollment.endDate | Student Information > General > Enrollments > General Enrollment Information > End Date |
End Status | Selection of the reason the student is no longer enrolled in a school for the current school year.
For more information, see the list of available End Status values in the Import Field Values section below. | Numeric, 3 digits | Enrollment. | Student Information > General > Enrollments > General Enrollment Information > Local End Status |
Dropout Reason | Selection indicates the student was enrolled in school at some time during the previous school year and is not enrolled on October 1 of the current school year.
For more information, see the list of available Dropout Reason values in the Import Field Values section below. | Numeric, 2 digits | enrollmentMT.dropoutReason | Student Information > General > Enrollments > General Enrollment Information > Dropout Reason |
No Show | Filler Field. No longer reported | N/A | N/A | N/A |
Sort By Field | This field is used at the discretion of the district to determine how assessments (CRT) will be sorted by testing contractor. | Alphanumeric, 15 characters | EnrollmentMT.sortBy | Student Information > General > Enrollment > State Reporting Fields > Sort By |
Grade | Indicates the student's grade level of enrollment | Alphanumeric, 2 characters | Enrollment.grade | Student Information > General > Enrollments > General Enrollment Information > Grade Level |
Diploma Date | The date on which the student was awarded a diploma. This is a required field if the Enrollment End Status is 400. If the Enrollment End Status is NOT 400, this field must be null. | Date field, 10 characters | graduation.diplomaDate | Student Information > General > Graduation > Diploma Date |
Diploma Type | The type of diploma the student was awarded by the district. This is a required field is the Enrollment End Status is 400. If the Enrollment End Status is NOT 400, this field must be null. For more information, see the list of available Diploma Type values in the Import Field Values section below. | Alphanumeric, 2 characters | graduation.diplomaType | Student Information > General > Graduation > Diploma Type |
Diploma Period | Indicate the time that a student took to graduate from the first time they were identified as a 9th grade student to the date of graduation. This is a required field is the Enrollment End Status is 400. If the Enrollment End Status is NOT 400, this field must be null. For more information, see the list of available Diploma Period values in the Import Field Values section below. | Numeric, 2 digits. | graduation.diplomaPeriod | Student Information > General > Graduation > Diploma Period |
| Start Comments | Any comments entered in the Start Comments field on the enrollment are imported. All existing information is overwritten by data within this field unless this field is null in the import. If null, existing Start Comment data is preserved. Added as of the E.1509 Release Pack. | Varchar | Enrollment.startComments | Student Information > General > Enrollment > Start Comments |
| End Comments | Any comments entered in the End Comments field on the enrollment are imported. All existing information is overwritten by data within this field unless this field is null in the import. If null, existing End Comments data is preserved. Added as of the E.1509 Release Pack. | Varchar | Enrollment.endComments | Student Information > General > Enrollment > End Comments |
Year | Indicates the year of the enrollment record, based on the last year of the school year. For example, enrollments in the 2010-11 school year will report as 2011. | Numeric, 4 digits | calendar.endYear | System Administration > Calendar > Calendar > Calendar Info |
Import Field Values
Enrollment Import Logic and Validations
The following import elements are considered key fields:
- District Number
- School Number
- Calendar Number
- State ID (Student)
- Start Date (Enrollment)
- Year
A match on a student's identity record must occur before enrollment or graduation data can be imported for the student. The following match logic is used:
- A student enrollment is identified when a match occurs on the following: DistrictID, personID
- DistrictID is logically derived by identifying the ID using the district number provided in the import
- personID is logically derived by using the stateID and districtNumber
Once a match has been made to a student Identity, Campus will attempt a match on enrollment to determine if a new or existing enrollment should be created.
- A student enrollment is identified when a match occurs on the following: DistrictID, endYear, personID, calendarID, structureID, startDate
- DistrictID as identified via the identify match
- endYear is the value provided in the import
- PersonID as identified via the identify search in the identity match
- calendarID is logically derived by using districtNumber, schoolNumber, calendarNumber and endYear as provided in the import
- structureID is logically derived by using the calendarID (Campus expects only 1 schedule structure per calendar)
- startDate is the value provided in the import
- A new enrollment will be created for students where the start date of the enrollment record in the import does NOT match the current enrollment located within Campus.
The following elements on Enrollment record will be updated when a match to a Student Identity and corresponding Enrollment occurs:
- Service Type
- Local Start Status
- End Date
- Local End Status
- Drop Out Reason
- Sort By Field
- Grade
Blank fields provided in the Import will OVERWRITE any existing values.
