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BC TRAX Extract

XAMIntroduction

This report creates the Transcripts and Examinations (TRAX) extract files consisting of demographic information (.DEM file), graduation Assessment Information (.XAM file), and other course enrollments (.CRS file) for selected students. Each individual file is a fixed column text file and the three files are zipped into a single extractable ZIP file. The data is submitted to the Ministry up to 5 times per year depending on the type of school.

The extract can only be run for the currently selected school if the school meets the selection criteria. If the report is run from the district office, the resulting output will be blank files.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the expected records.

School Selection

The school(s) must meet the following criteria:

  • The school must be a secondary school (Grades 9-12).
  • The school must not be excluded from state/provincial reporting.

For the selection criteria above, a school is excluded from state/provincial reporting if [Schools]State_ExcludeFromReporting =1 (box is checked on the School Info page).

Student Selection

One record appears in the TRAX Extract .DEM file for each student that meets the following criteria:

  • Student is or has been enrolled at the school sometime during the current school year.
  • The student must not be excluded from state reporting.
  • The student is in Grades 11 or 12 and [S_BC_STU_Students_X]Grad_Reqt_Year is 1996 or
  • The student is in Grades 10, 11, or 12 and [S_BC_STU_Students_X]Grad_Reqt_Year is 2023 or

  • The student is in Enrolled Grade Override (S_BC_STU_Students_X.Grade_Override) AN or AD and the [S_BC_ STU_Students_X]Grad_Reqt_Year is 1950 or

  • The student is in any grade and [S_BC_ STU_Students_X]Grad_Reqt_Year is SCCP or
  • Any student not included above who has grad_reqt_year IN ( '2004', '2018', '2023) and is enrolled in or has taken a grade 10, 11, or 12 course.

Note: For the 2018 - 2019 school year the following also applies; The student is in Grades 10, 11, or 12 and [S_BC_ STU_Students_X]Grad_Reqt_Year is 2018

Course Selection - Graduation Assessment Record

One record appears in the TRAX Extract .XAM file for each course a student was/is enrolled in that meets the following criteria:

  • The course must be for a student included in the DEM file.
  • The course must not be excluded from state reporting.
  • The course must be from the current school year.
  • The course must be Numeracy/Literacy Assessment Course checkbox is selected on the Course page -  [S_BC_CRS_Courses_X]isNumeracyAssessmentCrs = 1
    • The course must be Grade 11 or 12 (first two digits of [S_BC_CRS_Courses_X]Ministry_Course_Level or [S_BC_SGR_TRAX_X] Course_GradeLevel or [Sections]Grade_Level = 11 or 12) if [S_BC_STU_Students_X]Grad_Reqt_Year is 1996 or 1950.

    • The course must be a Grade 10, 11, or 12 course (first two digits of [S_BC_CRS_Courses_X] Ministry_Course_Level or [S_BC_SGR_TRAX_X]CourseGradeLevel or [Sections]Grade_Level = 10, 11 or 12) if [S_BC_ STU_Students_X]Grad_Reqt_Year is 2004 or SCCP
    • The course must be a grade level = 10 or 12 ( 4th and 5th character of S_BC_CRS_Courses_X]Ministry_Course_Level or [S_BC_SGR_TRAX_X] Course_GradeLevel or [Sections]Grade_Level = 10 or 12)

Course Selection - CRS

One record appears in the TRAX Extract .CRS file for each course a student was/is enrolled in that meets the following criteria:

  • The course must be for a student included in the DEM file.
  • The course must not be excluded from state reporting.
  • The course can be for any school year (not just current courses).
  • The course must NOT be in the Graduation Assessment Record File.
  • The course must NOT  be designated as a provincially examinable course ([S_BC_CRS_Courses_X]Provincial_Exam_Ind or [S_BC_SGR_TRAX_X]Provincial_Exam_Ind = 1 (checkbox is selected)
    • For Grade Level 12 course (first two digits of [S_BC_CRS_Courses_X]Ministry_Course_Level or [S_BC_SGR_TRAX_X]CourseGradeLevel or [Sections]Grade_Level = 12) if [S_BC_ STU_Students_X]Grad_Reqt_Year is 1996 or 1950

