Individual Student Enrollment System

CSV Interface Specification for the Discipline Collection

Individual Student

Enrollment System

CSV Interface Specification for the

Discipline Collection

Version 9

August 11th, 2015

No changes from Version 8.

Wisconsin Department of Public Instruction

Table of Contents

1Introduction......

1.1Purpose

1.2How This Document Is Organized

1.3Definitions

2ISES – Discipline Collection Data Exchange Description......

2.1Overview of Comma Separated Value (CSV)

2.2File Flow

2.3Discipline Collection- Data Files

2.3.1 Discipline Load File......

2.3.1.1 Discipline Load Filename Format......

2.3.2 Load Results Report......

2.3.2.1 Load Result Report Filename Format......

2.3.3 Load Failure File......

2.3.3.1 Load Failure Filename Format......

2.3.4. Discipline Status File......

2.3.4.1 Discipline Status Filename Format......

2.3.5 Discipline Baseline Download File......

2.3.5.1 Discipline Baseline Download Filename Format......

A.Data Element Definitions

A.1Date Formats

A.1.1 Date Format

A.1.2 Date Time Group Format

A.2Sequence Number

A.3Criteria for Matching ISES to WSLS

A.4Uniqueness Criteria

B.File Definitions

B.1File Header Definition

B.2Discipline Load File and Baseline Download File Definition

B.3Discipline Load Failure File Definition

B.4Discipline Load Result Report

B.5Discipline Status File Definition

C.Additional Discipline Collection Data Validations

D.Code Tables

D.1English Language Proficiency Code

D.2Discipline Incident Type

D.3Gender Code

D.4Grade Level Placement

D.5Primary Disability

D.6Race Code

D.7Race Key

D.8Discipline Removal Type

D.9Modified Term

E.Special Character Entity References for XML

1Introduction

The primary goal of the Individual Student Enrollment System (ISES)– Discipline Collection project is to allow the public school and/or district staff to report individual student discipline information via on-line entry and/or batch processing. These individual records will be anonymous and kept unique by a state assigned student WSN identifier. Data will be 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 will be used for these transmissions.

A process has been established which enables schools and/or districts to upload discipline data into the ISES – Discipline Collection. Schools and or districts are required to report data on suspensions, expulsions, and other removals of individual students. Limited validations will be run at the time of file upload. Once the school submits an error free file, all of the students for the school will be stored in the ISES – Discipline Collection database. More complex validations will be performed within the ISES – Discipline Collection web application during the “Validate” Process.

1.1Purpose

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 – Discipline Collection.

1.2How 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 – Discipline Collection.

  • Section 2 provides an introduction to the electronic form of data exchange.
  • Appendix A contains the definitions of the data elements.
  • Appendix B contains the definitions of the CSV formatted files.
  • Appendix C contains the definitions for additional data validations
  • Appendix D contains the code tables to validate the student files.

1.3Definitions

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

Term / Description
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.
WSLS / Wisconsin Student Locator System
WSN / Wisconsin Student Number
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.

Table 11 Definition of Terms

2ISES – Discipline Collection Data Exchange Description

2.1Overview 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 System 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","10-01-2003"

A valid file contains three 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 distinct header types depending on the file type, for example the ISES – Discipline Load File has 5 header types, 01 - Header record, 02 - School record, 03 - Incident Detail records, 04 – Removal Detail records and 05 - Trailer record. These header types tell the ISES what type of data and in what format to expect to find the data in the row.

2.2File Flow

For each LoadFile 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.

2.3Discipline Collection- Data Files

The subsections that follow provide a brief description of the Discipline Collection – Data files. The specific structure of each file is defined in Appendix B.

2.3.1 DisciplineLoad File

The Discipline Load File is used to transmit discipline data from the schools.

2.3.1.1 Discipline Load Filename Format

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

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

Example:S_0130_0000_08012007_IDL_00002.csv

This is the Discipline 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 August 01, 2007, by the Student Information System. The IDL type stands for ISES Discipline Load. It was the 2nd file generated for the current school year. Refer to Appendix B.2 for additional information about this file.

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 then one school, then the school code value must equal “0000”.

2.3.2 Load Results Report

A Load Results Report is generated for each file received and processed by the Discipline Collection. If the file status is not SUCCESS, then a 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 Discipline Collection web application.

2.3.2.1 Load Result Report Filename Format

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

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

Example:R_0130_0000_08012007_IDL_00002.html

This is the Load Results Report that corresponds to the Send file S_0130_0000_08012007_IDL_00002.csv. The IDL type stands for ISES Discipline Load. Refer to Appendix B.4 for additional information about this report.

