EIS 040 Student Extract (Tennessee)

PATH: TN State Reporting > EIS Batch Transmission File

The 040 Student extract reports student demographics information to EIS.

The 040 extract is considered a parent record in EIS, meaning that it must be uploaded prior to any other student records. Typically, districts upload 040 Student records to EIS as a single submission two weeks after school has started. 040 records are uploaded weekly thereafter.

See the EIS Batch Transmission article for an overview of the EIS Batch Transmission File, logic that applies to all extracts, and generation instructions.

Report Logic

A record reports for each Primary or Partial enrollment in the calendar(s) selected. Records are not reported in advance for enrollments that become active in the future.

Enrollments in Calendars or Grade Levels marked as Exclude are not reported. Additionally, records are not reported for the following students. These students are included in the warning report. 

  • Students with multiple active Primary enrollments.
  • Students with multiple enrollments in the same school.
  • Students with an enrollment marked as N: Special Ed Services
  • Enrollments marked as No Show or Exclude, or in Calendars or Grade Levels marked as Exclude.
  • Student who are indicated as Immigrants or English Language Learners by having a Date Entered US School entered on the Demographics tab. 
    • English Learner students include the following:
      • Program Status of EL
      • Program Status of Exited EL and the current date is between the Program Exit Date and the Fourth Year Monitoring Date
      • Student has a Home Primary Language other than ENG: English
  • Students with a Program Status of Pending for their EL Program.

If a record was previously reported and then marked as exclude, a delete record will be sent to EIS for each record.

The Record Key, which helps determine the Type of record sent (New, Edit, or Delete), is comprised of the Record ID, Record Version, District ID,  School ID, School Year, Instructional Program Number, and Local Student Number.

State Assigned Student ID

The State Assigned Student ID is used by EIS to link all student records for an individual.

Students must be reported to EIS prior to receiving a State Assigned Student ID. A 040 Student record with an SSN or PIN but no State Assigned Student ID triggers EIS to issue a State Assigned Student ID to import into Campus. Until a 'New' record is submitted for a student and that student is assigned a State Assigned Student ID, all previous records will have a Record Type of 'New.'

If a reported State Assigned Student ID changes, a New 040 record is submitted with the new ID and all previous student records (including 041, 043, etc) are reported as deleted.

040 Student Extract Layout

Element Name

Description & Format

Campus Location

Record ID

Identifies the extract - reports as "040"


Numeric (3)

N/A

Record VersionIdentifies the extract version - reports as "06"

Numeric (2)
N/A
Record Type

Identifies the type of extract:

  • N: New
  • E: Edit
  • D: Delete

Character (1)

N/A
FillerN/A. Reports as 00.
N/A
District IDReports the TN Department of Education assigned District Number.

Numeric (3)
System Administration > Resources > District Information > State District Number

District.number
School IDReports the TN Department of Education assigned School Number

Numeric (4)
System Administration > Resources > School > State School Number

School.number
School YearReports the start year of the school calendar.

Date (4) CCYY

System Administration > Calendar > School Years > Start Year

SchoolYear.startYear
Instructional Program NumberReports the unique Instructional Program Number of the school, or as 99 if blank.

Numeric (2)
System Administration > Calendar > Calendar > Instructional Program Number

Calendar.instructionalProgramNumber
Student Social Security NumberReports the student's social security number.

Numeric (9)
Census > People > Identities > Current Identity > Soc Sec Number

Identity.ssn
Student PINReports the unique student identifier provided by the school.

Numeric (9)
Census > People > Demographics > Person Identifiers > Student PIN

Person.additionalID
Local Student KeyReports the locally-generated student identifier.

Numeric (10)
Census > People > Demographics > Person Identifiers > Local Student Number

Person.studentNumber
First NameReports the student's legal first name.

Character (15)
Census > People > Identities > Current Identity > First Name

Identity.firstName
Middle NameReports the student's legal middle name.

Character (15)
Census > People > Identities > Current Identity > Middle Name

Identity.middleName
Last NameReports the student's legal last name.

Character (25)
Census > People > Identities > Current Identity > Last Name

Identity.lastName
SuffixReports the student's name suffix, or as blank if null.

Character (3)
Census > People > Identities > Current Identity > Suffix

Identity.suffix
Date of BirthReports the year, month, and day that the student was born.

Date (8) CCYYMMDD

Census > People > Identities > Current Identity > Birth Date

Identity.birthDate
Student Previous Social Security NumberReports the student's previous EIS social security number. If null, reports as zeros.

Numeric (9)
Census > People > Demographics > Previous EIS SSN

Identity.previousSSN
Student Previous PINReports previous EIS Student PIN of the student.

Numeric (9)
Census > People > Demographics > Previous EIS PIN

Identity.previousPIN
Previous First NameReports the student's previous EIS legal first name.

Character (15)
Census > People > Demographics > Previous EIS First Name

Identity.previousFirstName
Previous Middle NameReports the student's previous EIS legal middle name.

Character (15)
Census > People > Demographics > Previous EIS Middle Name

Identity.previousMiddleName
Previous Last NameReports the student's previous EIS legal last name.

