PATH: MT State Reporting > MT Data Upload > End of Year Attendance Totals

End of Year Attendance Totals Import provides users with the ability to upload end of year attendance totals from their primary SIS for state reporting within Campus.

Image 1: MT Uploads - End of Year Attendance Totals

End of Year Attendance Totals Upload Layout

The following lists the data elements and formats for the End of Year Attendance Totals Upload.

The Retrieve New Student State ID File option is only relevant to Student Demographic uploads. Please ignore this option when uploading EOY Attendance Totals data.

Header Layout

Data Element	Description	Type, Format and Length	Campus Database	Campus Interface
Record Type	The abbreviation for the type of file upload entered. This will always report as HD.	Alphanumeric, 2 characters	Not dynamically stored	Not dynamically stored
Date	The most recent date a change was made on the file, or the date the file was generated.	Date field, 10 characters MM/DD/YYYY	Not dynamically stored	Not dynamically stored
Time	The most recent time a change was made on the file, or the date the file was generated.	Time field, 8 characters HH:MM:SS	Not dynamically stored	Not dynamically stored
Version	The most current version of the file interface specification and references to the application system. This field will always report as MT9.1.	Alphanumeric, 5 characters	Not dynamically stored	Not dynamically stored

Upload Layout

Data Element	Description	Required	Type, Format and Length	Campus Database	Campus Interface
Record Type	The abbreviation for the type of file upload entered. Must equal 'AA'	Yes	Alphanumeric, 2 characters	Not dynamically stored	Not dynamically stored
District Number	This is a unique system number that identifies the district uploading the information, assigned by the Montana Office of Public Instruction. The District Number must be four characters long. Zero padding is required.	Yes	Numeric, 4 digits	District.number	System Administration > Resources > District Information > District Number
School Number	This is a unique number assigned by the Office of Public Instruction that identifies the school into which the students are enrolled. The School Number must be four characters long. Zero padding is required.	Yes	Numeric, 4 digits	School.number	System Administration > Resources > School > School Number
Calendar Number	This is a unique system number that identifies the calendar(s) chosen on the extract editor. This number needs to correspond with the Calendar Number reported in the School Calendar Extract.	Yes	Numeric, 1-3 digits	Calendar.number	Student Administration > Calendar > Calendar > Calendar Info
Student State ID	Unique student ID number assigned by OPI. Must be nine digits long, no zero padding required.	Yes	Numeric, 9 digits	Person.stateID	Census > People > Demographics > Person Identifiers > State ID
Student Local ID	Unique student ID number assigned by the school of enrollment. If no Student Local ID is provided via the import file, a <tab> character must be present. This ensures all fields are properly delimited.	No	Numeric, 15 digits	Person.studentNumber	Census > People > Demographics > Person Identifiers > Local Student Number
Last Name	Student's legal last name. If no Last Name is provided via the import file, a <tab> character must be present. This ensures all fields are properly delimited.	No	Alphanumeric, 50 characters	Identity.lastName	Census > People > Demographics > Person Information > Last Name
First Name	Student's legal first name. If no First Name is provided via the import file, a <tab> character must be present. This ensures all fields are properly delimited.	No	Alphanumeric, 50 characters	Identity.firstName	Census > People > Demographics > Person Information > First Name
Service Type	Indicates the type of services received by a student at the district. One of the following values must be present (P, S, or N): P: Primary S: Secondary N: Special Education	Yes	Alphabetic, 1 character	Enrollment.serviceType	Student Information > General > Enrollments > General Enrollment Information > Service Type
Start Date	Student's start date of enrollment for the current school year. This date must be greater than or equal to the Calendar State Date. Format must be MM/DD/CCYY	Yes	Date field, 10 characters MM/DD/CCYY	Enrollment.start Date	Student Information > General > Enrollments > General Enrollment Information > Start Date
End Date	Student's last day of enrollment for the current school year. This date must be less than or equal to the Calendar End Date. Format must be MM/DD/CCYY	No	Date field, 10 characters MM/DD/YCCYY	Enrollment.endDate	Student Information > General > Enrollments > General Enrollment Information > End Date
Grade	Indicates the student's grade level of enrollment. Must be a valid choice from the grade levels in the school the student is enrolled in. Zero padding required.	Yes	Alphanumeric, 2 characters	Enrollment.grade	Student Information > General > Enrollments > General Enrollment Information > Grade Level
Days Present	Indicates the number of days the student was present during their enrollment. If no value is provided via the import, a <tab> 'character' must be present. This ensures all field are properly delimited Value cannot contain negative numbers Value cannot be LESS THAN 0 (zero) Days Present must NOT BE GREATER THAN Days Enrolled See the EOY Attendance Totals Import Logic section below.	Yes	Numeric, 7 characters (6 digits) XXXX.XX	EnrollmentMT. daysPresent	Student Information > General > Enrollments > State Reporting Fields > ADA - #Days Present
Days Enrolled	Indicates the number of days the student was enrolled during their enrollment. If no value is provided via the import, a <tab> 'character' must be present. This ensures all field are properly delimited Value cannot contain negative numbers Value cannot be LESS THAN 0 (zero) See the EOY Attendance Totals Import Logic section below.	Yes	Numeric, 7 characters (6 digits) XXXX.XX	EnrollmentMT. daysEnrolled	Student Information > General > Enrollments > State Reporting Fields > ADA - #Days Enrolled
ESSA Days Absent	The number of federal days the student was absent during their enrollment. If no value is provided via the import, a <tab> 'character' must be present. This ensures all field are properly delimited Value cannot contain negative numbers Days absent must NOT BE GREATER THAN Days Enrolled ESSA Days Absent must NOT BE GREATER THAN 200 Days See the EOY Attendance Totals Import Logic section below.	Yes	Numeric, 3 digits	EnrollmentMT. essaAbsent	Student Information > General > Enrollments > State Reporting Fields > ESSA - #Days Absent
Year	Indicates the year of the enrollment record, based on the last year of the school year. For example, enrollments in the 2010-11 school year will report as 2011.	Yes	Numeric, 4 digits	Calendar.endYear	System Administration > Calendar > Calendar > Calendar Info

