File Specifications
Files should follow the proper naming conventions and record definitions defined below:
- All files will be tab delimited with a header record.
- If a field is not required it can be left blank, but the proper number of tabs must be in each record.
- All dates within the file will be in the format MM/DD/YYYY.
- Times within the file will be displayed in military (24 hour) time HH:MM:SS such as 23:00:00 for 11:00pm.
File Name
Files must be named with the district number (maximum of 5 digits), underscore, date underscore and record type with the extension *.tsv. Forward slashes are not allowed in file names and should be left out.
Example:
District 10063 submitting a Student Demographics file on 12/01/2006 would name the file: 10063_12012006_SD.tsv
Header Record
The first line of all files will be the header record. This is required.
Name | Length | Code/Format | Description |
|---|---|---|---|
Record Type | 2 | “HD” | Always the value “HD” |
Date | 01 | MM/DD/YYYY | Date report was generated |
Time | 8 | HH:MM:SS | Time report was generated |
Version | 15 | “SD2.0” | Always the value “SD2.0” |
Example Record:
Header record submitted on December 1, 2006 at 11:00 pm:
HD 12/01/2006 23:00:00SD2.0
School Calendar
This record defines each School Calendar or track a school is running. There should be at least 1 record per school. There can be multiple records per school if the school has students receiving instruction on different days or for different durations. If the school has multiple calendars, each calendar must be given a distinct Calendar Number.
Element Name | Description | Location |
|---|---|---|
Record Type | Type of record being generated. Alphabetic, 2 characters | Data not stored |
District Number | State-assigned district identification number. Numeric, 5 digits | District Information > District Number District.number |
School Number | State-assigned school identification number. Numeric, 2 digits | School Information > State School Number School.number |
Year | The end year of the calendar (i.e. for 2024-2025 = 2025). Date field, 4 characters (YYYY) | Calendar Information > End Date Calendar.endYear |
Calendar Number | Number assigned to the calendar. Needs to match calendar number in associated SD-Extract-School Calendar file. Numeric, 3 digits | Calendar Information > Number Calendar.number |
Student Day | The number of minutes of instruction in the typical student day. Numeric, 3 digits | Calendar Information > Student Day |
4 Day School Week | Indicates a 4 Day School Week. Alphanumeric, 1 character (Y or N) | Calendar Information > Alternative Code |
Example Records:
An elementary school (0120) grades 1 through 6 that attend 360 minutes of instruction per day and has half-day Kindergarten that attends 180 minutes of instruction per day and starts on a different date then the other grades.
SS 63 2007 1 360 Y
SS 63 120 2007 2 180 Y
School Days
This record defines when a school is open and when it provides instruction to students. There should be 1 record per date per School Calendar record within the date range that the school is open.
Element Name | Description | Location |
|---|---|---|
Record Type | Type of record being generated. In this case, always a value of "DY". Alphabetic, 2 characters | Data not stored |
District Number | State-assigned district identification number. Numeric, 5 digits | District Information > District Number District.number |
School Number | State assigned school identification number. Numeric, 2 digits | District Information > State School Number School.number |
Year | The end year of the calendar (i.e. for 2024-2025 = 2025). Date field, 4 characters (YYYY) | Calendar Information > End Year Calendar.endYear |
Calendar Number | Number assigned to the calendar. Needs to match calendar number in associated SD-Extract-School Calendar file. Numeric, 3 digits | Calendar Information > Number Calendar.number |
Date | A day record for each day in the calendar Date field, 10 characters (MM/DD/YYYY) | Day Setup > Date Day.date |
Instructional Day | Indicates whether instruction was given to students on this date. Alphanumeric, 2 characters (Y or N) | Day Setup > Instruction Day.instruction |
School Day | Indicates if the school was open on this date (i.e. teacher in-service day will have Instruction = N and School Day = Y). Alphanumeric, 2 characters (Y or N) | Day Setup > School Day Day.schoolDay |
Attendance Day | Indicates if there is attendance for this day. Alphanumeric, 2 characters (Y or N) | Day Setup > Attendance Day.attendance |
Day Duration | Number of minutes of instruction offered on this day. Numeric, 3 digits | Day Setup > Duration Day.duration |
Example Records:
The week of April 22, 2007 to April 28, 2007 has instruction starting Monday and continuing through Thursday, with a teacher in-service day on Friday; its records would look like:
DY 63 2007 1 04/22/2007 N N N 0
DY 63 2007 1 04/23/2007 Y Y Y 360
DY 63 120 2007 1 04/24/2007 Y Y Y 360
DY 63 120 2007 1 04/25/2007Y Y Y 360
DY 63 120 2007 1 04/26/2007 Y Y Y 360
DY 63 120 2007 1 04/27/2007 N Y N 0
DY 63 120 2007 1 04/28/2007 N N N 0
Student Demographic
This record format contains basic student demographics fields. Typically there should be one record per student.