Logic will match the import record to a student identity and update/create a new Graduation record based on the following logic:
- A student is identified when a match occurs on the following: DistrictID, personID
- DistrictID is logically derived by identifying the ID using the district number provided in the import
- personID is logically derived by using the stateID provided in the import and districtNumber
- If there is no match, an error is presented and logic ends.
- If a match is found, the following Graduation logic occurs:
- If the Grade in the import equals = 09, logic creates a new Graduation record ONLY if no other previously existing record is present in Campus. If a Graduation already exists, logic will update the existing record with the information in the import file.
- If the Grade in the import equals = 10, 11, 12, or any number less than 9, logic will update any existing Graduation record or if no Graduation record exists, no records are updated nor created.
- When Campus generates a Graduation record for an imported 9th Grade student, the following Graduation record values are auto-populated:
- Date First Entered the 9th Grade = The Start Date from the 9th Grade Enrollment record
- NCLB Cohort End Year = The end year of the 9th Grade enrollment record + three years.
- NGA Cohort End Year = The end year of the 9th Grade enrollment record + three years.
Addition import logic is as follows
- Enrollment End Statuses cannot be 300, 310, 320, 330 or 340 when Grade Level is P1, PK, KH, KF or 01-06.
- The Dropout Reason must be NULL when the Enrollment End Status is not 300-340.
- The Diploma Date field must be NULL if the Enrollment End Status is not 400.
- The Diploma Type field must be NULL if the Enrollment End Status is not 400.
- The Diploma Period field must be NULL if the Enrollment End Status is not 400.
- The tool will allow multiple calendars to be imported at one however, calendar with multiple schedule structures will not be imported and an error will be returned.
Enrollment Start and End Status Codes:
- District Edition users have the ability to map local codes to state codes.
- Only state codes will sync to the state. Local Enrollment Start and End Status codes will not sync.
- Montana Edition users do not have the ability to map local codes to state codes. The dictionaries for both Local and State Enrollment Status codes are identical. Montana Edition users will import State Codes and the import will match the State Code provided to the Local Enrollment Status Code.
- For District Edition users, the Local Enrollment Status codes MUST match State Status Codes or validation logic within the import will fail causing unexpected import results.
Student Enrollments Import Warnings and Errors
The following table describes the possible warnings and errors you could receive when importing the Enrollment file:
Errors are considered fatal. Warnings are considered informational.
Condition | Requirement | Message Type | Message |
|---|---|---|---|
| Cannot identify District | Using the District Number provided in the import, check for a District ID If District ID does not exist, stop processing | Error | Cant find district |
| Cannot identify School | Using the School Number provided in the import, check for valid School If School does not exist, stop processing | Error | School number (S###) does not exist within district number (D###) |
| Cannot identify Calendar | Using the following information provided in the import, check for a valid calendar
If a valid calendar does not exist, stop processing | Error | There is no calendar with number <calendar number as provided in import> |
| Calendar cannot have more than one Schedule Structure | If the calendar has MORE THAN one schedule structure, display Message and stop processing | Error | The calendar provided has more than one schedule structure. In order to import or update an enrollment, the calendar number provided on the import must have only 1 schedule structure. |
| Cannot find student with State ID | Using the district number provided in the import, identify the District ID Using the Student State ID provided in the import and the District ID search for a match on person If not match is found, error but continue processing to identify more errors | Error | There is no Student ID with State ID <Student State ID as provided in import> |
| Grade provided on import must be a valid state grade | Once a calendar is found for the import record, find the grades tied to the calendar. Using the grade provided in the import match on state grade. If state grade is not found, error but continue processing to identify more errors | Error | The Grade on the record does not match the instructional grades available in the calendar. Record will not be processed |
| A field on the import is required, see data element logic | Required Field | Error | Core Error |
A field on the import must be of a value specified in the attribute dictionary e.g. Start Status on Import must be P, N or S | Field must of a specified set of values, error but continue processing to identify more errors | Error | Core Error |
