Unique ID Batch File (Texas)

Classic View: TX State Reporting > Unique ID Batch File

Search Terms: Unique ID Batch File, Unique ID, ID Batch

The Unique ID Batch File is used to submit student and staff records for assignment of IDs and to submit enrollments and withdrawals from the district.

Unique ID Batch Extract Editor


Report Logic

  • Student File
    •  No Unique ID

      • The file reports all students with an active enrollment as of the date of extract who DO NOT have an ID in the Unique State ID field (Census > People > Demographics > Unique State ID) including students of all enrollment types (P, S, and N). 

      • Each student will only report from one enrollment even if they have multiple active enrollments at the time of the extract.

    •  All Active Students

      • The file reports all students with an active enrollment as of the date of the extract including students of all enrollments types (P, S, and N). 
      • Each student will only report from one enrollment even if they have multiple active enrollments at the time of the extract. 
      • This version of the extract is used for student data updating at the state level utilizing the same system as the Unique ID.
    • Student's marked as State Exclude do not report.
  • Staff File
    • Staff members only report if they have an active District Assignment on the extract date and do not have a Unique ID currently in Campus.
    • Only reports from the staff member's first district assignment. Each person only reports one line in the extract.
  • Enrollment Event

    • The report includes all student enrollment entries and withdrawals from the Start Date through the End Date entered on the extract editor.

    • Any time a user changes the value in the Start Date, End Date, or Withdrawal Date field on the student's Enrollment, Campus creates a record in the Enrollment Date Event table in the Campus database. This record includes an Edit Date. If the record's Edit Date is on or between the Extract Editor dates, a record reports.

  • All Reports
    • A trailer record reports and includes the Record Type of TT, the Transmission ID entered in the extract editor, and the Number of Records reported.

Extract Versions

Extract Type

Example

Options
Student

Extract VersionStudent
Transmission IDUsed to identify the extract. Allows up to 10 alphanumeric characters.
Population
  •  No Unique ID

    • The file reports all students with an active enrollment as of the date of extract who DO NOT have an ID in the Unique State ID field (Census > People > Demographics > Unique State ID) including students of all enrollment types (P, S, and N). 

    • Each student will only report from one enrollment even if they have multiple active enrollments at the time of the extract.

  •  All Active Students

    • The file reports all students with an active enrollment as of the date of the extract including students of all enrollments types (P, S, and N). 
    • Each student will only report from one enrollment even if they have multiple active enrollments at the time of the extract. 
    • This version of the extract is used for student data updating at the state level utilizing the same system as the Unique ID.
Filter ByThis field allows you to narrow the report results to specific Calendars, Calendar Years (District), or Schools.
Staff

Extract VersionStaff
Transmission IDUsed to identify the extract. Allows up to 10 alphanumeric characters.
Filter ByThis field allows you to narrow the report results to specific Calendars, Calendar Years (District), or Schools.
Enrollment Event 

Extract Version Enrollment Event
Transmission ID Used to identify the extract. Allows up to 10 alphanumeric characters

 Start Date 

 End Date

The first and last date used to determine which Enrollment entries and withdrawals are included in the extract.


Any time a user changes the value in the Start Date, End Date, or Withdrawal Date field on the student's Enrollment, Campus creates a record in the Enrollment Date Event table in the Campus database. This record includes an Edit Date. If the record's Edit Date is on or between the Extract Editor dates, a record reports.

Filter ByThis field allows you to narrow the report results to specific Calendars, Calendar Years (District), or Schools.

File Naming and Header Logic

Each file will be named as follows: State District Number - State School Number - Student or Staff - Timestamp

A header will also generate for each extract as follows:

ElementData Reported
Record TypeTH
Extract DateCurrent Date
Extract TimeCurrent Time
Transmission IDAs entered in the extract editor.
Version3.0
Delimiterdelimiter=0X2C
Source Namesource=SIS
Text Qualifierqualifier=0X22

Extract Layout

Element NameDescriptionLocation

Record Type

Required  


Reports as ID.

Alphanumeric, 2 characters
N/A

Current School Code

Required  


The School Number of the individual's current enrollment or employment.




Numeric, 9 digits
System Administration > Resources > District Info > Number; Resources > School > Number

Database:
District.number
School.number
Filler 1 column that reports blank.N/A

Last Name

Required   


The individual's legal last name.



Alphanumeric 25 characters
Census > People > Demographics > Last Name

Database:
Identity.lastName

First Name

Required 


The individual's legal first name.



Alphanumeric 17 characters
Census > People > Demographics > First Name

Database:
Identity.firstName

Middle Name

Optional 


The individual's legal middle name.