    • For Grade 10, 11, or 12 course (first two digits of [S_BC_CRS_Courses_X] Ministry_Course_Level or [S_BC_SGR_TRAX_X]CourseGradeLevel or [Sections]Grade_Level = 10, 11 or 12) if [S_BC_ STU_Students_X]Grad_Reqt_Year is 2004 or SCCP

  • The course must be Grade 11 or 12 ([S_BC_CRS_Courses_X]Ministry_Course_Level or [S_BC_SGR_TRAX_X] Course_GradeLevel or [Sections]Grade_Level = 11 or 12) if [S_BC_STU_Students_X]Grad_Reqt_Year is 1996 or 1950.
  • The course must be Grade 10, 11 or 12 ([S_BC_CRS_Courses_X]Ministry_Course_Level or [S_BC_SGR_TRAX_X] Course_GradeLevel or [Sections]Grade_Level = 10, 11 or 12) if the [S_BC_STU_Students_X]Grad_Reqt_Year is 2004 or SCCP.

Report Input

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

Field

Description

Schools to Include

This report can only be run for the currently selected school. The school must meet the school selection criteria outlined above or the resulting report will contain no data.

Current Selection Students

Indicate which students to include in the report by selecting one of the following options:

  • The selected [number] students only – Run the report for students in the current selection that meet the selection criteria.
  • All students (default value) – Run the report for all students in the current school or district that meet the selection criteria.
    Required parameter.

Note: If running the report for a single student, or group of students, select the students prior to running report.

Include Ministry Final Grades

If your school stores Ministry final grades that are averaged to include the provincial exam score, check this box if you want the report to include Ministry final grades in the Graduation Assessment Record (.XAM  file). If selected, the report will include Ministry final grades based on the store codes configured for Ministry final grades in school setup.

Include Interim Grades

Check this box if you want the report to include interim grades for courses in progress. If selected, the report will include interim grades based on the store codes configured for interim grades in school setup. 

Report Terminations StatusTerminations can only be reported after January 1st of the current year. By default, this checkbox is not selected. 

Note: School final grades for the completed course are always included in the report and are pulled based on the Final School Grades store codes configured for Final School Grades in school setup.

Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

The extract creates a single ZIP file containing the three component files consisting of the DEM, Graduation Assessment Record, and CRS file. If multiple schools were selected at runtime, the ZIP file will contain the 3 files for each school selected. The file name has the format DDDNNNNN.ZIP where DDD is the 3-character ministry district number and NNNNN is the 5 character ministry school number for the currently selected school; if the district office is the currently selected a school number of 00000 is used.

Demographic Records (.DEM)

Data Element

Description

[Table]FieldName

Field Length

Field Offset

TX_ID

Identifies which file this record belongs to.

Always "E02" for the DEM file.

3

0

VENDOR_ID

Code supplied by the Ministry to identify the vendor.

Always "F" for PowerSchool.

1

3

VERI_FLAG

Indicates if the file has been run through TRAX verification Software

Space

1

4

FILLER1

Filler field

Spaces

5

5

MINCODE

8 digit ministry code that consists of the 3 digit ministry assigned district code concatenated with the 5 digit ministry assigned school code.

[Prefs]Value where [Prefs]Name=districtnumber + [Schools]Alternate_School_Number or [Schools]School_Number if alternate school number is blank.

8

10

STUD_LOCAL_ID

Local PowerSchool student number.

[Students]Student_Number

12

18

PEN

Ministry assigned personal education number NOT including the check digit.

First nine digits of [Students] State_StudentNumber

10

30

FILLER2

Filler field

Spaces

9

40

STUD_SURNAME

The student's legal last name.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

25

49

STUD_GIVEN

The student's legal first name.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_First_Name

[Students]First_Name

25

74

STUD_MIDDLE

The student's legal middle name.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_Middle_Name

[Students]Middle_Name

25

99

ADDRESS1

The student's address line 1.

[Students]Street

40

124

ADDRESS2

The student's address line 2.

Spaces

40

164

CITY

The student's address city.

[Students]City

30

204

PROV_CODE

The province the student's address is located in.

[Students]State

2

234

CNTRY_CODE

The country the student's address is located in.

