Individual Student Enrollment System

CSV Interface Specification

Individual Student

Enrollment System

CSV Interface Specification for the

2015-16 Year End (YE) Collection

Version 12.2

June 30, 2016

Wisconsin Department of Public Instruction

Table of Contents

1 Introduction 3

1.1 Purpose 3

1.2 How This Document Is Organized 3

1.3 Definitions 3

2 ISES Data Exchange Description 4

2.1 Overview of Comma Separated Value (CSV) 4

2.2 File Flow 4

2.3 ISES – Third Friday of September Collection Data Files 4

2.3.1 Student Load File 4

2.3.1.1 Student Load Filename Format 4

2.3.2 ISES Load Results Report 4

2.3.2.1 ISES Load Result Report Filename Format 4

2.3.3 ISES Load Failure File 5

2.3.3.1 ISES Load Failure Filename Format 5

2.3.4. ISES Student Status File 5

2.3.4.1 ISES Student Status Filename Format 5

2.3.4.2 ISES Student Status File Type Codes: 5

2.3.5 ISES Baseline Download File 5

2.3.5.1 ISES Baseline Download Filename Format 5

2.3.5.2 ISES Baseline Download File Type Codes: 6

2.3.6 Backup Student File 6

2.3.6.1 Backup Student Filename Format 6

A. Data Element Definitions 7

A.1 Date Formats 9

A.1.1 Date Format 9

A.1.2 Date Time Group Format 9

A.2 File Sequence Number 9

A.3 Criteria for Matching ISES to WSLS 9

A.4 Uniqueness Criteria 9

B. File Definitions Appendix 10

B.1 File Header Definition 10

B.2 ISES Student Load File and Baseline Download File Definition 11

B.3 ISES Load Failure File Definition 21

B.4 ISES Load Result Report 22

B.5 ISES Student Status File Definition 24

C. Additional Third Friday of September Data Validations 28

D. Code Tables 29

D.1 Collection Type 29

D.2 Record Type 29

D.3 Count Date Status 29

D.4 Economically Disadvantaged Status 29

D.5 English Language Proficiency Code 29

D.6 Exit Type 29

D.7 Gender Code 30

D.8 Grade Level Placement 30

D.9 High School Completion Credential 30

D.10 Payer 30

D.11 Primary and Secondary Disability 30

D.12 Race Code 31

D.13 Race Key. 31

D.14 Reason Out of District 31

D.15 Third Party 31

D.16 WSAS Test Status 31

D.17 Program Schedule 31

D.18 Expected Transfer Response 32

D.19 Educational Environment Classification 32

Ages 3-5: Attends a Regular Early Childhood Program 32

Ages 3-5: Does not attend a Regular Early Childhood Program 32

Ages 6-21: Attends a Regular School 50% or more of Time 32

Ages 6-21: Attends Other Facilities 32

D.20 Native Language 32

D.21 Possible Full Term Dropout 32

D.22 Years in US Schools 33

D.23 ELL Served 33

E. Special Character Entity References for XML 34

1  Introduction

The primary goal of the Individual Student Enrollment System (ISES) Third Friday of September Collection is to allow the public school and/or district staff to report individual student information via on-line entry and/or batch processing. These individual records are anonymous and kept unique by a state assigned student WSN identifier. The WSN allows for longitudinal study of student success without disclosing individual student identity. Data is transmitted from the Student Information System (SIS) into the ISES. An encryption process using Hypertext Transfer Protocol Secure (HTTPS) and Secure Socket Layer (SSL) technology is used for these transmissions.

A process has been established which enables schools and/or districts to upload student data into the ISES. Schools and/or districts are required to report data on two sets of students, as reported in the Wisconsin Student Locator System: students who enrolled at any point during the prior school year and students currently enrolled. Limited validations are run at the time of file upload. Once the school submits an error free file, all of the students for the school are stored in the ISES database. More complex validations are performed within the ISES – Third Friday of September web application during the “Validate” process.

An option is available to have the ISES – Third Friday of September Collection create student data based on data from DPI databases. This student data can either be downloaded or updated in the ISES web application.

1.1  Purpose

The purpose of this Interface Specification is to provide the information necessary to transfer data from a Student Information System to the Individual Student Enrollment System– Third Friday of September Collection and to provide a guide to working with CSV files used by the ISES.

1.2  How This Document Is Organized

The remainder of this document is divided into two sections plus appendices, designed to answer a wide range of questions involving the operational considerations, and the technical requirements for implementing the Student Information System interface with the ISES – Third Friday of September Collection.