The exception for this is when a student’s name or identifying information changes while at a district.
The state needs to maintain a history of all name changes for students, and the effective date controls when this name was used.
Element Name | Description | Location |
|---|---|---|
Record Type | The type of record being generated. In this case, always the value of "SD" for student demographics. Alphabetic, 2 characters | Data not stored |
District Number | State-assigned district identification number. Numeric, 5 digits | District Information > District Number District.number |
State ID | State identification number assigned to students. New students are given this number at the State Edition level, but for existing students it should be included to prevent duplication. Numeric, 9 digits | Demographics > Person Identifiers > Student State ID Person.studentNumber |
Last Name | Student's legal last name Alphanumeric, 40 characters | Demographics > Last Name Identity.lastName |
First Name | Student's legal first name Alphanumeric, 35 characters | Demographics > First Name Identity.firstName |
Middle Name | Student's legal middle name. Alphanumeric, 20 characters | Demographics > Middle Name Identity.middleName |
Suffix | Suffix attached to student's legal name. Accepts Jr. and SR. with or without punctuation. Alphanumeric, 3 characters | Demographics > Suffix Identity.suffix |
Gender | Student's gender Alphabetic, 1 character (M or F) | Demographics > Gender Identity.gender |
Birth Date | Student's date of birth Date field, 10 characters (MM/DD/YYYY) | Demographics > Birth Date Identity.birthDate |
Race Determination | Code indicating how student race was determined.
Numeric, 2 digits | Demographics > Race Determination Identity.raceEthnicityDetermination |
Hispanic Indicator | Indicates if student is Hispanic/Latino. Numeric, 1 digits | Demographics > Race/Ethnicity > Is the individual Hispanic/Latino? Identity.hispanicEthnicity |
American Indian or Alaska Native | Indicates if student is American Indian or Alaska native. Alphanumeric, 1 digit (Y or N) | Demographics > Race/Ethnicity > American Indian or Alaska Native Identity.raceEthnicity |
Asian | Indicates if student is Asian Alphanumeric, 1 digit (Y or N) | Demographics > Race/Ethnicity > Asian Identity.raceEthnicity |
Black or African American | Indicates if student is Black or African American Alphanumeric, 1 digit (Y or N) | Demographics > Race/Ethnicity > Black or African American Identity.raceEthnicity |
Native Hawaiian or Other Pacific Islander | Indicates if student is Native Hawaiian or Other Pacific Islander. Alphanumeric, 1 digit (Y or N) | Demographics > Race/Ethnicity >Native Hawaiian or Other Pacific Islander Identity.raceEthnicity |
White | Indicates if student is White Alphanumeric, 1 digit (Y or N) | Demographics > Race/Ethnicity > White Identity.raceEthnicity |
Example Records:
A student record for Joe Smith,
SD 63 Smith Joe Alan II M 03/01/1997 05
Common errors:
- Gender or Race/Ethnicity left blank (data is required for these fields)
- Field names included in file (please remove all field names, such as legal entity number, gender, race/ethnicity, etc.).
- Date Fields must be in a MM/DD/YYYY format (e.g. 03/07/1999).
- Fields with no information still require a tab.
Enrollment
This record contains information for the student enrollment. Typically there should be one record per student enrollment. For your file name, the record type is EN.
Name | Description | Location |
|---|---|---|
District Number | State-assigned district identification number. Number, 5 digits | District Information > District Number District.number |
School Number | State-assigned school identification number. Number, 2 digits | School Information > State School Number School.number |
Calendar Number | Number assigned to the calendar. Needs to match calendar number in associated SD-Extract-School Calendar file. Number, 3 digits | Calendar Information > Number Calendar.number |
First Name | Student's legal first name Alphanumeric, 35 characters | Demographics > First Name Identity.firstName |
Middle Name | Student's legal middle name Alphanumeric, 20 characters | Demographics > Middle Name Identity.middleName |
Last Name | Student's legal last name Alphanumeric, 40 characters | Demographics > Last Name Identity.lastName |
Birthdate | Student's date of birth Date field, 10 characters (MM/DD/YYYY) | Demographics > Birth Date Identity.birthdate |
Gender | Student's gender Alphanumeric, 1 character (M or F) | Demographics > Gender Identity.gender |
Race Determination | Code indicating how student race was determined.