Character (25)
Census > People > Demographics > Previous EIS Last Name

Identity.previousLastName
GenderReports the gender of the student.

Character (1) M or F

Census > People > Identities > Current Identity > Gender

Identity.gender
FillerN/AN/A
FillerN/AN/A
Immigrant StudentIndicates if the student immigrated to the US. Reports as N if the student's Birth Country is the US, or as Y otherwise.

Character (1)
Census > People > Identities > Current Identity > Birth Country

Identity.birthCountry
Date First Enrolled in US SchoolReports the year the immigrant student first enrolled in a US school. If the student is considered an Immigrant or an English Language Learner, reports the Date Entered US School. Otherwise reports as 0.

Date (8), CCYYMMDD

Census > People > Identities > Current Identity > Date Entered US School

Identity.dateEnteredUSSchool
Year Entered Ninth GradeReports the school year the student was promoted to the ninth grade.

Date (4) CCYY

Student Information > Graduation > Date First Entered 9th Grade

Graduation.grade9Date
Native Language Reports the language most commonly spoken in the student's home.

Character (3)
Census > People > Demographics > Home Primary Language

Identity.homePrimaryLanguage
State Assigned Student IDReports the unique state-assigned student ID generated in EIS.

Numeric (9)
Census > People > Demographics > Person Identifiers > Student State ID

Person.stateID
Mothers Maiden Last NameReports the student's mother's maiden name.

Character (25)
Census > People > Demographics > Mother's Maiden Name

Identity.motherMaidenName
Students City of BirthIdentifies the city in which the student was born.

Character (30)
Census > People > Identities > Current Identity > Birth City

Identity.birthCity
Students County of Birth CodeIdentifies the county in which the student was born. If the Birth Country of 44 is selected, reports as 000

Numeric (3)
Census > People > Identities > Current Identity > Birth County

Identity.birthCounty
Students State of Birth CodeIdentifies the state in which the student was born. If Birth Country or Birth State is AA, reports as blank. If Birth Country is AM and Birth State is AA, reports as AA. Otherwise reports the Birth State selected on the student's current Identity.

Character (2)
Census > People > Identities > Current Identity > Birth State

Identity.birthState
Students Country of Birth CodeIdentifies the country in which the student was born. If AA is selected, reports as blank.

Character (2)
Census > People > Identities > Current Identity > Birth Country

Identity.birthCountry
HispanicReports as H if the student's Race/Ethnicity is  Hispanic/Latino.

Character (1)
Census > People > Identities > Current Identity > Race/Ethnicity

Identity.hispanicEthnicity
American Indian Alaskan NativeReports as Y if the student's Race/Ethnicity is American Indian or Alaskan Native.

Character (1)
Census > People > Identities > Current Identity > Race/Ethnicity

Identity.raceEthnicity
AsianReports as Y if the student's Race/Ethnicity is Asian.

Character (1)
Census > People > Identities > Current Identity > Race/Ethnicity

Identity.raceEthnicity
Native Hawaiian or Pacific IslanderReports as Y if the student's Race/Ethnicity is Native Hawaiian or Pacific Islander.

Character (1)
Census > People > Identities > Current Identity > Race/Ethnicity

Identity.raceEthnicity
Black or African AmericanReports as Y if the student's Race/Ethnicity is Black or African American.

Character (1)
Census > People > Identities > Current Identity > Race/Ethnicity

Identity.raceEthnicity
WhiteReports as Y if the student's Race/Ethnicity is White.

Character (1)
Census > People > Identities > Current Identity > Race/Ethnicity

Identity.raceEthnicity
SPIDIdentifies the student's State Person ID generated by the TN-Ed-Fi person identity application. Currently reports as blank. 

Character (9)
N/A
English Language BackgroundReports the student's English Language Background as recorded in their EL program record. See options in the table following.
 

English Language Background Options


Character (1)

Student Information > Program Participation > English Learner (EL)

Calculated, not dynamically stored
FillerN/AN/A

English Language Background Options

CodeLogic
L
  • EL Program Status = EL
  • Parent Declined = not marked
N
  • EL Program Status = Not EL

OR

  • Home Primary Language is not ENG: English
  • Student does not have a historical EL record
E
  • Home Primary Language = ENG: English

OR

  • Home Primary Language = null or blank
  • Student does not have a historical EL record
W
  • EL Program Status = EL
  • Parent Declined = marked
Blank
  • EL Program Status = Pending
1
  • EL Program Status = Exited EL
  • Current calendar date is on or between Program Exit Date and First Year Monitoring Date
2
  • EL Program Status = Exited EL
  • Current calendar date is on or between First Year and Second Year Monitoring Dates
3
  • EL Program Status = Exited EL
  • Current calendar date is on or between Second Year and Third Year Monitoring Dates
4
  • EL Program Status = Exited EL
  • Current calendar date is on or between Third Year and Fourth Year Monitoring Dates
F
  • EL Program Status = Exited EL
  • Current calendar date is after Fourth Year Monitoring Date

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