| A field on the import must meet datatype, min/max size and/or specified format, see data element logic | Field must of specified datatype, format or size; error but continue processing to identify more errors | Error | Core Error |
| Student Local ID cannot exceed 15 characters | If Student's Local ID is greater than 15 characters, display Message | Warning | Student Local ID exceeds 15 character limit |
| Start Date must be within Start and End Date of calendar | Start Date must be greater than or equal to Calendar Start Date of the calendar as identified by Calendar Number on the import | Error | Enrollment start date must be between the enrollment start date and calendar end date |
| Start Status is required to import record | Start Status is Required | Error | Start Status must be specified for student with stateID (<State ID>) and localID (<Local>) who is reported to have a Start Date. |
| End Date must be within start date of enrollment on import and End Date of calendar | End Date must be AFTER the Start Date provided on the import and BEFORE OR EQUAL to the Calendar End Date of the calendar as identified by Calendar Number on the import | Error | Enrollment end date must be between the enrollment start date and calendar end date |
| End Status should be provided if End Date is populated | End Status must be NULL if End Date on Import is NULL | Error | End Status must be left blank when End Date is NOT reported. |
| End Status should NOT be provided if End Date is NOT populated | End Status is required if End Date on Import is NOT NULL | Error | End Status must be specified when End Date is reported |
| Enrollment End Status must be of valid value based on grade | Value in End Status CANNOT EQUAL 300, 310, 320, 330, OR 340 If Grade on Import EQUALS P1, PK, KH, KF, 01, 02, 03, 04, 05, OR 06 | Error | Enrollment End Status can not be 300, 310, 320, 330, or 340 for grades PK-06 |
| Dropout Reason is required if End Status and Grade is of valid value | Required if End Status on Import EQUALS 300, 310, 320, 330, OR 340 AND Grade on Import EQUALS 07, 08, 09, 10, 11, OR 12 | Error | Dropout Reason must be specified if End Status is 300, 310, 320, 330, or 340 |
| Dropout Reason must be NULL if End Date is not provided | Dropout Reason must be NULL if End Date on Import is NULL | Error | Dropout Reason must be left blank when End Date is blank |
| Dropout Reason must be populated when End Status is of valid value | Dropout Reason must be NULL if End Status on Import IS NOT EQUAL to 300, 310, 320, 330, OR 340 | Error | Dropout Reason must be blank if End Status is not 300, 310, 320, 330, or 340 |
| Diploma Date must NOT be provided when End Status is not Graduated | If End Status is NOT EQUAL to 400, Diploma Date must be NULL | Error | Diploma Date must be blank if End Status is not 400 |
Diploma Type must NOT be provided when End Status is not Graduated | If End Status is NOT EQUAL to 400, Diploma Type must be NULL | Error | Diploma Type must be blank if End Status is not 400 |
Diploma Period must NOT be provided when End Status is not Graduated | If End Status is NOT EQUAL to 400, Diploma Period must be NULL | Error | Diploma Period must be blank if End Status is not 400 |
| For End Status of Graduated, Diploma Date cannot be blank | If End Status EQUALS 400, Diploma Date must be NOT NULL | Error | Diploma Date must be specified if End Status is Graduated |
| For End Status of Graduated, Diploma Type cannot be blank | If End Status EQUALS 400, Diploma Type must be NOT NULL | Error | Diploma Type must be specified if End Status is Graduated |
| For End Status of Graduated, Diploma Period cannot be blank | If End Status EQUALS 400, Diploma Period must be NOT NULL | Error | Diploma Period must be specified if End Status is Graduated |
| A graduation record will NOT be created for students of 10th grade or higher if NO 9th grade enrollment record exists. | If the Grade in the import equals = 10, 11, 12, or any number less than 9, logic will update any existing Graduation record or if no Graduation record exists, no records are updated nor created. | Warning | Graduation details for the student will not be updated until a 9th grade enrollment or a graduation record for the student is created. |
| Graduation detail will not be updated for students less than 9th grade | If Grade on Import EQUALS < 9 AND Diploma Date AND/OR Diploma Type AND/OR Diploma Period on the Import are NOT EQUAL to NULL | Warning | The graduation detail provided on the import will not be updated for students of grades less than 9th |
| The Start Status must be an active type | If Start Status in Import is NOT active | Error | The start status provided in the import it NOT an active start status type |
| The End Status must be an active type | If End Status in Import is NOT active | Error | The end status provided in the import it NOT an active start status type |
| Military Connected Status is NULL | This warning appears if State Start Status in Import equals:
AND/OR If State End Status in Import equals
AND Military Connected Status is NULL The record still imports. | Warning | This student's enrollment Start and/or End Status indicates they have a military connection, Military Connected Status under the State Reporting fields on enrollment needs to be populated. |