Numeric, 2 digits | Demographics > Race Determination Identity.raceEthnicityDetermination |
Hispanic Indicator | Indicates if student is Hispanic/Latino. Numeric, 1 digit | Demographics > Race/Ethnicity > Is the individual Hispanic/Latino? Identity.hispanicEthinicity |
American Indian or Alaska Native | Indicates if student is American Indian or Alaska native. Numeric, 1 digit | Census > People > Demographics > Race/Ethnicity > American Indian or Alaska Native Identity.raceEthnicity |
Asian | Indicates if student is Asian. Numeric, 1 digit | Census > People > Demographics > Race/Ethnicity > Asian Identity.raceEthnicity |
Black or African American | Indicates if student is Black or African American. Numeric, 1 digit | Census > People > Demographics > Race/Ethnicity > Black or African American Identity.raceEthnicity |
Native Hawaiian or Other Pacific Islander | Indicates if student is Native Hawaiian or Other Pacific Islander. Numeric, 1 digit | Census > People > Demographics > Race/Ethnicity >Native Hawaiian or Other Pacific Islander Identity.raceEthnicity |
White | Indicates if student is White. Numeric, 1 digit | Census > People > Demographics > Race/Ethnicity > White Identity.raceEthnicity |
State ID Number | Student's state ID number Numeric, 9 digits | Demographics > Person Identifiers > Student State ID Identity.studentNumber |
Social Security Number | Student's social security number. Numeric, 9 digits | Demographics > Social Security Number identity.ssn |
Grade Level | Student grade level Alphanumeric, 2 characters | Enrollment > Grade Enrollment.grade |
Resident District Number | The identification number of the district in which the student resides. Numeric, 5 digits | Enrollments > State Reporting Fields > Resident District Enrollment.residentDistrict |
Attending District Number | The identification number of the district in which the student attends school. Numeric, 5 digits | Enrollments > State Reporting Fields > Serving (Attending) District Enrollment.servingDistrict |
Enrollment Start Date | The day student enrollment began. Date field, 10 characters (MM/DD/YYYY) | Enrollments > Start Date Enrollment.startDate |
Enrollment End Date | The day student enrollment ended. Date field, 10 characters (MM/DD/YYYY) | Enrollments > End Date Enrollment.endDate |
Service Type | Indicates type of service student is receiving. | Enrollments > Service Type Enrollment.serviceType |
Percent Enrolled | Percentage of time student was enrolled in the service, between 0 and 100. Numeric, 3 digits | Enrollments > Percent Enrolled Enrollment.percentEnrolled |
End Status | Reason student enrollment was ended. If Enrollment End Date is supplied, an End Status must be entered.
| Enrollments > End Status Enrollment.endStatus |
County Number | State defined county number or code. Numeric, 2 digits | Enrollments > County County.number |
Enrollment Status | Status of the student's enrollment. If Resident District and Attending District are not the same, an Enrollment Status must be selected.
| Enrollments > State Reporting Fields > Enrollment Status enrollmentSD.enrollmentStatus |
LEP | Indicates student is participating in LEP programming. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > LEP Status Enrollment.lep |
Primary Language | Primary language the student speaks. If LEP = Y, Primary Language must not be empty. Alphanumeric, 2 characters | Enrollments > State Reporting Fields > Primary Language Enrollment.language |
Special Ed Category | Code indicating category into which student's special education program participation fits. If Special Ed Category is entered, Special Ed Start Date must not be empty.
| Enrollments > Special Ed Fields > Special Ed Category Enrollment.specialEdSetting |
Occupational Therapy Hours | Number of hours student participated in occupational therapy. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Occupational Therapy Hours CustomEnrollment |
Physical Therapy Hours | Number of hours student participated in physical therapy. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Physical Therapy Hours CustomEnrollment |
Psychological Therapy Hours | Number of hours student participated in psychological therapy. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Psychological Therapy Hours CustomEnrollment |
Counseling Hours | Number of hours student participated in counseling services. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Counseling Services Hours CustomEnrollment |
Social Work Hours | Number of hours student participated in social work services. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Social Work Services Hours CustomEnrollment |
Audiological Therapy Hours | Number of hours student participated in audiological services. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Audiological Services Hours CustomEnrollment |
Recreational Therapy Hours | Number of hours student participated in recreational therapy. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Recreational Therapy Hours CustomEnrollment |
School Health Hours | Number of hours student participated in school health services. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > School Health Services Hours CustomEnrollment |
Speech Therapy Hours | Number of hours student participated in speech/language therapy. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Speech/Language Therapy Hours CustomEnrollment |
SPED Transportation | Indicates whether student is receiving transportation assistance. Alphabetic, 1 character (Y or N) | Enrollments > Special Ed Fields >Transportation CustomEnrollment |
Other Service Hours | Number of hours student participated in other services. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Other Service Hours CustomEnrollment |
SPED Assistive Technology | Indicates whether student is receiving assistive technology services. Alphabetic, 1 character (Y or N) | Enrollments > Special Ed Fields > Assisstive Technology CustomEnrollment |
Orientation Mobility Hours | Number of hours student participated in orientation mobility therapy. Round to 3 decimals. Decimal, 6 digits | Enrollments > Special Ed Fields > Orientation Mobility Hours CustomEnrollment |
Special Ed Program | Code indicating the type of special education program in which the student is participating. If Special Ed Program is entered, SPED Start Date must not be empty.
