Monthly Student Historical (MSH)

Introduction

This file is used to create and update the student record in MSIS and is normally sent at the end of the school year. The student’s most recent school enrollment within the report date range is extracted (excluding summer school). The file contains information such as birth certificate number, immunization compliance date, courses taken by the student, and schools attended by the student.

Note: This report should be run at every school in the district except the summer schools. If you run the report with a date range that includes summer enrollments, the student data is reported from the most recent school enrollment prior to their summer school enrollment.

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] and [ReEnrollments] tables based on the following criteria:

The student’s most recent school entry date must occur on or before the report end date.
The student’s most recent school exit date must occur on or after the report start date.

Section Enrollment Selection

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

The student must have enrolled in the section on or before the report end date.
The student must have exited the section on or after the report start date.

Report Input

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

Field	Description
Reporting Period Start Date for Student Selection	Enter the student selection start date. This date range determines the students to be included in the extract.
Reporting Period End Date for Student Selection	Enter the student selection end date. This date range determines the students to be included in the extract.
Start Date for Data Selection	Enter the data selection start date. This date range determines the data to be included for the selected students. For current school year data, enter the same date as the Reporting Period Start Date for Student Selection. For data from previous school year(s), enter the appropriate start date.
End Date for Data Selection	Enter the data selection end date. This date range determines the data to be included for the selected students. For current school year data, enter the same date as the Reporting Period End Date for Student Selection. For data from previous school year(s), enter the appropriate end date.
Increments by 1.0 for each modified transaction	Enter 1, 2, or 3 to indicate by what value the transactions should be incremented.
Reporting Period	Choose the appropriate reporting period from the pop-up menu.
Is the report an update?	Choose Yes or No from the pop-up menu to indicate whether this report will submit updated records that have already been send to the MDE.
School Year	Choose the school year for this report from the pop-up menu. This field defaults to the term at the top of the page.
File ID (3 digit number)	Enter the three-digit File ID number.
School Withdrawal Codes Enter Comma Separated List, No Spaces	Enter a comma-delimited list of the exit codes used to identify a school withdrawal. For example: T2,C1
Elementary School Passing Grades Enter Comma Separated List, No Spaces	Enter a comma-delimited list of the passing grade values available for the student at that elementary school.
Elementary School Special Codes Enter Comma Separated List, No Spaces	Enter a comma-delimited list of the special grade codes available for the student at that elementary school. For example: GL,BGL
Store Codes (Terms) to Include for Semester 1 Terms Enter Comma Separated List, No Spaces	Enter a comma-delimited list of the store codes used to identify semester 1 terms. For example: S1
Store Codes (Terms) to Include for Semester 2 Terms Enter Comma Separated List, No Spaces	Enter a comma-delimited list of the store codes used to identify semester 2 terms. For example: S2
Store Codes (Terms) to Include for End of Year Final Grade Enter Comma Separated List, No Spaces	Enter a comma-delimited list of store codes used to identify end of year final grades. For example: Y1,YR
Summer School Store Code (If Including Summer School)	Enter a comma-delimited list of store codes used to identify summer school grades. For example: Z1,SU
Log Type Name for Discipline. Must match the name used in District Setup	Enter the name of the log type used to identify discipline incidents. For example: Discipline
Test Names to Include Enter Comma Separated List, No Spaces	Enter a comma-delimited list of test names used in District Setup. For example: ACT,SAT

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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 records in this report are sorted by the student’s last name.