[S_BC_STU_Students_X]Country_Code

3

236

POSTAL

The postal code associated with the student's address.

[Students]Zip

7

239

BIRTHDATE

The student's date of birth in YYYYMMDD format

[Students]DOB

8

246

STUD_SEX

Gender of the student (M or F)

Note: If populated, the student's legal gender overrides the student's preferred gender.

[StudentCoreFields]PSCore_Legal_Gender

[Students]Gender

1

254

STUD_CITIZ

Indicates if the student is a citizen of Canada.

  • C = Canadian
  • O = Other

[S_BC_STU_Students_X]Citizenship

1

255

STUD_GRADE

The grade level of the student

[S_BC_STU_Students_X] Grade_Override or, if Null, [Students]Grade_Level

2

256

PRGM_CODE1

Code showing which career program the student is taking courses for.

If S_BC_STU_Students_X] Enrolled_Program_CodeN (where N is 1-8) = 40, 41, 42 or 43

Then [S_BC_STU_Students_X] Enrolled_Program_CodeN + [S_BC_STU_Students_X] Career_Program

4

258

PRGM_CODE2

Code showing which career program the student is taking courses for.

Spaces

4

262

PRGM_CODE3

Code showing which career program the student is taking courses for.

Spaces

4

266

PRGM_CODE4

Code showing which career program the student is taking courses for.

Spaces

4

270

PRGM_CODE5

Code showing which career program the student is taking courses for.

Spaces

4

274

FILLER3

Filler Field

Spaces

5

278

PROGRAM_CADRE_FLAG

Indicates the student is in a Program Cadre.

  • Y
  • blank

If [S_BC_STU_Students_X] Enrolled_Program_CodeN (where N is 1-8) = 05 – Programme Francophone then set to "Y" otherwise blank.

1

283

STUD_STATUS

The current enrollment status of the student.

  • A= Active
  • T=Terminated
  • D=Deceased

If [Students]Enroll_Status=0 or -1 set to "A", else if [Students]Enroll_Status !=0 or -1 and [Students]ExitCode = [Gen]Name where [Gen]Cat ='exitcodes' and [Gen]ValueT = 'Deceased' set to "D". If Report Terminations Status is selected, then set to "T" otherwise set to "A".

1

284

GRAD_REQT_YEAR

The year the graduation requirements the student is fulfilling were defined by the ministry.

  • 2018 (applies to students in Grades 10 and 11)
  • 2004 (applies to students in Grade 12)
  • 1996
  • 1950
  • SCCP

Note: Beginning in the 2018-2019 school year, 2018 will apply to students in Grades 10, 11, and 12.

[S_BC_STU_Students_X] Grad_Reqt_Year

4

285

SCCP_COMPLETION_DATE

Date the student completed or will complete the requirements for a School Completion Certificate

[S_BC_STU_Students_X] SCCP_Comp_Date

8

289

Graduation Assessment Record(.XAM)

Data Element

Description

[Table]FieldName

Field Length

Field Offset

TX_ID

Identifies which file this record belongs to.

Always "E06" for the XAM file.

3

0

VENDOR_ID

Code supplied by the Ministry to identify the vendor.

Always "F" for PowerSchool.

1

3

VERI_FLAG

Indicates if the file has been run through TRAX verification Software

Space

1

4

FILLER1

Filler field

Spaces

5

5

MINCODE

8 digit ministry code that consists of the 3 digit ministry assigned district code concatenated with the 5 digit ministry assigned school code.

[Prefs]Value where [Prefs]Name=districtnumber + [Schools]Alternate_School_Number or [Schools]School_Number if alternate school number is blank.

8

10

STUD_LOCAL_ID

Local PowerSchool student number.

[Students]Student_Number

12

18

PEN

Ministry assigned personal education number NOT including the check digit.

First nine digits of [Students] State_StudentNumber

10

30

CRSE_CODE

First 5 characters of the provincial course number. Left justified padded with spaces on the right if less than 5 characters.

