SCS File Formats — Version 1.1
June 22, 2010
Revision history
Version / Date Posted / Date of Change / Description1.1 / 07/01/10 / 06/22/10 / Under Records containing errors, removed example of a student record, which included outdated rule 2080.
Incorporated note for new rule, SCS2390: SCS08 must not equal 01 (Enrolled) for the EOY collection.
Light organizational and formatting edits. Updated date and doc version number. Regenerated TOC.
1.0 / 02/25/10 / 02/25/10 / Final Draft: Incorporated Section 1.6, Validations Results Sample File, including 1.6.1 SCS Validation Errors, and 1.6.2 Cross-Validation Errors.
0.1 / 12/31/09 / 12/7/09 / Initial Draft
Massachusetts Department of Education 06/22/10
SCS File Formats — Version 1.1 Table of Contents
Table of Contents
Revision history 2
Table of Contents 1
Introduction 2
Using the File Format Guide 2
Student Course Schedule File Format 3
Student Course Schedule Files 3
Student Course Schedule File 4
1.1 File Export 4
1.2 Header Record Definition 4
1.3 Data Record Definition 4
1.4 Sample SCS File 5
1.5 Transmission Results Sample Files 6
1.5.1 Records Transmitted Successfully 6
1.5.2 File Upload Errors – Records Not Loaded 7
1.5.3 Records Containing Errors 8
1.6 Validation Results Sample Files 9
1.6.1 SCS Validation Errors 9
1.6.2 Cross-Validation Errors 10
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SCS File Formats — Version 1.1 Introduction
Introduction
The Student Course Schedule System (SCS) is an on-line, secure data collection of student course records. Districts use the SCS online application to transmit files containing student course records for each student enrolled in the district.
Using the File Format Guide
This document contains detailed information about the file structures of the Student Course Schedule files. In addition to the header information, data record information, and sample files, this document includes samples of files returned from SCS for the various results that can occur during each step of the collection process.
For a more detailed explanation of each of the data elements required by these files, see the SCS Data Handbook.
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SCS File Formats — Version 1.1
Student Course Schedule File Format
When you are transmitting data, all the fields required by the file format must contain information, even if the information simply identifies the field as "not applicable." There can be no empty fields in a transmitted file. Data transmission files generate reports that are stored in the Reports section of the Student Course Schedule system.
The Reports section consists of the Transmission Report, Validation Report, Cross Validation Reports, and the Summary Reports.
Student Course Schedule Files
The SCS files contain all the data that will be submitted for student course records, during each collection period. Cross validations between SCS and SIMS will occur to ensure that every student in SIMS, reported as enrolled and attending classes within a district, is reported in the SCS data collection. Likewise, every student reported as taking a class taught in a district school in SCS is reported as enrolled and in attendance in that district, in SIMS. These matches will be based on the SASIDs reported in SIMS and SCS.
Cross validations will also occur between SCS and EPIMS to ensure that every course taught in EPIMS will have at least one student reported as taking that course in the SCS data collection. Meanwhile, every class reported in a district school in SCS is reported in EPIMS. These matches occur based on the school identification number, subject-area course, class section, and term reported, in EPIMS and SCS.
Notes:
· Out-placed special education students do not need to be reported. Special education students taking courses offered within the district must be reported.
· If Kindergarten and Pre-K students are reported in SIMS, student course data for those students must be reported in SCS.
· SCS08 must not equal 01 (Enrolled) for the EOY collection.
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SCS File Formats — Version 1.1
Student Course Schedule File
The SCS file is a comma delimited file and requires a set number of commas per record. Files should have a .txt or .csv extension. There are no requirements for file name. Districts can use their own naming conventions.
1.1 File Export
Each record within the SCS file must contain 12 commas, and the file can contain any number of records. Districts can transmit multiple SCS files.
Note: Due to the large size of the SCS files and to facilitate error tracking and correction, districts are encouraged to transmit one file for each school to be reported.
1.2 Header Record Definition
A header record is required and is the first record in every file. The purpose of the header record is to identify the collection, the file type, and the organization code of the district or the school uploading the data. These three elements are separated by commas and must be written in uppercase.