Alphanumeric, 14 characters
Census > People > Demographics > Middle Name

Database:
Identity.middleName

Name Suffix

Optional   


The code identifying the suffix appending the student's name.


Numeric, 1 digit
Census > People > Demographics > Suffix

Database:
Identity.suffix

Gender

Required


The individual's Gender.
Reports M for Male, F for Female.


Alphanumeric 1 character
Census > People > Demographics > Gender

Database:
Identity.Gender

Date of Birth

Required


The date on which the individual being reported was born.


YYYYMMDD, 8 characters
Census > People > Demographics > Birth Date

Database:
Identity.birthDate

Current Grade Level

Required


The grade level of the individual's current enrollment.




Alphanumeric, 2 characters
System Administration > Calendar > Calendar > Grade Level > State Grade

Database:
GradeLevel-dep20101.stateGrade

Local Student ID

Required 


The individual's local identification number.






Alphanumeric, 20 characters

Census > People > Demographics > Person Identifiers > Student Unique State ID

Census > People > Demographics > Person Information > Staff Unique State ID


Database:

Student.stateID

Individual.staffStateID

 Social Security Number or S-# 

Required  


The individual's Social Security number or State ID.


This field reports the Previous State ID. If the Previous State ID is null, the Social Security Number reports. If both fields are null, this field reports blank.



Alphanumeric, 9 characters

Census > People > Demographics > SSN

Census > People > Demographics > Previous State ID


Database:

Identity.ssn

Previous.stateID

Race

Required


The racial origin of the individual. Additional selections will report in the additional race fields. Options are: 

  • I: American Indian/Alaskan Native
  • A: Asian
  • B: Black/African American
  • P: Native Hawaiian/Pacific Islander
  • W: White
Alphanumeric, 1 character
Census > People > Demographics > Race/Ethnicity

Database:
Identity.raceEthnicity
TSDS Unique ID
The student's unique ID. (Enrollment Event extract only.)



Alphanumeric, 10 digits
Census > People > Demographics > Person Identifiers > Student Unique ID

Database:
Person.stateID

Current District Code

Required  


The identification number of the district in which the individual is enrolled or employed.


Numeric, 6 digits
System Administration > Resources > District Info > State District Number

Database:
District.number

Current School Year

Required  


The year in which the current school year will end.



Numeric, 4 digits
System Administration > Calendar > School Years > Active End Year

Database:
Calendar.endYear

Alternate Last Name 

Optional


Currently reports as blank. 
N/A

 Filler  

Optional  


13 columns that report as blank.
N/A

Ethnicity Indicator

Required  


Indicates if the individuals identified as Hispanic/Latino. Reports 1 for Yes or 0 for No.


Alphanumeric, 1 character
Census > People > Demographics > Race/Ethnicity > Hispanic/Latino

Database:
Identity.hispanicEthnicity

Race 2 Code

Optional   


Additional race information. (Staff and Student extracts only.)


Alphanumeric, 1 character
Census > People > Demographics > Race/Ethnicity

Database:
Identity.raceEthnicity

Race 3 Code

Optional  


Additional race information. (Staff and Student extracts only.)


Alphanumeric, 1 character
Census > People > Demographics > Race/Ethnicity

Database:
Identity.raceEthnicity

Race 4 Code

Optional   


Additional race information. (Staff and Student extracts only.)


Alphanumeric, 1 character

Census > People > Demographics > Race/Ethnicity

Database:
Identity.raceEthnicity

Race 5 Code

Optional


Additional race information. (Staff and Student extracts only.)


Alphanumeric, 1 character
Census > People > Demographics > Race/Ethnicity

Database:
Identity.raceEthnicity

  Filler  

 Optional 


19 columns that report blank.
N/A

Submission Purpose

Required 


Staff and Student extracts report 001.

Enrollment Event extract reports 002.


Numeric, 3 digits
N/A

Person Type 

Required  


Staff extract reports 03.

Student and Enrollment Event extracts report 02.


Numeric, 2 digits
N/A

The following fields report blank for the Staff and Student extracts.

 Filler  

 Optional   


2 columns that report blank.
N/A

Entry/Exit Date

Conditional  


The date on which the student enrolled or withdrew. The following formats are accepted.

  • mm/dd/yyyy
  • m/d/yyyy
  • mm/d/yyyy
  • m/dd/yyyy
  • yyyy-mm-dd
Alphanumeric
N/A

Entry/Exit Type 

Conditional 


Reports 01 for an enrollment  and  02  for a withdrawal.

Numeric, 2 digits
N/A

Filler  

Optional 


1 column that reports blank.
N/A

Entry/Exit Verified Flag

Optional   


Reports blank.
N/A

Filler  

Optional  


16 columns that report blank.
N/A