BC PEN Import | PowerSchool SIS Compliance

Introduction

The Ministry Of Education creates an import file when a school or district submits a PEN Request. The PowerSchool BC PEN Import report imports the file provided by the Ministry, and updates the Student Personal Education Numbers (PENs) for those students who did not have a PEN stored in PowerSchool.

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
File To Import	Click the Browse button and navigate to and select the file provided by the ministry. Required parameter.

Import Process

The import process reads the specified import file and performs the following processing for each update record in the file:

Finds the student in the PowerSchool database whose [Students]Student_Number value matches that in the update record. If no such student is found, the update record is ignored and an error is logged.
Sets [Students]State_StudentNumber to the value of the PEN field in the update record. If a value already exists in PowerSchool it is overwritten. Successful updates are logged.

PEN Update Record

Data Element	Description	[Table]FieldName	Field Length	Field Offset
Transaction Code	Identifies the record as a detail record.	Always 'E03'	3	0
Ministry School Code	The 8-character ministry assigned school code identifying the school at which the student is enrolled.	First 3 characters of [Prefs]Value (where [Prefs]Name = districtnumber) followed by First 5 characters of [Schools]Alternate_School_Number (not updated).	8	3
Local Student ID	Local PowerSchool student number.	[Students]Student_Number (not updated)	12	11
PEN	Ministry assigned personal education number.	[Students]State_StudentNumber	10	23
Legal Surname	Legal last name.	[Students]Last_Name (not updated)	25	33

BC PEN Import Confirmation

When the import completes, BC PEN Import Confirmation page appears.

Click Import Results. The results page displays two sections; one section for successful imports and another for unsuccessful imports.

BC PEN Import Results (Success)

Data Element	Description
Student Number	The student number of the student record that successfully updated. Click the student number to open the student record.
Student School ID	The School ID for the school in which the student is enrolled.
Student Name	Displays the name of the student: If the student's legal last name exists, extracts [StudentCoreFields]PSCore_Legal_Last_Name; otherwise extracts [Students]Last_Name If the student's legal first name exists, extracts [StudentCoreFields]PSCore_Legal_First_Name; otherwise extracts [Students]First_Name
Import Status	Displays the status SUCCESS to indicate the data was successfully updated during the import.
Import File Line Number	The line number of the data in the import file that was successfully imported.

BC PEN Import Results (Unsuccessful)

Data Element	Description
Import Data	The source data from the unsuccessful import file.
Error Message	The reason the data could not be imported.
Import Status	Displays the status FAIL to indicate the data could not be updated during the import.
Import File Line Number	The line number of the data in the import file that could not be imported.

Clear Import Log

Use the Clear Import Log function to delete the contents of the import log when no longer needed.

On the Start Page, click Special Functions.
Click Clear Import Log.
Click Submit.
Click Return to Special Functions to navigate away from the confirmation page.