PATH: TN State Reporting > EIS Batch Transmission File
The 080 Student Final Grade extract uploads students' grades at the end of the instructional year to EIS. The 048 Student Class Assignment Extract and 030 Class Section Extract should be submitted prior to submitting the 080 extract.
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 final grade is defined as a grade in:
- A course with a grading task or standard marked as State Reported in Grading & Standards and Final Grade in Course > Grading Tasks.
- A course with a grading task or standard marked as State Reported in Grading & Standards with only one Term Mask marked in Course > Grading Tasks.
A record reports for each student with a primary enrollment in grades 5-12 in the active school year who received a final grade. Records can report for partial enrollments in a Summer School calendar. The student must have a Score entered for a Grading Task or Standard marked as State Reported.
A Primary Enrolled student is one who has a Primary enrollment in the calendar selected in the extract editor. A Primary Enrolled student may or may not have a Partial enrollment in another school. If so, this enrollment is considered to be a Service School enrollment. Final grades report for Primary Enrolled and Service School Enrolled students.
Manually entered transcript records are those not tied to a sectionID.
- A record reports for each transcript record in the current year where the Transcript District No. matches the State District Number.
- To report, a student must have an active primary enrollment in grades 5-12 in the current school year.
- A record does not report if the District Number is 888 or if the student is enrolled in a grade other than 5-12
- If the Transcript District Number is 999, a record reports for each transcript record in the current year that has a value populated in the State School No field.
Summer school students are those enrolled in a Summer School calendar and scheduled into a state reported section, or those with a manually entered transcript record marked as Summer School. Summer school calendars are marked as Calendar Exclude and Summer School.
- A record reports for each student with a primary or partial enrollment in grades 5-12 in a Summer School calendar associated with the previous school year who has received a final grade in a state reported section.
- Manually entered transcript records report when a Term of SU is entered and the School Year is one year prior to the active year.
Students who do not have a Student State ID do not report. 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, or in Calendars or Grade Levels marked as Exclude.
- Students with manually entered transcript records that are not Summer School records when the student has no enrollment in the active year or a partial enrollment.
- Students who have a summer school record but no primary enrollment in the previous year.
- Students with manually entered transcript records where the School No. and State No. are both null or blank.
Courses in calendars marked as exclude are not reported. Additionally, records do not report for Sections that meet any of the following conditions, which are included in the warning report:
- Course is marked as Exclude.
- Course has a Type selected but no State Code.
- Sections tied to Courses with no State Code.
- Section has a Type Override entered but no State Code.
- Sections where an Advanced Academics value is selected on both the Course and Section.
- Courses with both a reportable grading task and standard.
- Courses with multiple state reported grading tasks or standards where more than one or none are marked as Final Grade.
- Courses with one state reported grading task or standard not marked as Final Grade and the course is has multiple Term Masks marked.
- Sections in Non Summer School calendar that have not been uploaded to EIS via the 030 Class Section Extract
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, Local Class Number, Term Class was Taken, and State Assigned Student ID.
Recommended District Setup
Manually entered transcript records must have the following fields populated:
- School No. or State School No.
- School Year
- Term
- Grade
- State Code
- Course Number
- Credits Attempted
- Credits Earned
- Score
- Percent
Identifying Excluded Sections tied to Summer School Calendars
Districts may want to consider running a trial version of the 030 Class Section Extract on summer school calendars to identify exclusion conditions prior to submitting the 080 extract. The 030 extract is not typically run on Summer School calendars since this data is not required by the state. If a section meets exclusion conditions, there is a risk that a grade tied to a Summer School section may be excluded from reporting without being included in the warning report. Districts are encouraged to run a trial batch of the 030 extract on the Summer School calendar prior to switching the active year to ensure that there are no errors and that all grades tied to the summer school will report correctly for the next school year.
080 Student Final Grade Extract Layout
Data is reported from the Primary School unless otherwise noted. The Primary School is the school tied to the calendar selected in the extract editor.