End of Year Attendance Totals Import Logic

The following table describes the import logic used to import Days Present, Days Enrolled, and ESSA Days Absent totals:

Requirements	Campus UI Path
A match to a student enrollment must occur before data can be imported for the student. A student enrollment is identified when a match occurs on the following: DistrictID, endYear, personID, calendarID, structureID, startDate DistrictID is found by identifying the ID using the district number provided in the import calendarID is found by using districtNumber, schoolNumber, calendarNumber and endYear as provided in the import structureID is found by using the calendarID (Campus expects only 1 schedule structure per calendar) personID is found by using the stateID and districtNumber endYear is the value provided in the import startDate is the value provided in the import IF a match to an enrollment is found AND the following data on the student enrollment matches: districtID endYear personID calendarID startDate grade serviceType OVERWRITE the following values on the student's enrollment: ADA - #Days Present ADA - #Days Enrolled ESSA - #Days Absent	System Administration > Resources > District Information > State District Number Census > People > Demographics > Student State ID Census > People > Demographics > PersonID System Administration > Resources > School > State School Number Student Administration > Calendar > Calendar > Calendar Number Student Information > General > Enrollments > General Enrollment Information > Start Date Student Information > General > Enrollments > General Enrollment Information > Service Type Student Information > General > Enrollments > General Enrollment Information > Grade System Administration > Calendar > Calendar > End Date Student Information > General > Enrollments > State Reporting Fields > ADA - #Days Present Student Information > General > Enrollments > State Reporting Fields > ADA - #Days Enrolled Student Information > General > Enrollments > State Reporting Fields > ESSA - #Days Absent

Requirements

Campus UI Path

A match to a student enrollment must occur before data can be imported for the student.

A student enrollment is identified when a match occurs on the following: DistrictID, endYear, personID, calendarID, structureID, startDate

DistrictID is found by identifying the ID using the district number provided in the import
calendarID is found by using districtNumber, schoolNumber, calendarNumber and endYear as provided in the import
structureID is found by using the calendarID (Campus expects only 1 schedule structure per calendar)
personID is found by using the stateID and districtNumber
endYear is the value provided in the import
startDate is the value provided in the import

IF a match to an enrollment is found AND the following data on the student enrollment matches:

districtID
endYear
personID
calendarID
startDate
grade
serviceType

OVERWRITE the following values on the student's enrollment:

ADA - #Days Present
ADA - #Days Enrolled
ESSA - #Days Absent

System Administration > Resources > District Information > State District Number
Census > People > Demographics > Student State ID
Census > People > Demographics > PersonID
System Administration > Resources > School > State School Number
Student Administration > Calendar > Calendar > Calendar Number
Student Information > General > Enrollments > General Enrollment Information > Start Date
Student Information > General > Enrollments > General Enrollment Information > Service Type
Student Information > General > Enrollments > General Enrollment Information > Grade
System Administration > Calendar > Calendar > End Date
Student Information > General > Enrollments > State Reporting Fields > ADA - #Days Present
Student Information > General > Enrollments > State Reporting Fields > ADA - #Days Enrolled
Student Information > General > Enrollments > State Reporting Fields > ESSA - #Days Absent

End of Year Attendance Totals Upload Logic and Validations

The following import elements are considered key fields:

District Number
School Number
Calendar Number
State ID (Student)
Service Type (Enrollment)
Start Date (Enrollment)
Grade (Instructional)
Year

A match on a student's enrollment record must occur before data can be imported for the student. The following match logic is used:

A student enrollment is identified when a match occurs on the following: DistrictID, endYear, personID, calendarID, structureID, startDate
- DistrictID is logically derived by identifying the ID using the district number provided in the import
- calendarID is logically derived by using districtNumber, schoolNumber, calendarNumber and endYear as provided in the import
- structureID is logically derived by using the calendarID (Campus expects only 1 schedule structure per calendar)
- personID is logically derived by using the stateID and districtNumber
- endYear is the value provided in the import
- startDate is the value provided in the import

A student's record is updated when the following data tied to the student's enrollment record matches:

districtID
endYear
personID
calendarID
startDate
grade
serviceType

If a match on student is found AND all data contained within the import record matches the detail contained with Campus, the record will be ignored but will increment the 'records updated' count on the Import Results Summary.

