EOY Attendance Totals Upload (Montana)

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

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