[S_BC_CRS_Courses_X] Ministry_Course_Code or

[S_BC_SGR_TRAX_X]TRAXCourseNumber if [S_BC_SGR_TRAX_X] Provincial_Exam_Ind = 1

5

40

CRSE_LEVEL

The grade level of the provincial course. Left justified padded with spaces on the right if less than 3 characters.

  • Blank

This value is set to blank

3

45

CRSE_YEAR

The year the exam for the specified course was or will be taken

Derived based on when the Term of the course ends and the session date of the provincial exam. Must align with the course month.

Special processing for "I" (Incomplete) Grades:

  • If the interim grade is "I" and there is no final grade, set the course month and year to be the end of the year.
  • If the interim grade is not "I" but the final grade is "I", set the course month and year to be the end of the year.
  • If the interim grade is "I" but the final grade is a letter grade other than I, set the course month and year based on the session that coincides with the end of the course.

4

48

CRSE_MONTH

The month the exam for the specified course was or will be taken.

  • 11
  • 01
  • 04
  • 06
  • 08

Derived based on when the Term of the course ends.

Special processing for "I" (Incomplete) Grades:

  • If the interim grade is "I" and there is no final grade, set the course month and year to be the end of the year (2013 06)
  • If the interim grade is not "I" but the final grade is "I", set the course month and year to be the end of the year (2013 06).
  • If the interim grade is "I" but the final grade is a letter grade other than I, set the course month and year based on the session that coincides with the end of the course.

2

52

INTERIM_LETTER_GRADE

The interim letter grade for the course assigned by the school.

This value is set to blank

2

54

INTERIM_SCHOOL_PERCENT

The interim percentage score for the course assigned by the school.

This value is set to blank

3

56

FINAL_SCHOOL_PERCENT

The final percentage score for the course assigned by the school.

This value is set to blank

3

59

EXAM_PERCENT

The exam percentage score as determined by the Ministry

Extracted as blanks in the submission to the Ministry

3

62

FINAL_PERCENT

The final percentage score calculated by the Ministry for the assessment. Valid values 001 - 004

If Include Ministry Final Grades is checked at report run time then

[StoredGrades]Percent where [StoredGrades]StoreCode in [S_BC_SCH_Schools_X] FinalMinGradeStoreCd.

3

65

FINAL_LETTER_GRADE

The final letter grade calculated by the Ministry for the course based on the exam and school percentages

This value is set to blank

2

68

E_EXAM_FLAG

Indicates the student took or will take the exam electronically.

As part of student setup, if the student will take this exam electronically checkbox is selected, then the report output displays "Y", else "N".

[S_BC_CC_CC_X] Electronic_Exam_Ind

1

70

PROV_SPEC_CASE

Indicates if there special conditions on this course for the student.

  • R = Rewrite
  • D = Deferral
  • Blank = no special case

[S_BC_CC_CC_X] Exam_Special_Case

1

71

LOCAL_CRSE_ID

Local course identifier

[CC]Course_Number + [CC]Section_Number or [StoredGrades]Course_Number + [Sections]Section_Number

20

72

CRSE_STATUS

Student course status.

  • A = active
  • W = withdrawn

If [CC]DateLeft <= current date and <= last in-session day of the term and no final grade exists for this year/term/course then W else A

1

92

STUD_SURNAME

The legal last name of the student.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

25

93

NUM_CREDITS

Number of credits for the course. All Provincially Examinable courses must be 4 credits.

This value is set to blank

2

118

CRSE_TYPE

Indicates how the credit was earned - Equivalency or credit challenge.

  • E = Equivalency
  • C = Credit Challenge
  • Blank = normal credit

This value is set to blank

1

120

TO_WRITE_FLAG

Optional exam indicator – indicates if the student will take the optional exam.

  • Y or blank = Yes
  • N = No

This value is set to blank

1

121

Other Course Records (.CRS)

Data Element

Description

[Table]FieldName

Field Length

Field Offset

TX_ID

Identifies which file this record belongs to.

Always "E08" for the CRS file.

3

0

VENDOR_ID

Code supplied by the Ministry to identify the vendor.

Always "F" for PowerSchool.

1

3

VERI_FLAG

Indicates if the file has been run through TRAX verification Software

Space

1

4

FILLER1

Filler field

Spaces

5

5

MINCODE

8 digit ministry code that consists of the 3 digit ministry assigned district code concatenated with the 5 digit ministry assigned school code.