When attempting to import records, the calendar number provided in the record must NOT have more than ONE schedule structure.

Import Warnings and Errors

The following table describes the possible warnings and errors you could receive when importing the End of Year Attendance Totals file:

Errors are considered fatal. Warnings are considered informational.

Condition	Requirement	Message Type	Message
Cannot identify District	Using the District Number provided in the import, check for a District ID If District ID does not exist, stop processing	Error	Cant find district
Cannot identify School	Using the School Number provided in the import, check for valid School If School does not exist, stop processing	Error	There is no school with number <school number as provided in import>
Cannot identify Calendar	Using the following information provided in the import, check for a valid calendar District Number School Number Calendar Number End year If a valid calendar does not exist, stop processing	Error	There is no calendar with number <calendar number as provided in import>
Calendar cannot have more than one Schedule Structure	If the calendar has more than one schedule structure, display Message and stop processing.	Error	The calendar provided has more than one schedule structure. In order to import or update an enrollment, the calendar number provided on the import must have only 1 schedule structure.
Cannot find student with State ID	Using the district number provided in the import, identify the District ID Using the Student State ID provided in the import and the District ID search for a match on person If not match is found, error but continue processing to identify more errors.	Error	There is no Student ID with State ID <Student State ID as provided in import>
Grade provided on import must be a valid state grade	Once a calendar is found for the import record, find the grades tied to the calendar. Using the grade provided in the import match on state grade. If state grade is not found, error but continue processing to identify more errors	Error	The Grade on the record does not match the instructional grades available in the calendar. Record will not be processed
An enrollment must exist	Using the District Number provided on the import, identify District ID Derive the Person ID using the District ID and Student State ID Using the Calendar Number provided on the import, identify the Calendar ID Note the following data as provided in the import: Start Date End Year Grade Service Type Using the following data to identify an enrollment: District ID Person ID Calendar ID Start Date End Year Grade Service Type If an enrollment does not exist, error but continue processing to identify more errors	Error	Core Error
The Enrollment must be active	Using the District Number provided on the import, identify District ID Derive the Person ID using the District ID and Student State ID Using the Calendar Number provided on the import, identify the Calendar ID Note the following data as provided in the import: Start Date End Year Grade Service Type Using the following data to identify an enrollment: District ID Person ID Calendar ID Start Date End Year Grade Service Type Validate the enrollment is active using the following logic: Create a temporary reporting window using the start and end date of the calendar If the enrollment start date IS NOT ON OR WITHIN, error and stop processing	Error	Core Error
A field on the import is required, see data element logic	Required field	Error	Core Error
A field on the import must be of a value specified in the attribute dictionary e.g. Start Status on Import must be P, N or S	A field on the import must be of a value specified in the attribute dictionary e.g. Start Status on Import must be P, N or S	Error	Core Error
A field on the import must meet datatype, min/max size and/or specified format, see data element logic	Field must of specified datatype, format or size; error but continue processing to identify more errors	Error	Core Error
Student Local ID cannot exceed 15 characters	If Student's Local ID is greater than 15 characters, display Message	Warning	Student Local ID exceeds 15 character limit
Start Date is not within this school year	If Start Date is LESS THAN Calendar Start Date OR Greater than Calendar End Date, display Message	Error	Enrollment Start Date must be between calendar start and end date.
End Date is not within this school year	If End Date is LESS THAN Calendar Start Date OR Greater than Calendar End Date, display Message	Warning	End Date is not within calendar dates
Grade must equal a grade level available in the calendar	If the Grade of the record does NOT match a grade available for the Calendar, display Message	Error	The Grade on the record does not match the instructional grades available in the calendar. Record will not be processed
Days Present cannot be a negative number	If one or more of the following conditions exist, display message: If Days Present contains negative numbers If Days Present is LESS THAN 0 (zero)	Error	Days Present cannot be a negative number. Record will not be processed.
Days Present must be less than or equal to Days Enrolled	If days present is GREATER THAN days enrolled, display Message	Error	Days Present must be less than or equal to Days Enrolled. Record will not be processed.
Days Enrolled cannot be a negative number	If one or more of the following conditions exist, display message: If Days Enrolled Contains negative numbers If Days Enrolled is LESS THAN 0 (zero)	Error	Days Enrolled cannot be a negative number. Record will not be processed.
Days Absent cannot be a negative number	If Days Absent contains negative numbers, display message	Error	Days Absent cannot be a negative number. Record will not be processed.
Days Absent must be less than or equal to Days Enrolled	If days absent is GREATER THAN days enrolled, display Message	Error	Days Absent must be less than or equal to Days Enrolled. Record will not be processed.
Days Absent must be 200 Days or less	If ESSA Days Absent is GREATER THAN 200, display Message	Error	Core error

EOY Attendance Totals Upload (Montana)