2.3.3 Load Failure File

A Load Failure File will only be generated by the Individual Student Enrollment System if the 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 Load Failure Filename Format

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

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

Example:S_0130_0001_08202007_DLF_00002.csv

This is Load Failure File for District 0130, for School 0001 in the district. It was generated from processing the transaction S_0130_0001_08202007_ISL_00002.csv. The type DLF stands for Discipline Load Failure. This is a file that will be generated by the Discipline Collection and can be used by the Student Information System to upload the results from their Discipline Collection Student Load file. Refer to Appendix B.3 for additional information about this file.

2.3.4. Discipline Status File

The DisciplineStatus File can be requested from the File Download Request screen and is a snapshot of the current Discipline Collection database. This file contains all the data in the Discipline Collection 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 Discipline Status Filename Format

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

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

Example:S_0130_0001_08202007_ISD_00002.csv

This is the Discipline Status File with all record types for District 0130, for School 0001 in the district. It was generated by request in the Discipline Collection web application on August 20, 2007. The type ISD stands for ISES Status File for the Discipline Collection. Refer to Appendix B.4 for additional information about this file

2.3.5 Discipline Baseline Download File

The Discipline Baseline file can be requested from the File Download Request screen. This file is the same file format as the ISES Discipline Load File. .

2.3.5.1 Discipline Baseline Download Filename Format

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

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

Example:S_0130_0000_08202007_IBD_00003.csv

This is the Discipline Student Baseline File with all records 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 Discipline Collection web application on August 20, 2007. The type IBD stands for ISES Baseline file for the Discipline Collection. Refer to Appendix B.2 for additional information about this file.


  1. Data Element Definitions

Files are comprised of data segments, which are groups of data elements. This section defines the Discipline Collection 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), or DT (date time). For more information about data elements included in the Discipline Collection, see and

Data Element Name / Description / Data Type / Size (bytes) / Value/Format
BirthDate / Student date of birth / D / 10 / See Appendix A.1
Collection / Collection Type / A / 3 / ‘YED’
DateTimeGroup / Date and Time this file was created / D / 24 / See Appendix A.1
DaysRemovedCurrentTerm / Number of school days removed this term / N / 3
DistrictAccountable / District accountable for student performance and progress (e.g FAPE) / A / 4
DistrictCode / District submitting students’ data This is the district that provides / supervises the students’ primary PK-12 educational services / A / 4
EarlyReinstatementConditions / Early Reinstatement Conditions for Expulsion / A / 1 / “Y” or “N”
EnglishProfCode / English Language Proficiency Classification / A / 1 / See Appendix D.1
EnrollmentDate / Student enrollment date / D / 10 / See Appendix A.1
ExpulsionReturnYear / Expulsion Period Return Year / A / 4 / “YYYY” format
IncidentDate / Date incident occurred / D / 10 / See Appendix A.1
IncidentID / Incident Unique Identifier / A / 16
IncidentTypePrimary / Discipline Incident Type / A / 2 / See Appendix D.2
IncidentTypeSecondary / Discipline Incident Type / A / 2 / See Appendix D.2
GenderCode / Student Gender / A / 1 / See Appendix D.3
Grade / Grade Level Placement / A / 2 / See Appendix D.4
MaxAgeYear / Year during which student reached the maximum age to be counted for enrollment / A / 4 / “YYYY” format
ModifiedTerm / Modified Mandatory Term indicator / A / 1 / See Appendix D.9
PrimaryDisability / Primary Disability for IDEA eligible students / A / 3 / See Appendix D.5
RaceCode / Replaced by Race Key for the fall 2010 collection / A / 1 / See Appendix D.6
RaceKey / Student race/ethnicity / A / 4 / See Appendix D.7
ReasonCode / Cross Reference Number of Informational, Warning or Error Message associated with record / A / 3
RecordType / Record Type / A / 3 / ‘D’
RemovalID / Removal Type Unique Identifier / A / 16
RemovalType / Discipline Removal Type / A / 2 / See Appendix D.8
RemovalStartDate / Removal Period Start Date / D / 10 / See Appendix A.1
ReturnToSchool / Return to School after Expulsion / A / 1 / “Y” or “N”
SchoolAccountable / School in district accountable for student performance and progress (e.g FAPE) / A / 4
SchoolCode / School within the district submitting the ISES students’ data that provides/supervises the students’ primary PK-12 educational services / A / 4
SeriousBodilyInjury / Serious Bodily Injury Indicator for IAES removals by School Personnel / A / 1 / “Y” or “N”
SeqNum / Sequence Number for this file / A / 5 / NNNNN is a 5 digit sequence number
ServicesProvided / Services Provided during school term of expulsion / A / 1 / “Y” or “N”
Status / Status Message in Load Failure File / A / 7 / ‘SUCCESS’, ‘ERROR’, or ‘WARNING’
UID1 / WSLS Local ID 1 / A / 30
ValidationMessage / Validation Message in Status File / A / 7 / ‘INFO’, ‘ERROR’, ‘WARNING’ or blank
WSNStudentID / Wisconsin Unique Student Identifier / N / 10
YearCollection / School Year / A / 4 / “YYYY” format
YearIncident / School Year in which incident occurred / A / 4 / “YYYY” format
YearRemovalType / School Year in which removal occurred / A / 4 / “YYYY” format

A.1Date Formats

A.1.1Date Format

MM/DD/YYYY

or

MM-DD-YYYY

A.1.2Date Time Group Format

MM/DD/YYYY HH:MM:SS XXX

or

MM-DD-YYYY HH:MM:SS XXX

where XXX is the time zone (e.g., CST).