·  Section 2 provides an introduction to the electronic form of ISES data exchange documents (file sets).

·  Appendix A contains the definitions of the data elements.

·  Appendix B contains the definitions of the CSV formatted ISES files.

·  Appendix C contains the definitions for Additional ISES Data Validations

·  Appendix D contains the code tables to validate the student files.

1.3  Definitions

This table provides a brief introduction to a variety of terms and acronyms that are used in this Interface Specification.

Term / Description /
CSV / Comma Separated Value, a flexible way to create information formats and share both the format and the data on the World Wide Web, intranets, and elsewhere.
Data Element / A singular piece of data in a data exchange.
DPI / Wisconsin Department of Public Instruction
ISES / Individual Student Enrollment System
SIS / Student Information System located at the district or school.
File / A standard format ISES data exchange file.
WSLS / Wisconsin Student Locator System
WSN / Wisconsin Student Number

Table 11 Definition of Terms

2  ISES Data Exchange Description

2.1  Overview of Comma Separated Value (CSV)

The ISES has selected the Comma Separated Value (CSV) as one of the underlying formats for the data exchange with the Student Information Systems packages. A CSV file contains the values in a table as a series of ASCII text lines organized such that each column value is separated by a comma from the next column's value and each row (or each new line) starts a new record. It is strongly encouraged that all fields are enclosed in double quotes. For example,

"DOE","JANE","10-21-2007"

A valid file set contains four to several rows of data. Each row of data contains several data fields, which are separated by commas. The first field of every row indicates the header type for the row. The ISES accepts four distinct header types, 01 - Header record, 02 - School record, 03 - Student Detail records, and 04 – End of Transaction. Refer to Appendix B for example of each transaction.

2.2  File Flow

For each Load File received from a Student Information System by the ISES a file result is returned. The file result identifies the status of the Load, Success or Failure, and any errors found when processing the file.

2.3  ISES – Third Friday of September Collection Data Files

The subsections that follow provide a brief description of the ISES – Third Friday of September data files. The specific structure of each file is defined in Appendix B.

2.3.1 Student Load File

The Student file is used to transmit student data from Student Information Systems to the ISES.

2.3.1.1 Student Load Filename Format

Name: <SendTag>_<DistrictCode>_<SchoolCode>_<MMDDYYYY>_<Type>_<SeqNumber>.csv

Size: <1> <4> <4> <8> <3> <5>

Example: S_0130_0000_10212007_ISL_00002.csv

This is the Student Load File for District 0130. It is a district level file and may contain multiple schools in the district, thus the school code is represented as “0000” (If the file was for one school, then the school code would be used here). This file was generated on October 21, 2007 by the Student Information Systems. The ISL type stands for Individual Student Load. It was the 2nd file generated for the current school year. This file may contain 3rd Friday of September or Year End student data. Refer to Appendix B.2 for additional information about this file.

2.3.2 ISES Load Results Report

An ISES Load Results Report is generated for each file received and processed by the ISES – Third Friday of September Collection. If the file status is not SUCCESS, then an ISES Load Results Report is returned with an identification of the error. SUCCESS indicates that the file uploaded successfully, it does not reflect the result of the validation process required before data is locked in the ISES – Third Friday of September web application.

2.3.2.1 ISES Load Result Report Filename Format

Name: <ReportTag>_<DistrictCode>_<SchoolCode>_<MMDDYYYY>_<Type>_<SeqNumber>.html

Size: <1> <4> <4> <8> <3> <5>

Example: R_0130_0000_10212007_ISL_00002.html

This is the Student Load Results Report that corresponds to the Send file S_0130_0000_10212007_ISL_00002.csv. The ISL type stands for Individual Student Load. Refer to Appendix B.4 for additional information about this report.

2.3.3 ISES Load Failure File

An ISES Load Failure File will only be generated by the Individual Student Enrollment System if the Student Load File fails to process successfully. This file can be used by districts and schools to determine which records violated file upload business rules and the reason for the error.

2.3.3.1 ISES Load Failure Filename Format

Name: < SendTag>_<DistrictCode>_<SchoolCode>_<MMDDYYYY>_<Type>_<SeqNumber>.csv

Size: <1> <4> <4> <8> <3> <5>

Example: S_0130_0001_10212007_ILF_00002.csv

This is the ISES Load Failure File for District 0130, for School 0001 in the district. It was generated from processing the transaction S_0130_0001_10212007_ISL_00002.csv. The type ILF stands for ISES Load Failure. This is a file that will be generated by the ISES and can be used by the Student Information System to upload the results from their ISES Student Load file. Refer to Appendix B.3 for additional information about this file.

