State Student Unique ID Extract

Contents

Introduction

This report creates an extract containing all students currently enrolled or who have been enrolled in the past in the district. The extract is sent to the state, and student data is used to either match against existing data in the state database or to update the state database and return either an existing state student ID for the student or a new state student ID for the student if no match can be found for the student. The output file is a tab-delimited text file consisting of a single header record, student detail records, and a single trailer record.

The file is named as follows: LA_StateStudentUID_[datestamp][timestamp] where [datestamp] is the system date for the date the report was run and [timestamp] is the system time when the file was created.

The output file detail records will be updated by the state with each student’s State Unique ID and the file will be returned to the submitting district for upload into Power School.

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 correct records.

Student Selection

The report selects records from the [Students] table for any student who is currently, or has been in the past, enrolled in a school within the district.

The school the student was last assigned to or is currently attending must not be excluded from state reporting.
The student must not be excluded from state reporting.
The student's enrollment record must not be excluded from state reporting.

Report Input

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

Field	Description
Select Schools	Choose one of the following: Current School Only – Includes all student records associated with the current school that meet the selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list. All Schools – Includes all student records on the PowerSchool server that meet selection criteria. Note: The All Schools option is only available when running the report from the District Office.
Student Type	Select one of the following: All Students – Includes all students included in the selected school(s) who meet the student selection criteria. Selected Students – Includes only those students from the current selection of students and the selected school(s) who meet the student selection criteria. Students without a State Unique ID – Includes only those students from the selected school(s) who meet the student selection criteria and who do not have a state student unique ID entered in PowerSchool.
Include Address?	Choose one of the following from the pop-up menu: Yes – the report output will include student address information. No (default) – the address fields in the report will be output as blank.
Include SSNs?	Choose one of the following from the pop-up menu: No - no SSNs will be included in the file for any student. Valid with Consent - only valid (not starting with 9, 666 or 000) SSNs where LOSFA consent has been given will be included. This will be the default value for the parameter. All Valid - all valid (not starting with 9, 666 or 000) SSNs will be sent.
Report a blank if Student Unique ID is greater than 9 characters	Enable this checkbox if you wish to report any student number that is more than 9 characters as a blank for the Student Local ID Number in the output file.