File HeaderSCS,STUDENT_COURSE_DATA,00440000
In the example above, SCS identifies the collection, STUDENT_COURSE_DATA identifies the file type, and 00440000 identifies that the file is from Brockton Public Schools.
1.3 Data Record Definition
Data records are required and immediately follow the header record in every file transmitted to SCS. There is no limit to the number of data records contained in a file. All fields in the SCS record are required.
Data Element / Definition / Length / TypeSCS01 / LASID / 1–32 / Alphanumeric
SCS02 / SASID / 10 / Alphanumeric
SCS03 / School ID / 8 / Alphanumeric
SCS04 / Local Course Code / 1–20 / Alphanumeric
SCS05 / Subject Area-Course / 5–7 / Alphanumeric
SCS06 / Class Section / 1–20 / Alphanumeric
SCS07 / Course Term / 2 / Alphanumeric
SCS08 / Course Enrollment Status / 2 / Alphanumeric
SCS09 / Course Level / 2 / Alphanumeric
SCS10 / Credit Available / 1–5 / Numeric with up to 2 decimal places
SCS11 / Credit Earned / 1–5 / Numeric with up to 2 decimal places
SCS12 / Letter Mark / 2 / Alphanumeric
SCS13 / Numeric Mark / 1–5 / Numeric with up to 2 decimal places
For permitted values of each data element, see The SCS Data Handbook.
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SCS File Formats — Version 1.1
1.4 Sample SCS File
Here is a file of seven student course schedule records—with no errors—submitted by Boston:
File Name: 00350005.txtSCS,STUDENT_COURSE_DATA,00350000
103602,1111111111,00350005,1234,12099M,SECTION01,01,02,01,20,0.00,99,20
26101,2222222222,00350005,AB42012,01066,SECTION02,32,01,02,40,0.00,88,40
26114,3333333333,00350005,BNRT5678,04204,SECTION03,33,02,03,9999,9999,99,100
200143,4444444444,00350005,MATH-02,02072,SECTION04,41,04,01,10,0.00,55,55555
27126,5555555555,00350005,SCIENCE,03204,SECTION02,42,02,02,11,4.25,02,99999
14789,6666666666,00350005,SOCIAL,04260,SECTION03,43,03,04,12,3.50,15,20
14789,7777777777,00350005,SCIENCE,03204,SECTION02,43,03,04,12,3.50,15,99999
1.5 Transmission Results Sample Files
When districts transmit files, several different files may result for a download by districts. The number of files will depend on the accuracy of the data in the file, as compared to the data maintained in SCS. The file names will reflect the type and transmission result of the original file and have a .txt extension. The file names will not relate to the file name of the original file at all. Files can be re-named after downloading.
1.5.1 Records Transmitted Successfully
Records that pass the first stage of error checking are processed in SCS, using the business rules established for the collection. The data elements in each record are checked for formatting and content errors and for their relationship to other data elements. Records that contain no errors are transmitted successfully. SCS displays the total number of these records and makes them available for download, but the list is not displayed since the records have not been changed in any way.
Here is a file of six student course records, transmitted successfully, with no errors:
File Name: scs_transmission_success_5523.txt / (5523 = system-assigned transaction number. Districts do not need to take note of this number.)SCS,STUDENT_COURSE_DATA,00350000
103602,1111111111,00350005,1234,12099M,SECTION01,01,02,01,20,0.00,99,20
26101,2222222222,00350005,AB42012,01066,SECTION02,32,01,02,40,0.00,88,40
26114,3333333333,00350005,BNRT5678,04204,SECTION03,33,02,03,9999,9999,99,100
200143,4444444444,00350005,MATH-02,02072,SECTION04,41,04,01,10,0.00,55,55555
27126,5555555555,00350005,SCIENCE,03204,SECTION02,42,02,02,11,4.25,02,99999
14789,6666666666,00350005,SOCIAL,04260,SECTION03,43,03,04,12,3.50,15,20
1.5.2 File Upload Errors – Records Not Loaded
When files are transmitted, or uploaded, to the DOE’s server, the records are checked first for invalid or missing SASIDs, and the correct number of fields, represented by the correct number of commas in each record. (Student course records must have 13 fields/12 commas and no special characters.)