Element Name | Description & Format | Campus Location |
|---|---|---|
Record ID | Identifies the extract - reports as "080" Numeric (3) | N/A |
| Record Version | Identifies the extract version - reports as "02" Numeric (2) | N/A |
| Record Type | Identifies the type of extract:
Character (1) | N/A |
| Filler | N/A. Reports as 00. | N/A |
| District ID | Reports the TN Department of Education assigned District Number tied to the Primary School. Numeric (3) | System Administration > Resources > District Information > State District Number District.number |
| School ID | Reports the TN Department of Education assigned School Number of the Primary School. For manually entered transcript records, reports the School No if available. Numeric (4) | System Administration > Resources > School > State School Number School.number |
| School Year | Reports the start year of the school calendar selected in the extract editor. Date (4) CCYY | System Administration > Calendar > School Years > Start Year SchoolYear.startYear |
| Instructional Program Number | Reports the unique Instructional Program Number of the Primary school, or as 99 if blank. For manually entered transcript records, reports as 99. Numeric (2) | System Administration > Calendar > Calendar > Instructional Program Number Calendar.instructionalProgramNumber |
| Student Social Security Number | Reports the student's social security number. Numeric (9) | Census > People > Identities > Current Identity > Soc Sec Number Identity.ssn |
| Student PIN | Reports the unique student identifier provided by the school. Numeric (9) | Census > People > Demographics > Person Identifiers > Student PIN Person.additionalID |
| Local Student Key | Reports the locally-generated student identifier. Numeric (10) | Census > People > Demographics > Person Identifiers > Local Student Number Person.studentNumber |
| Year Class was Taken | The year the class was taken. Reports the Start Year of the school year as marked on the transcript, or as the Start Year of the associated calendar. For example, the 2010-11 school year would report as 2010. Numeric (4) | Student Information > General > Transcript > Start Year; System Administration > Calendar > School Years > Start Year TranscriptCourse.startYear SchoolYear.startYear |
| Term Class was Taken | The term of the school year in which the class was taken. If the Calendar is marked as Summer School and Exclude, reports as SU. Otherwise, reports the Term of the associated transcript record. If blank, reports the Final Grade Term from the section. If that field is blank, reports based on the section schedule placement. Options are as follows:
Character (2) | System Administration > Calendar > Exclude, Summer School; Student Information > General > Transcript > Term; Scheduling > Courses > Section > Final Grade Term TranscriptCourse.termCode Section.finalGradeTerm |
| Grade Assignment When Class was Taken | The grade level of the student during the class. For manually entered transcript records where the grade level is null or blank, reports as blank. Otherwise, reports the State Grade Level Code of the student's grade level. If the student has received a score in a State Reported grading task or Standard where no transcript record exists, reports the State Grade Level Code based on the student's enrollment. Character (2) | Student Information > General > Transcript > Grade; Student Information > Genera > Enrollments > Grade TranscriptCourse.grade GradeLevel.stateGrade Enrollment.grade |
| Private or out of State Transfer | Indicates that the course credit was transferred from a private or out of state school. If the State School No. is populated on the transcript record, reports as Y. Otherwise reports as N. Character (1) | Student Information > General > Transcript > Private or Out of State Transfer TranscriptCourse.transcriptField1 |
| Filler | N/A | N/A |
| Local Course Number | The local course number. Reports the Course Number + Section Number for the Primary School. If the course is tied to the Service School, reports Course Number + Section Number + v. Character (15) | Student Information > General > Transcript > Course Number; Scheduling > Courses > Course > Number; Scheduling > Courses > Section > Number TranscriptCourse.courseNumber Course.number Section.number |
| Credits Attempted | The total number of credits attempted for the class. Reports as three digits with no decimal. For example, .5 credits would report as 050. Numeric (3) | Student Information > General > Transcript > Credits Attempted TranscriptCredit.creditsAttempted |
| Credits Earned | The total number of credits the student earned for the class. Reports as three digits with no decimal. For example, .5 credits would report as 050. Numeric (3) | Student Information > General > Transcript > Credits Earned TranscriptCredit.creditsEarned |
| Alpha Grade | The letter grade earned by the student in the class. Reports the State Score mapped to the score entered on the transcript record, or the Score if not mapped. If no transcript record is found reports the State Score from the most recent state reported Grading Task or Standard. Character (2) | Student Information > General > Transcript > Score; Grading & Standards > Score Groups > State Score; Scheduling > Courses > Section > Grading by Task > Score ScoreListItem.stateScore TranscriptCourse.score GradingScore.score |
| Numeric Grade | The numeric grade earned by the student in the class, including rigor points For manually reported transcript records, if the score on the Transcript is P, reports as 0. Otherwise, reports based on the Percent on the Transcript. Otherwise, if the student has received a Score in a State Reported Grading Task or Standard where no transcript record exists, the Percent from the State Reported Grading Task or Standard is reported, rounded to the nearest whole number. Numeric (3) | Student Information > General > Transcript > Percent; Scheduling > Courses > Section > Grading by Task > Percent TranscriptCourse.percent GradingScore.percent |
| Quality Points (Rigor) | The total rigor points awarded for the course. Reports as follows based on the Advanced Academic value selected:
Numeric (1) | Scheduling > Courses > Course or Section > Advanced Academic; Section > Remove Pts, Advanced Academic Points Course.honorsCode Section.honorsCode |
| 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 |
| Course Code | The State Code of the course. Reports the State Code of the Course in the School identified in the Reporting Population. Reports as blank if State Code is null or blank. Numeric (5) | Student Information > General > Transcript > State Code; Scheduling > Courses > Course > State Code TranscriptCourse.stateCode Course.stateCode |