[Prefs]Value where [Prefs]Name=districtnumber + [Schools]Alternate_School_Number or [Schools]School_Number if alternate school number is blank.

8

10

STUD_LOCAL_ID

Local PowerSchool student number.

[Students]Student_Number

12

18

PEN

Ministry assigned personal education number NOT including the check digit.

First nine digits of [Students] State_StudentNumber

10

30

CRSE_CODE

First 5 characters of the course number

[S_BC_CRS_Courses_X]Ministry_Course_Code or [S_BC_SGR_TRAX_X] TRAXCourseNumber or if blank/null then the First 5 characters from [Courses]Course_Number or[StoredGrades]Course_Number

5

40

CRSE_LEVEL

The grade level of the course

Must be one of (10, 10A-10L, 11, 11A-11S, 12, 12A-12S or Blank)

[S_BC_CRS_Courses_X] Ministry_Course_Level or

[Sections]Grade_Level or

[S_BC_SGR_TRAX_X] Course_GradeLevel or

[StoredGrades]Grade_Level

If = 99 then this field is set to blank on output.

Left justified space padded on the right.

3

45

CRSE_YEAR

The year the course was or is being taken

Derived based on when the Term of the course ends.

4

48

CRSE_MONTH

The month the course ended or will end

Derived based on when the Term of the course ends.

2

52

INTERIM_PERCENT

The interim percent assigned by the school

Blanks if a final grade exists for the course or if "Include Interim Grades" is not checked at report run time. Otherwise [StoredGrades]Percent where [StoredGrades]StoreCode in [S_BC_SCH_Schools_X]InterimGradeStoreCd.

Set to blank if Interim_LG = TS or RM

3

54

INTERIM_LG

The interim letter grade assigned by the school

Blanks if a final grade exists for the course or if "Include Interim Grades" is not checked at report run time. Otherwise [StoredGrades]Grade where [StoredGrades]StoreCode in [S_BC_SCH_Schools_X]InterimGradeStoreCd.

2

57

FINAL_PERCENT

The final percentage score assigned by the school

[StoredGrades]Percent where [StoredGrades]StoreCode in [S_BC_SCH_Schools_X]FinalSchGradeStoreCd.

Set to blank if Final_LG = TS or RM

3

59

FINAL_LG

The final letter grade given by the school

[StoredGrades]Grade where [StoredGrades]StoreCode in [S_BC_SCH_Schools_X]FinalSchGradeStoreCd.

2

62

CRSE_STATUS

Student course status.

  • A = active
  • W = withdrawn

If [CC]DateEnrolled <= current (system) date and ([CC]DateLeft <= current (system) date and <= last in-session day of theTerm) and no final grade exists for this year/term/course then W else A

1

64

STUD_SURNAME

The legal last name of the student.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

25

65

NUM_CREDITS

Number of credits for the course.

[StoredGrades]PotentialCrHrs or [Courses]Credit_Hours . Withdrawals are reported as 0.

2

90

RELATED_CRSE

Course code of a related course for an independent directed study course.

[S_BC_CRS_Courses_X] IDSRelatedCourseCode

5

92

RELATED_LEVEL

Course level of the related course.

[S_BC_CRS_Courses_X] IDSRelatedCourseLevel

3

97

CRSE_DESC

The description of a Technique Fine Arts or Applied Skills course that should appear on the transcript.

[Courses]Name or [StoredGrades]Course_Name

40

100

CRSE_TYPE

Indicates how the credit was earned - Equivalency or credit challenge.

  • E = Equivalency
  • C = Credit Challenge
  • Blank = normal credit

[S_BC_CC_CC_X]TRAX_Course_Type

or [S_BC_SGR_TRAX_X]TRAX_Course_Type

1

140

CRSE_GRAD_REQT

Indicates that a course meets the Fine Arts and/or Applied Skills graduation requirement.

  • F = Meets Fine Arts requirement
  • A = Meets Applied Skills requirement
  • B = Meets Both requirements

[S_BC_CRS_Courses_X]FA_AS_Grad_Reqt

1

141

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