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Understanding the Resource Table

Contents

Introduction

The contents of each resource are presented using a structure that mirrors the sequence of elements within the Ed-Fi JSON specification, and its specific implementation by the Arizona Department of Education. While there is also an Ed-Fi XML specification, the AzEDS implementation uses the JSON data-category format to transmit data. JSON employs a transactional processing model to transmit only the data elements that have been added or changed since the last update to the state. Therefore, depending on the transaction, only a subset of elements within a resource may be transmitted, and the PowerSchool output file will not reflect the full content as depicted in the resource table.

Selection Criteria

Within the introduction to each resource, the Selection Criteria section summarizes the requirements and related business logic governing the publishing of resources. The specified conditions must be met in order for data within a resource to be extracted for transmission. Refer to State Reporting Setup for additional information about the specific configurations and data entry required to support your state's implementation.

Resource Output

The Resource Output section first summarizes the contents and key elements within the published data. Depending on the resource, a single record or multiple records may be published for a single student. An example of the single record model is the Student resource, in which a single record per district student is published. Multiple records apply to resources with a one-to-many relationship, such as the StudentSchoolAssociation resource where, for each student, a separate record is published for each school the student attends. Any dependencies that may govern the successful publishing of a resource are also listed.

Following the resource output summary, each resource output table lists the corresponding data elements and their specified properties, including the description, data type, PowerSchool source field, and an indication if the element is required or not. In cases where multiple values can apply to a single element, this one-to-many relationship is indicated as 1-many if the element is required, or 0-many if it is optional; one example is the reporting of student race codes, where multiple races such as Asian and White may apply.

Some Ed-Fi resources contain multi-element complexes comprised of a set of related fields, also referred to as an array in the AzEDS specifications. These can be recognized by the presence of a header shown in bold above the child data elements contained within the complex, and by the use of indenting and forward slashes to depict the parent-child relationship of the included elements.

Output Table Content and Conventions

Resource output tables include the following information:

  • Data Element – The name of the data element or array (multi-element complex). In the case of arrays, each element that comprises the complex is listed.

Note: This document uses the JSON property name when listing the data element name.

    • The first letter of the JSON element name will be in lower case.
    • If the element is a type, the JSON element name will end with "Type".
    • If the element is a descriptor, the JSON element name will be the descriptor name, and will end with "Descriptor".
  • Description – Additional information about the element, including state reporting rules.
  • Data Type – The JSON data type specified for the data element output, such as string, integer, date, etc.

Note: The source PowerSchool field type may differ and will be transformed as required in the output file.

  • Stored in [Table]Field – The name of the source PowerSchool table and field where the data is stored, or from which the data output is derived.

Note: The Table name appears in brackets with the Field Name directly following. Example: [Table]FieldName.

  • Req'd – A value of "R" or "O" indicates whether the element is required or optional in the state implementation.

Descriptors

Many data elements have output values that are governed by standardized Descriptors as noted in the Data Type column in the resource table. In many cases, local values stored in PowerSchool are hard-coded to the required Ed-Fi output values within the Ed-Fi publishing routines, and no user intervention is required. In some cases, local values stored in PowerSchool must first be mapped by the district to the equivalent Descriptor state values on the Ed-Fi Code Set Mappings page. As each state’s Ed-Fi implementation is unique, refer to the Appendix for further information about the specific Descriptor and Enumerated List values used in your state’s implementation, as well as any required configuration that must be performed.

Education Organization IDs

Every resource includes a reference to one or more Education Organization IDs. These identifiers are typically assigned by the state and downloaded in the Organization Directory category. When resources and elements are subsequently published to the state, the same identifiers are used. As needed, local source values residing in PowerSchool are converted to the required state format. As an example, depending on the state, the PowerSchool source value for SchoolID may require transformation to add zero-padding or to combine the school number with an additional identifier. Any required conversions are automatically applied during the Ed-Fi publishing process. The following abbreviations are used when referring to Education Organization IDs:

  • State Education Agency - SEAID
  • Local Education Agency - LEAID
  • School – SchoolID

Unique Person Identifiers (Unique IDs)

All Ed-Fi categories and resources that carry data containing staff, students, or student contacts must include a reference to the corresponding Unique ID for that person. Unique IDs must be assigned before any related data can be published to the state. The assignment of any missing Unique IDs is automatically managed by the Ed-Fi publishing process.

When data is published to the state, the Ed-Fi publishing process checks for missing Unique IDs, and automatically requests any needed Unique IDs from the State in real time. The state-assigned Unique IDs are then stored in Ed-Fi publishing tables for subsequent use.

Within the Ed-Fi Reporting Page views for Staff Demographics, Student Demographics, and Student Contacts, users can verify the current status of Unique IDs that have been assigned, that are unassigned, or those that are in the requesting process.

Unique Person Identifiers for Staff

For Arizona, the Staff Unique ID is held in the following Ed-Fi publishing table and is referenced whenever staff data is published or updated to the state ODS: [CST_PubUniqueIdStaff]UniqueId.

To view the current status of Staff Unique IDs, navigate to Reports > System Reports > Ed-Fi Reporting > Staff Demographics > Data Views > Staff Published > Staff Unique ID Status. 

To view a staff member’s Unique ID within PowerSchool, or to use the interactive method to request a new Unique ID for a single staff member, navigate to: Staff > Information > Arizona State Information> State Assigned Unique Person ID.

Unique Person Identifiers for Students

For Arizona, the Student Unique ID is the equivalent of the SAIS Student Number. This element is held in the following Ed-Fi publishing table and is referenced whenever student data is published or updated to the state ODS: [CST_PubUniqueIdStudent]UniqueId.

To view the current status of Student Unique IDs, navigate to Reports > System Reports > AzEDS Reporting > Student Demographics > Review/Errors > SAIS Student Number Status. 

To view a student’s Unique ID within PowerSchool, or to use the interactive method to request a new Unique ID for a single student, navigate to: Student >State/Province – AZ > SAIS Enrollment Information > SAIS Student Number.

Unique Person identifiers for Student Contacts

For Arizona, the Student Contact Unique ID is held in the STATE_CONTACTNUMBER field in the S_CONTACTS_S extended schema table. For Ed-Fi purposes, it is also held in the following Ed-Fi publishing table and is referenced whenever student contact data is published or updated to the state ODS: [CST_PubUniqueIdParent]UniqueId.

To view the current status of Student Contact Unique IDs, navigate to Reports > System Reports > Ed-Fi Reporting > Student Contacts > Data Views > Student Contact Unique ID Status. 

To view a student contact Unique ID within PowerSchool, or to use the interactive method to request a new Unique ID for a single student contact, navigate to: Start Page > Contacts > Edit AZ Contacts > State Contact Number or State Assigned Unique Person ID.

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