Report Output

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

Item #	Data Element	Description	[Table]FieldName	Length
Header Record
1	Record Type	An indicator that tells what record type this record is.	Always output as ‘TH’	2
2	Extract Date	The date the extract file was created.	System date when the file was created	10
3	Extract Time	The time the extract file was created.	System time when the file was created	8
4	Transmission ID	A unique identifier for this file.	Generated at runtime	10
5	Version	The current file format version.	Always output as ‘3.0’	3
6	Delimiter	Specifies the delimiter used in the detail records.	Always output as ‘delimeter=0X09’	4
7	Source Name	Specifies the type of system that produced the output file.	Always output as ‘source=SIS’	3
8	Text Qualifier	The text or hex representation of the text qualifier used in the detail records. A value for this field is optional.	Blank	N/A
9	Batch Indicator	Indicates if the file is a school or district level file. A value for this field is optional	Blank	N/A
Detail Record
1	Record Type	An indicator that tells what record type this record is.	Always output as ‘ID’	2
2	School/Site Code	The code for the school the student is currently attending or last attended.	[S_LA_STU_X]SiteCodeOverride	6
3	Residing District Code	The two-digit code for the parish/city where the student or the student’s guardian lives.	[S_LA_STU_X]ParishOverrideCode or [Prefs]Value where [Prefs]Name=LA_Dist_CD	2
4	Last Name	The student’s legal last name.	[Students]Last_Name	60
5	First Name	The student’s legal first name.	[Students]First_Name	60
6	Middle Name	The student’s legal middle name. This field is not required.	[Students]Middle_Name	60
7	Name Suffix	The student’s name suffix such as Jr or III. This field is not required.	[S_LA_STU_X]NameSuffix (periods are stripped on output)	10
8	Gender	The gender of the student. Must be either ‘M’ or ‘F’.	[Students]Gender	1
9	Date of Birth	The date of birth of the student.	[Students]DOB	10
10	Grade Placement	The grade level of the student at the time of enrollment.	Derived from [Students]Grade_Level	2
11	Student Local ID Number	The local student ID assigned to the student by the district or school.	[Students]Student_Number	20
12	Social Security Number	Social Security Number of the student. This field is not required unless field 30, Parental Consent Flag, is ‘Y’.	[Students]SSN depending on the value selected for the “Include SSNs?” parameter.	9
13	Race/Ethnicity	Indicates if the student is Hispanic/Latino and the race of the student. The field is 6 characters and each character must be ‘Y’ (Yes) or ‘N’ (No). Position 1 = Hispanic Position 2 = American Indian or Alaskan Native Position 3 = Asian Position 4 = Black Position 5 = Native Hawaiian or Pacific Islander Position 6 = White	[Students]FedEthnicity [StudentRace]RaceCode	6
14	State ID/Unique ID	The Lousiana Secure ID (LASID) assigned to the student by the state.	Blank on output. Will be updated by the state in the returned file.	25
15	LEA Code	LEA code assigned by the Louisiana Department of Education	First 3 characters of [S_LA_SCH_X]SiteCode	3
16	Ending School Session Year	The year in which the last day of the school year falls. If the last day of school for the year is May 30, 2015, this field will be ‘2015’	Derived from [Terms]LastDay where [Terms]IsYearRecord = 1	4
17	Alternate Last Name	The birth surname, alternate last name, or former last name of the student. This field is not required.	Blank	60
18	Alternate ID	This is an ID used in the system defined in the Alternate Source field. If Alternate Source is provided, this field is required.	Blank	50
19	Alternate Source	This is the source name for the Alternate ID field. This can be used to track additional local identifiers or other state identifiers. If an Alternate ID is provided, this field is required.	Blank	60
20	RESERVED	Not currently used.	Blank	25
21	RESERVED	Not currently used.	Blank	25
22	RESERVED	Not currently used.	Blank	25
23	RESERVED	Not currently used.	Blank	25
24	RESERVED	Not currently used.	Blank	25
25	LWC Consent Flag	Indicates if the parents of the student have given consent to share private student data with the Louisiana Workforce Commission.	[S_LA_STU_X]Act567ParentalConsentFlag	25
26	RESERVED	Not currently used.	Blank	25
27	RESERVED	Not currently used.	Blank	25
28	Record Status	Not currently used.	Blank on output. May be updated by the state in the returned file.	255
29	Record Reference Number	The internal transaction identifier for the record.	Blank on output. May be updated by the state in the returned file.	12
30	Parental Consent Flag	Indicates if the parents of the student have given consent to share private student data.	[S_LA_STU_X]LOSFAConsentFlag	25
31	RESERVED	Not currently used.	Blank	4
32	RESERVED	Not currently used.	Blank	10
33	RESERVED	Not currently used.	Blank	10
34	RESERVED	Not currently used.	Blank	10
35	RESERVED	Not currently used.	Blank	10
36	RESERVED	Not currently used.	Blank	10
37	RESERVED	Not currently used.	Blank	60
38	RESERVED	Not currently used.	Blank	100
39	RESERVED	Not currently used.	Blank	60
40	RESERVED	Not currently used.	Blank	50
41	Street Address (Physical)	The street address where the student resides.	[Students]Street	50
42	Street Address 2 (Physical)	The apartment or suite where the student resides.	[Students]Street	30
43	City (Physical)	City in which the student resides.	[Students]City	30
44	State (Physical)	State in which the student resides.	[Students]State	2
45	Zip Code (Physical)	Zip Code of the City in which the student resides.	[Students]Zip	5
46	RESERVED	Not currently used.	Blank	22
47	RESERVED	Not currently used.	Blank	20
48	RESERVED	Not currently used.	Blank	N/A
49	RESERVED	Not currently used.	Blank	20
50	RESERVED	Not currently used.	Blank	20
51	RESERVED	Not currently used.	Blank	125
52	RESERVED	Not currently used.	Blank	25
53	RESERVED	Not currently used.	Blank	20
54	RESERVED	Not currently used.	Blank	2
55	Submission Purpose	The purpose of the data submission. This field always outputs 001 - Assignment.	N/A	3
56	Person Type	The type of person being reported. This field always outputs 02 - Student.	N/A	3
57	Location Active Flag	The current status of the person. 0 - Inactive (student has exited the school) 1 - Active (student is enrolled in the school)	[Students]Entrydate [Students]Exitdate	1
58	RESERVED	Not currently used.	Blank	1
59	RESERVED	Not currently used.	Blank	100
60	RESERVED	Not currently used.	Blank	N/A
61	RESERVED	Not currently used.	Blank	2
62	RESERVED	Not currently used.	Blank	100
63	RESERVED	Not currently used.	Blank	1
64	RESERVED	Not currently used.	Blank	N/A
65	RESERVED	Not currently used.	Blank	10.2
66	RESERVED	Not currently used.	Blank	25
67	RESERVED	Not currently used.	Blank	100
68	RESERVED	Not currently used.	Blank	100
69	RESERVED	Not currently used.	Blank	100
70	RESERVED	Not currently used.	Blank	100
71	Active Location Count	The internal number of current active locations for the ID Record Type.	Blank on output. May be updated by the state in the returned file.	4
72	RESERVED	Not currently used.	Blank	N/A
73	Match Score	The Match Score for only records that are a Match or Near Match.	Blank on output. May be updated by the state in the returned file.	3
74	ID Record Status	The internal transaction status of the record.	Blank on output. May be updated by the state in the returned file.	255
75	Location Status	The internal transaction status of the Location record.	Blank on output. May be updated by the state in the returned file.	255
76	Event Status	The internal transaction status of the Enrollment Event record.	Blank on output. May be updated by the state in the returned file.	255
77	Record Reference Number	The internal transaction identifier for the record.	Blank on output. May be updated by the state in the returned file.	12
78	Last Updated User ID	The last updated user ID.	Blank on output. May be updated by the state in the returned file.	50
79	Record Update Date	The date the record was updated.	Blank on output. May be updated by the state in the returned file.	10
Trailer Record
1	Record Type	An indicator that tells what record type this record is.	Always output as ‘TT’	2
2	Transmission ID	A unique identifier for this file.	Generated at runtime. Same value as in the header record.	10
3	Number of Records	The number of records in the file including the header and trailer records.	Calculated when the report is generated.	10

