Direct Match Extract

Contents

Report Description

The Direct Match Extract is used to match students who are enrolled in the district Free lunch program with the eScholar Uniq-ID DirectMatch module.

The Direct Match Extract consists of an export file (for Private Schools only) with error checking and an import file for all schools to import student direct certification information into PowerSchool from eScholar. During the import, if a student is found who matches a student in the import file, the student's current lunch program is ended and a new "Free DC" lunch program is created . The Certificate Date parameter is used as the start date and end date of the new lunch program.

Note: Lunch codes "Free DC" and "Lunch Certification" must be set up and assigned to the appropriate students.

Export File (Private Schools Only)

The export file is for private schools only. One line of data is exported per student who is currently enrolled within the specified date range.

Schools must upload the export file to eScholar.

File Name – The file name can contain upper and lower case alphanumeric characters, periods, underscores or hyphens. Spaces and any other special charters are not allowed.

Record Types - The file contains three different categories of information:

Header Record
Detail Record
Trailer Record

Errors in the Export File

If errors occur, the file is rejected and will need to be resubmitted. Users are able to extract the rejected records, along with the reason they were rejected.

Rejection of the entire Person Batch File will occur if:

one or more record types are missing.
one or more fields have been omitted from a record.
the “number of Records” field in the trailer record is incorrect.
the “Transmission ID” fields in the header and trailer records do not match.
the maximum allowable number of detail record errors (as defined by the state) has been exceeded.

Import File (All Schools)

Schools extract file format 3.0+ from eScholar, and then import the file into PowerSchool. The Import file contains the lunch status for students with direct matches with eScholar. During the import, the process uses either the Student Number or State ID to match a student in PowerSchool. When a student is found who matches the import file, the student's current lunch program is ended and a new "Free DC" lunch program is created . The Certificate Date parameter is used as the start date of the new lunch program.

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.

The report selects records from the [Students] table based on the following criteria:

The student must be active or pre-registered.
The student 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

If run at the district level, choose one of the following:

Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included.
All Schools – Run the report for the entire district.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

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.
All students – Run the report for all students in the current school or district that meet the selection criteria.

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

Report Output (Export File - Private Schools Only)

Each of the fields displayed in the output of the report is described below.

Export Header Record

The Header record is always the first record. Each of the fields is delimited in the Header by the field name referencedbelow and delimited by a single tab or space character. The Header record contains the following fields:

Field Name	Description	Delimiter	Required
Record Type	Always ‘TH’		Required
Extract Date	Format = mm/dd/yyyy		Required
Extract Time	Format = hh:mm:ss		Required
Transmission ID	Use for auditing to identify the submission.		Required
Version	Always ‘3.0’ for this template.		Required
Delimiter	The character literal or the hex representation of the delimiter that is used in the detail records (either tab or comma). For a comma delimiter, the character literal is ‘delimiter=,’ and the hex representation is ‘delimiter=0X2C’. For a tab delimiter, the hex representation is ‘delimiter=0X09’.	delimiter=	Required
Source Name	The source system name. Note: Batches will fail if the source name is not defined in the Source System table. Contact the system administrators who manage the Source System table.	source=	Required
Text Qualifier	The text or the hex representation of the text qualifier that is used in the detail records, in this case, the SIS vendor name: "PS".	qualifier=	Optional
Batch Indicator	S indicates a School Level file D indicates a District Level file. Note: To resolve pending near matches at the school level, batches are submitted at the S level.	Batch indicator=	Optional

Export Detail Records

Detail records appear between the Header and Trailer record. Each field is delimited even if data is not available for certain fields.