| Enrollments > Special Ed Fields > Special Ed Program Enrollment.specialEdStatus |
Primary Disability | Student's primary disability. If Primary Disability is entered, SPED Start Date must not be empty.
| Enrollments > Special Ed Fields > Primary Disability Enrollment.disability1 |
Multiple Disability 1 | Student's disability in addition to Primary Disability. | Enrollments > Special Ed Fields > Multiple Disability 1 Enrollment.disability2 |
Multiple Disability 2 | Student's disability in addition to Primary Disability.
| Student Information > General > Enrollments > Special Ed Fields > Multiple Disability 2 Enrollment.disability3 |
Multiple Disability 3 | Student's disability in addition to Primary Disability.
| Student Information > General > Enrollments > Special Ed Fields > Multiple Disability 3 Enrollment.disability4 |
Multiple Disability 4 | Student's disability in addition to Primary Disability.
| Student Information > General > Enrollments > Special Ed Fields > Multiple Disability 4 Enrollment.disability5 |
Multiple Disability 5 | Student's disability in addition to Primary Disability.
| Student Information > General > Enrollments > Special Ed Fields > Multiple Disability 5 Enrollment.disability6 |
SPED Start Date | Beginning date of Special Education program participation. Date field, 10 characters (MM/DD/YYYY) | Enrollments > Special Ed Fields > Effective Date Enrollment.spedStartDate |
SPED End Date | Ending date of Special Education program participation. Date field, 10 characters (MM/DD/YYYY) | Enrollments > Special Ed Fields > End Date Enrollment.spedExitDate |
SPED Exit Code | Exit code attached to the ending of the student's special education participation.
| Enrollments > Special Ed Fields > Exit Code Enrollment.spedExitReason |
Days Absent | Number of days student was absent. Decimal, 8 digits | Enrollments > State Reporting Fields > Absent Days |
Title 1 Status | Indicates whether student is participating in title 1 services. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > Title 1 Enrollment.title1 |
Citizenship | Code indicating student's citizenship status. | Enrollments > State Reporting Fields > Citizenship Enrollment.citizenship |
Transportation | Indication of whether and if so, how, transportation assistance is provided to the student.
| Enrollments > State Reporting Fields > Transportation Category Enrollment.transportation |
Homeless | Indicates student's homeless status. If student was homeless at any point during the school year, field should remain populated even if student is no longer homeless.
| Enrollments > State Reporting Fields > Homeless Status Enrollment.homeless |
Title 1 Math | Indicates student's participation in Title 1 Math program. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > Title 1 Math EnrollmentSD.title1Math |
Title 1 Reading | Indicates student's participation in Title 1 Reading program. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > Title 1 Reading EnrollmentSD.title1Reading |
Title 1 Science | Indicates student's participation in Title 1 Science program. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > Title 1 Science EnrollmentSD.title1Science |
Title 1 Social Science | Indicates student's participation in Title 1 Social Science program. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > Title 1 Social Science EnrollmentSD.title1SocialScience |
Title 1 Vocational | Indicates student's participation in Title 1 Vocational program. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > Title 1 Vocational EnrollmentSD.title1Vocational |
Title 1 Health | Indicates student's participation in Title 1 Health program. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > Title 1 Health/ Dental/Eye Care EnrollmentSD.title1Health |
Title 1 Guidance | Indicates student's participation in Title 1 Guidance program. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > Title 1 Supporting Guidance EnrollmentSD.title1Guidance |
First Year In Country | Indicates that this enrollment represents the student's first year in the country. Alphabetic, 1 character (Y or N) | Enrollments > State Reporting Fields > First Year in Country EnrollmentSD.firstYearInCountry |
Year | The end year of the enrollment (i.e. for SY2024-2025 = 2025). Date field, 4 characters (YYYY) | Calendar Information > End Year Calendar.endYear |
Example:
A student record for Kelsey Kramer.
12345 12 123 Kelsey Ann Kramer 10/11/1991 F WH
123456789 223456789 F 10 22345 32345 08/26/2006 P 100 12 T N N N 2.5 N 1 1 D N N N N N N N N 2007