If a record fails one or both of these tests, the record will be added to the File Upload Error List. This list is generated immediately upon transmission. The list can be viewed on-line and downloaded. (If more than 1000 records have errors, the list is not displayed.) The name of the downloaded file (scs_file_upload_error.txt) indicates that the records had file upload errors. In the downloaded file, the error information is displayed within quotation marks (" ") and appended at the end of the record, after an additional comma.
It is important to understand that records on the File Upload Error List are not uploaded to the DOE’s server. If you need a list of these unprocessed records, you must download the File Upload Error List.
Once again, the errors that would cause records to be added to the File Upload Error List are as follow:
· The incorrect number of columns (or commas) in a record. (All records in each file type require the same number of fields.)
· An invalid or missing SASID (a SASID of incorrect length or containing characters other than numbers).
Here is a file of one student course record, rejected by the system, because of a file upload error:
File Name: scs_file_upload_error.txtSCS,STUDENT_COURSE_DATA,00350000
201023,3333333333,00350005,7420,04203,SECTION03,22,03,03,+10,10.00,55,51,"SCSF60 - Invalid Record/Special character reported"
1.5.3 Records Containing Errors
SCS displays the records that have one or more errors, according to the business rules, and makes these records available for download. As with the file upload errors, transmission errors are added to the end of each record, following a comma. They are enclosed in quotation marks and separated within the quotation marks by semicolons.
Records in this list appear in an Error List within SCS. Correct records using the Single Add/Edit function or transmitting a corrected file. Once a record is corrected, it is removed from the Error List, and the record is added to the Records Processed without Error list.
Here is a file of two student course records, which contain transmission errors:
File Name: scs_transmission_error_5532.txtSCS,SCS_transmission_errors,00350000
Course Letter mark (SCS12) and/or Course Numeric mark (SCS13); "
103501,2222222222,00350005,5678,01056,SECTION02,21,02,02,100,100.00,20,,"Invalid/Missing Course Credit Earned ; Invalid/Missing Course Numeric Mark ; "
201023,3333333333,00350005,7420,04203,SECTION03,22,03,03,10,10.00,55,,"Invalid/Missing Course Numeric Mark ; "
Course Enrollment Status (SCS08) not valid for the reporting period
1.6 Validation Results Sample Files
1.6.1 SCS Validation Errors
During the validation step, SCS validates records across all of the districts files transmitted for the collection. Next, SCS displays the records that have one or more errors, according to the validation rules, and makes these records available for download. As with the file upload errors, validation errors are added to the end of each record, following a comma. They are enclosed in quotation marks and separated within the quotation marks, by semicolons.
Records in this list appear in an Error List within SCS. Using the Single Add/Edit function, correct the errors. Once a record is corrected, it is removed from the Error List, and the record is added to the Records Processed without Error list. Errors can also be resolved by uploading a corrected file.
Records in the Validation Errors file are displayed in the following format:
System name-Data in error [data description], error message
Here is a sample file of student course records, which contain validation errors:
File Name: scs_06150000_scs_validation_errors_527.txtSCS,scs_validation_errors,06150000
06150505,1024247712,01001,AB9,01 [school,sasid,course,section,term],"SCS3001 – School Identification Number (SCS03)/ SASID (SCS02)/ Subject Area Course (SCS05)/ Class Section (SCS06)/ Course Term (SCS07) combination must be unique within a district [school,sasid,course,section,term]; "
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SCS File Formats — Version 1.1
1.6.2 Cross-Validation Errors
During Cross Validation with either EPIMS or SIMS, and according to the cross-validation rules, SCS displays the records that have one or more errors, making these records available for download. Cross validations between SCS and SIMS, and between SCS and EPIMS, will occur during the SCS validation and certification steps.
Records in the Cross Validation Errors file are displayed in the following format:
System name-Data in error [data description], error message
Here is a sample file of student course records, with cross validation errors:
File Name: scs_06150000_scs_cv_errors_829.txtSCS,scs_cv_errors,06150000
SIMS-1024247712 [sasid],"SCS4020 – Student Course Record not Reported or Reported by a Different District [sasid];"
SCS-06150505,01001,AB9,01 [school,course,section,term],"SCS5010 - Class reported in SCS not reported in EPIMS [school,course,section,term];"
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