2.3.4. ISES Student Status File

The ISES student status file can be requested from the File Download Request page and is a snapshot of the current ISES database. This file contains all the Third Friday of September data in the ISES database including fields populated from WSLS data, calculated fields and validation status information. The filename will vary slightly depending on what criteria was selected for download.

2.3.4.1 ISES Student Status Filename Format

Name: <SendTag>_<DistrictCode>_<SchoolCode>_<MMDDYYYY>_<Type>_<SeqNumber>.csv

Size: <1> <4> <4> <8> <3> <5>

2.3.4.2 ISES Student Status File Type Codes:

Three different Type Codes are used for ISES Student Status file to reflect the criteria used when making a download request.

Type Code / File Description
ISA / ISES Student Status file with all record types
ISY / ISES Student Status File with Year-End Records
ISC / ISES Student Status Files with Count-Date Records

Example: S_0130_0001_10212007_ISA_00002.csv

This is the ISES Student Status File with all record types for District 0130, for School 0001 in the district. It was generated by a request in the ISES web application on Oct 21, 2007. The type ISA stands for ISES Status All Students File. This is a file that will be generated by the ISES and can be used by the Student Information System to upload the results from their ISES Student file. Refer to Appendix B.5 for additional information about this file.

2.3.5 ISES Baseline Download File

The ISES Baseline file can be requested from the File Download Request screen in the ISES web. This file is the same file format as the Student Load file and can be used to create a Student Load File. The filename will vary slightly depending on what criteria was selected for download.

2.3.5.1 ISES Baseline Download Filename Format

Name: <SendTag>_<DistrictCode>_<SchoolCode>_<MMDDYYYY>_<Type>_<SeqNumber>.csv

Size: <1> <4> <4> <8> <3> <5>

2.3.5.2 ISES Baseline Download File Type Codes:

Three different Type Codes are used for ISES Student Status file to reflect the criteria used when making a download request.

Type Code / File Description
IBA / ISES Baseline Download File with all record types
IBY / ISES Baseline Download File with Year-End Records
IBC / ISES Baseline Download File with Count-Date Records

Example: S_0130_0000_10212007_IBY_00003.csv

This is the ISES Baseline File with all record types for District 0130. It is a district level file and may contain multiple schools in the district, thus the school code is represented as “0000” (If the file was for one school, then the school code would be used here). It was generated by request in the ISES web application on Oct 21, 2007. The type IBY stands for ISES Baseline of Year-End Students. This is a file that will be generated by the ISES and can be used by the Student Information System to upload data from the ISES. Refer to Appendix B.2 for additional information about this file.

2.3.6 Backup Student File

The backup student file is automatically generated following each successful Student Load File and Create Student Records process. This file contains all student records replaced by the load or create process.

2.3.6.1 Backup Student Filename Format

Name: <SendTag>_<DistrictCode>_<SchoolCode>_<MMDDYYYY>_<Type>_<SeqNumber>.csv

Size: <1> <4> <4> <8> <3> <5>

Example: B_0130_0000_10212007_FUB_00002.csv

This is the backup file associated with the Student Load File S_0130_0000_10212007_FUB_00002.csv. The FUB type stands for File Upload Backup. The backup associated with an Create Student Records process will contain the CSR type. Refer to Appendix B.2 for additional information about this file.

A.  Data Element Definitions

Files are comprised of data segments, which are groups of data elements. This section defines the ISES data elements. They are presented in alphabetic order, below. The data types of the data elements are all ASCII text, and are further defined in the table as:

A (alphanumeric)

N (numeric)

D (date)

DT (date time).

NOTE: Sizes are exact and fixed. Most numbers should have leading zeroes if they do not fill the full size for the named field (e.g. the month of May should be represented as 05 and NOT 5). If the file contains more than one school, then the school code value must equal “0000”.

For more information about data elements included in the ISES, see http://lbstat.dpi.wi.gov/lbstat_eseamap#data and http://lbstat.dpi.wi.gov/lbstat_isesprepar.

Data Element Name / Description / Data Type / Size (bytes) / Value/Format /
ActualAttendanceDays / Actual Attendance Days / N / 4,1