EIS 051 Student End of Service Extract (Tennessee)

PATH: TN State Reporting > EIS Batch Transmission File

The 051 Student End of Service extract reports information about the end of instructional services for students in the active school year and Summer School for the previous year to EIS.

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 enrollment with an End Action selected and an Enrollment End Status Code of null or 12. Records are not reported in advance for enrollments that become active in the future.

If the Summer School checkbox is marked on the extract editor, records generate for all students with primary enrollments in the year prior to the active year. Individual calendars may not be selected. Records only report for enrollments with an End Action entered and an End Status entered other than 12. 

Records are not reported for withdrawn students unless they are considered to be an Early Graduate. An Early Graduate is a student with an Enrollment End Date, an End Action selected, and an End Status of 12 who has a Diploma Date, Type, and Period entered on the Graduation tab. A Withdrawn student is a student with a primary or partial active enrollment with an Enrollment End Date, an End Status other than 12, and no End Action selected.

Records in Calendars or Grade Levels marked as Exclude or for students who do not have a Student State ID are not reported. Additionally, records are not reported for the following students. These students are included in the warning report. 

  • Students without PINs. 
  • 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.

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, State Assigned Student ID, End of Service Action Date, and Completion Document Date.

Recommended District Setup

The Enrollment End Batch Tool can be used to assign End Actions to student enrollments en masse.

The Diploma Type should be mapped to State Completion Document type codes.

Districts should make the next year active prior to reporting the previous year's summer school records. Districts must update the primary enrollment record where the student was receiving instructional services during the regular school year; calendars flagged as Summer School are not reported in the 051 extract.

051 Student End of Service Extract Layout

Element Name

Description & Format

Campus Location

Record ID

Identifies the extract - reports as "049."


Numeric (3)

N/A

Record VersionIdentifies the extract version - reports as "02."

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
End of Service Action DateThe date the action was taken on the student's instructional grade progression. Reports the Enrollment End Date if entered, or the last Calendar date with a Day Event of AE if null.

Date (8) CCYYMMDD
Student Information > General > Enrollments > End Date; System Administration > Calendar > Calendar > Days

Enrollment.endDate

Day.date


End of Service ActionThe action taken on the student's instructional grade progression. Reports the Enrollment End Action.

Character (1)
Student Information > General > Enrollments > End Action

Enrollment.endAction
Completion Document DateThe date of the completion document. Reports the Diploma Date.

Date (8) CCYYMMDD
Student Information > General > Graduation > Diploma Date

Graduation.diplomaDate
Completion Document TypeThe student's level of completion. If the Diploma Type is selected, reports the Standard Code associated with the Type in the Attribute/Dictionary.

Numeric (2)
Student Information > General > Graduation > Diploma Type

Graduation.diplomaType
Completion Document PeriodThe period in which the student was awarded a completion document. Reports the Diploma Period.

Character (2)
Student Information > General > Graduation > Diploma Period

Graduation.diplomaPeriod
State Assigned Student ID Reports the unique state-assigned student ID generated in EIS.

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

Person.stateID
FillerN/AN/A

 

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