A.2Sequence Number

  • Begins each new school year at 00001
  • Reset to 00001 at the end of each school year.
  • Incremented by 1 each time a new file is created.

Example: The file is generated for a school as the first file that year. The sequence number would be 00001. The very next file generated would be 00002.

  • Each re-submittal of a file will be given a new sequence number.
    Example: If the previously mentioned file (sequence 00001) had errors and a new file was created after corrections were made, the new file would have a NEW sequence number (in this case 00002, since 00001 was used for the first file).
  • Sequence Number in the file must match the sequence number on the file name.
  • Criteria for Matching ISES to WSLS

Listed below are the criteria that will be used to match a Discipline record to an existing record in WSLS.

FIELDS / WSLS Match Criteria / ISES Match Criteria
School District / X / X
School / X / X
WSN / X / X
School Enroll Date / X / X
Year of Record / X
Record Type / YE

A.4Uniqueness Criteria

Listed below are two criteria sets that may define a unique discipline record. In order to correctly identify a record, matching data must be provided for all fields of the criteria set.

FIELDS / Uniqueness Criteria for Incident / Uniqueness Criteria for Removal
School District / X / X
School / X / X
WSN / X / X
School Enroll Date / X / X
Incident Date / X / X
Removal Start Date / X / X
Removal Type / X
  1. File Definitions

A CSV file is a comma separated value file in ASCII format.Each CSV file must begin with a Header record, which controls how the ISES System will interpret the document.

The File Definition tables include the following columns:

  • Header – indicates the header name for the data element.
  • Parent Header – indicates which tag this data element is a child of. This defines the hierarchical relationships.
  • Data Element Name – The name of the data element defined in Appendix A.
  • Business Rule Description – a description of the data element, in the defining context.
  • Nullable Upload – indicates if the data element can be null for the file upload processes.
  • Nullable Lock – indicates if the data element may be null for the school or district lock process.

An example is provided for each file after its definition table. Line breaks and indentations are used in the examples to improve readability and illustrate hierarchy, but neither is required.

B.1File Header Definition

Header / Parent / Data Element / Business Rule / NULL-
Header / Name / Description / ABLE
01 / N/A / N/A / Student Information System transaction set parent header / NO
DTG / 01 / DateTimeStamp / 1)FORMAT
<MM-DD-YYYY HH:MM:SS TIMEZONE>
2)Time must be in Central Standard Time
3)HH in 24 Hour denotation
TIMEZONE CST – Central Standard Time / NO
SEQ_NUM / 01 / SeqNum / 1)FORMAT 00009 – Leading Zeroes / NO
COLLECTION / 01 / Collection / 1)Must be a valid Collection from DPI Table
2)This value must be “YED” for Discipline / NO
DISTRICT / 01 / DistrictCode / 1)Must be a valid District Code from DPI Table
2)FORMAT 0009 – Leading Zeroes / NO

Table B-1. File Set Envelope Definition

The File Header will preface each of the files as shown inthe following example:

“01”,”08-10-2008 13:00:05 CST”,”00001”,“YED”,“0001”

B.2Discipline Load File and Baseline Download File Definition

The ISES Discipline Load File Definition is used by the Student Information System (SIS) to transmit student data to the Department of Public Instruction for reporting purposes. This file will be used to load student data into the Discipline Collection and will be reconciled against the data submitted to the Wisconsin Student Locator System (WSLS). This same file format can also be used to download a Baseline Download File which can be imported into or reconciled with local SIS data.

The Business Rule Descriptioncolumnin the table below applies to file upload process only. A violation of any of the business rules listed in the table below will cause the entire file to fail during the load process. If the file upload fails, aLoad Failure File (see B.3) can be used to identify which records caused the file to fail and the reason for failure.

The Nullable Upload column in the table below also appliesonly to the file upload process. If NullableUpload is ‘YES’, then submitting a null value will not cause file failure, and datamay be later added on-line via the web application. If Nullable Upload is ‘No,’ or in some cases ‘COND,’ then submitting a null value WILL cause file failure.

The Nullable Lock column applies to the full validation and locking processes,see Appendix C. It is possible for a file to upload successfully, but because additional validations are run after upload, more data or modifications to the data are required prior to locking in the ISES – Discipline Collection web application. Validation results will be available within the application in on-line reports and can also be downloaded in aStatus File (see B.5).