Import State Student Unique IDs

After submitting the State Student Unique ID request file to the state, the state will match the data contained in the file to existing state student data and will update each student in the file with either an existing state ID number for students who have already been assigned an ID or a new state ID number if there is not a match for the student. The file is then returned to the district so the state student number can be uploaded to PowerSchool.

Once the data is received back from the state, the state student ID must be imported back into PowerSchool. There are various methods for importing this data back into PowerSchool and you can use the method that best works for you. The template method is explained below.

Import Using a Template

Follow these steps to create an import template and then use the template to import the state student IDs:

From the Start Page, navigate to the templates page either by System > (Data Management) Page and Data Management > (Data Import) Templates for Importing OR Special Functions > Importing and Exporting > (Importing) Templates for Importing.
Click New.

On the New Import Template page, complete the information as shown in the table below and click Submit:

Field	Description
Name of this template	Enter a name for the template.
Import into this table	Choose the Students table.
Delimited or fixed-length?	Choose Delimited.
Field delimiter	Choose Tab.
End-of-line (record) delimiter	Choose CR.
Update Mode	Select (check) the checkbox ‘Update existing records’.
Columns (fields)	Copy and paste or type the following text into the Columns window. This template tells the importer to ignore the first 10 columns (fields) of the file, use the local student ID to match against [Students]Student_Number, ignore the next two columns, use the Unique ID to match or update [Students]State_StudentNumber and ignore the remaining 21 columns of data in the detail record. Note: After the template is created the importer should indicate there are 35 fields in the file: Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Student_Number Ignore Ignore State_StudentNumber Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore

After your template has been created, copy the State Student ID file to an accessible location on your server or network.
From the Start Page, navigate to the import page either by System > (Data Management) Page and Data Management > (Data Import) Import Using Template OR Special Functions > Importing and Exporting > (Importing) Import Using Template.
Select the template you just created from the Import Template field.
Click ‘Choose File’ and browse to the file you want to import. Click Submit which will take you to the Import Check page which displays the fields in your template and the first two rows of data from the file you are importing.
Select (check) the ‘Skip This Row’ box at the bottom of the page. This will tell the importer to skip the header record in the file (Alternatively you could manually delete the header record from the file before importing, in which case this box should remain unchecked).
Verify that the data in fields 11 and 14 in the ‘Contents of Record 2 From Imported File’ column is the correct data that aligns with the Student_Number and State_StudentNumber. If the data does not align correctly there is a problem with your template and you will need to edit the template to correct it. If the fields align correctly, click ‘Import’. After the import process completes, you will be redirected to the results page.
The results page will tell you which records were successfully imported and which records were not.

Because the file you are importing contains a trailer record (unless you manually deleted the trailer record from the file), the import results should show the last record as failing the import.