Data Element	Description	[Table]FieldName	Required	Used for Matching?
Record Type	Always 'ID'	N/A (Derived)	Required	N/A
Building (School)	The ID of the school in which the student is currently enrolled/active.	[Students]SchoolID	Required	No
Resident Location (Resident District)	The student's district of residence.	[Students]DistrictOfResidence	Required	No
Last Name	The student's legal last name.	[StudentCoreFields]PSCore_Legal_Last_Name Or, if NULL: [Students]Last_Name	Required	Yes
First Name	The student's legal first name.	[StudentCoreFields]PSCore_Legal_First_Name Or, if NULL: [Students]First_Name	Required	Yes
Middle Name	The student's legal middle name. If no middle name or legal middle name, blank is exported.	[StudentCoreFields]PSCore_Legal_Middle_Name Or, if NULL: [Students]Middle_Name	Required	Yes
Name Suffix	Exported as blank			No
Gender	The student's state-defined gender code.	[StudentCoreFields]PSCore_Legal_Gender Or, if NULL: [Students]Gender	Required	Yes
Date of Birth	The student’s date of birth. Format = mm/dd/yyyy	[Students]DOB	Required	Yes
Grade	The student's state-defined grade level.	[Students]Grade_Level [S_MO_STU_X]Kindergarten	Required	No
Local Person ID	The student’s locally assigned student number.	[Students]Student_Number	Required	No
Social Security Number	Exported as blank.		No	No
Race	The student’s primary Ethnicity. Valid Values: A B H I W P M O	[Students]FedEthnicity [StudentRace]RaceCd	Required	No
State Uniq-ID	Exported as blank			No
Location (District)	The location ID for the district in which the student is currently enrolled/active.	[Prefs]Name=districtname	Required	No
Alternate Last Name	Exported as blank			No
Client Index ID (Alternate ID)	Exported as blank			No
Match to Type (Alternate Source)	Exported as blank			No
Customer Defined Field 1	Exported as blank			No
Customer Defined Field 2	Exported as blank			No
Customer Defined Field 3	Exported as blank			No
Customer Defined Field 4	Exported as blank			No
Customer Defined Field 5	Exported as blank			No
Customer Defined Field 6	Exported as blank			No
Customer Defined Field 7	Exported as blank			No
Customer Defined Field 8	Exported as blank			No
Customer Defined Date Field 1	Exported as blank			No
Customer Defined Number Field 1	Exported as blank			No
Customer Defined Code Field 1	Exported as blank			No
Ethnicity Indicator	Exported as blank			No
Race 2 Code	Exported as blank			No
Race 3 Code	Exported as blank			No
Race 4 Code	Exported as blank			No
Race 5 Code	Exported as blank			No
Ethnic Sub Group	Exported as blank			No
Mother's Maiden Nam	Exported as blank			No
Full Person Name	Exported as blank			No
Nickname	Exported as blank			No
Birth Location	Exported as blank			No
Street Address 1	Exported as blank			No
Street Address 2	Exported as blank			No
City	Exported as blank			No
State	Exported as blank			No
Zip Code	Exported as blank			No
Geocode	Exported as blank			No
Residency Status	Exported as blank			No
Residency Expiration Date	Exported as blank			No
Highest Degree Earned	Exported as blank			No
Subject Matter Area	Exported as blank			No
Degree Provider	Exported as blank			No
Certificate Number	Exported as blank			No
Certificate Type	Exported as blank			No
Itinerant Flag	Exported as blank			No
Submission Purpose	Hard coded 001 - Assignment	N/A	Required	No
Person Type	Hard coded 02 - Student	N/A	Required	No
Active/Inactive Indicator	The students current status at the school. Valid Values: 0 - Inactive 1 - Active	Calculated based on student's enrollment status	Required	No
Enrollment Status	Exported as blank.			No
Entry/Exit Date	Exported as blank.			No
Entry/Exit Type	Exported as blank.			No
Entry/Exit Code	Exported as blank.			No
Entry/Exit Verified Flag	Exported as blank.			No
Hire Date	Exported as blank.			No
Annual Salary	Exported as blank.			No
Job Classification	Exported as blank.			No
Job Assignment Primary	Exported as blank.			No
Job Assignment Secondary	Exported as blank.			No
Job Assignment Tertiary	Exported as blank.			No
Location Comment	Exported as blank.			No
Active Location Count	Exported as blank.			No
Source Refresh Date	Exported as blank.			No
Match Score	Exported as blank.			No
ID Record Status	Exported as blank.			No
Location Status	Exported as blank.			No
Event Status	Exported as blank.			No
Record Reference Number	Exported as blank.			No
Last Updated User ID	Exported as blank.			No
Record Updated Date	This field will always extract the value 1.	Static value		No
DM Index Record	This field(s) is used to extract Data Validation Errors or the matched Direct Certification Record data when a user selects File Format 3.0+ as the extract option. File Format 3.0 extract does not output this field position. This field position should NOT be included on input or the batch will be rejected. Record Update Date should be the last available field when uploading batches as in eUID File Upload. In other words, the file layout should end at Record Updated Date on INPUT.			No

Export Trailer Record

The Trailer record is always the last record in the file and is delimited by a single tab or space character.

The Trailer record contains the following fields:

Field Name	Description	Required
Record Type	Always ‘TT’	Required
Transmission ID	A number that matches the Transmission ID in the header record.	Required
Number of Records	The number of records in the file, including the ‘TH‘ and ‘TT’ records.	Required

Import File

Field	Used for Import
First Name	N/A
Last Name	N/A
Middle Initial	N/A
Date of Birth	N/A
Gender	N/A
Race	N/A
Address Line 1	N/A
Address Line2	N/A
City	N/A
State Code	N/A
Postal Code	N/A
Guardian First Name	N/A
Guardian Last Name	N/A
DSS ID	N/A
SNAP	Value from eScholar
TANF	Value from eScholar
Foster	N/A
Match Date	N/A
Recommended Program	N/A