Item #	Data Element	Description	[Table]FieldName
SAP_TRANS
1	VERSION	This value starts with 1.0 and increments by 1.0 for each modified monthly student historical data transaction set representing the same set of data.	N/A
2	DTG	The date and time that the report completed, in the format MM-DD-YYYY HH:MM:SS.	N/A
3	DISTRICT	The district number.	[Prefs]Value [Prefs]Name=districtnumber
4	SCHOOL	The school number, based on the selection at report runtime.	[Schools]School_Number
5	PERIOD	The reporting period selected at report runtime.	N/A
TR_CUME
6	T_VERSION	This value starts with 1.0 and increments by 1.0 for each modified monthly student historical data transaction set representing the same set of data.	N/A
7	TRACK_ID	This value is a combination of the district number, school number, current date, and the Sequence Number (File ID) entered at report runtime.	[Prefs]Value [Prefs]Name=districtnumber [Schools]School_Number
8	UPDATE	Indicates whether the data in this report will be used to update student data in the MSIS, based on the selection at report runtime.	N/A
STUDENT
9	MSISID	The state assigned student identifier. The student’s MSIS ID must exist in MSIS in the format 000000009.	[Students]State_Student_Number
10	FNAME	The student’s first name.	[Students]First_Name
11	MNAME	The student’s middle name. The report extracts a question mark if the student does not have a middle name.	[Students]Middle_Name
12	LNAME	The student’s last name.	[Students]Last_Name
13	SSN	The student’s social security number, extracted without dashes.	[Students]SSN
14	CBCFILENO	The student’s birth certificate file number.	[S_MS_STU_X]BirthCertFileNum
15	CBCVER	The initials of the individual who verified the student’s birth certificate.	[S_MS_STU_X]BirthCertVerify
16	RACE	The student’s primary race.	[Students]Ethnicity
17	RACE2	N/A	N/A
18	RACE3	N/A	N/A
19	RACE4	N/A	N/A
20	RACE5	N/A	N/A
21	RACE6	N/A	N/A
22	ETHNIC	The student’s ethnicity code.	[S_MS_STU_X]Hispanic
23	GENDER	The student’s gender.	[Students]Gender
24	BCITY	The student’s birth city.	[S_MS_STU_X]BirthCity
25	BCOUNTY	The student’s birth county.	[S_MS_STU_X]BirthCounty
26	BSTATE	The student’s birth state.	[S_MS_STU_X]BirthState
27	DOB	The student’s date of birth, in the format MM/DD/YYYY.	[Students]DOB
28	FFNAME	The first name of the student’s father. Note: One of the following must be reported: Father first and last name Mother first and last name Guardian first and last name	[Students]Father
29	FLNAME	The last name of the student’s father.	[Students]Father
30	MFNAME	The first name of the student’s mother.	[Students]Mother
31	MLNAME	The last name of the student’s mother.	[Students]Mother
32	GFNAME	The first name of the student’s guardian.	[Students]guardian_fn
33	GLNAME	The last name of the student’s guardian.	[Students]guardian_ln
PERMADDR Include one PERMADDR record for each permanent address, from most recent to oldest. At least one record is required.
34	ADDR1	The student’s mailing address.	[Students]Mailing_Street
35	ADDR2	N/A	N/A
36	CITY	The student’s mailing city.	[Students]Mailing_City
37	STATE	The student’s mailing state.	[Students]Mailing_State
38	ZIP	The student’s mailing zip.	[Students]Zip
39	ZIP4	Not collected.	N/A
40	PHONE	The student’s home phone number.	[Students]Home_Phone
41	ICCERTDATE	The date of the student’s Immunization Certificate of Compliance.	[S_MS_STU_X]ImmuneCertDate
42	ICCVERIFTY	The initials of the individual who verified the student’s Immunization Certificate of Compliance.	[S_MS_STU_X]ImmuneCertVerify
MEDINFO One MEDINFO record should be included in the report for each condition.
43	CONDITION	Indicates a medical condition that the student is diagnosed with.	[S_MS_STU_MedInfo_C]Condition
44	YEAR	The calendar year in which the student was diagnosed with the medical condition.	[S_MS_STU_MedInfo_C]ConditionYear
ENTRANCE One ENTRANCE record is included for each entry into the school for the report date range. At least one ENTRANCE record is required per student.
45	E_DATE	The date the student first started attending the current school.	[Students]SchoolEntryDate
46	E_GRADE	The student’s grade level when they first started attending the current school.	[Students]SchoolEntryGradeLevel
E_SCHOOL One E_SCHOOL record must be included for each time the student transferred to another school during the report date range.
47	ES_NAME	The previous school name.	[S_MS_STU_X]PrevSchoolName
48	ES_ADDR	The previous school address.	[S_MS_STU_X]PrevSchoolAddr
WITHDRAWAL One WITHDRAWL record should be included for each time the student withdrew from school during the report date range.
49	W_DATE	The student’s exit date for the school enrollment that falls within the report date range. This is only reported if the exit code is populated.	[Students]ExitDate [ReEnrollments]ExitDate
50	W_GRADE	The student’s grade level for the school enrollment that falls within the report date range. This is only reported if the exit code is populated.	[Students]Grade_Level [ReEnrollments]Grade_Level
51	CODE	The student’s exit code for the school enrollment that falls within the report date range.	[Students]ExitCode [ReEnrollments]ExitCode
RESCORDSENT One RECORDSENT record must be included for each occurrence of cumulative records sent to another school.
52	R_DATE	The date the record was extracted, i.e. the date the report completed, reported in the format MM/DD/YYYY.	[S_MS_STU_X]Rdate [S_MS_REN_X]Rdate
53	R_NAME	The name of the current school, which indicates the school reporting the student information. Reported if R_DATE is not blank.	[S_MS_STU_X]Rname [S_MS_REN_X]Rname
54	R_ADDR	The address of the current school, which indicates the school reporting the student information. Reported if R_DATE is not blank.	[S_MS_STU_X]Raddr [S_MS_REN_X]Raddr
SCHOOLYEAR One SCHOOLYEAR record must be included for each year or grade level combination that the student is enrolled in during the report date range. At least one SCHOOLYEAR record must be reported.
55	START	The first day of the school year for the term year reported.	[Terms]FirstDay
56	END	The last day of the school year for the term year reported.	[Terms]LastDay
57	LENGTH	The number of school days for the entire school year.	[Terms]NoOfDays
58	S_GRADE	The student’s grade level for the school enrollment that falls within the report date range.	[Students]Grade_Level [ReEnrollments]Grade_Level
59	ABSENTDAYS	The number of days the student was absent during the school year selected at report runtime. This value is determined by the attendance conversion associated with the student’s FTE. Verify that the correct attendance codes are set up with a Presence Status = Absent. Review additional information about troubleshooting attendance and troubleshooting average daily attendance.	[Attendance]Date
60	ABSENCECAUSE	The main reason the student was absent during the school year.	[S_MS_STU_X]AbsenceCause
61	PROMOTEIND	Indicates if the student is to be promoted.	[S_MS_STU_X]PromotionInd
62	PASSGRADES	A list of the passing alpha grades available for the elementary student during the school year selected at report runtime. This field is only reported if the student’s grade level is 6 or lower.	N/A
63	SPECCODES	Any Elementary Special Codes available for the student during the school year selected at report runtime. This field is only reported if the student’s grade level is 6 or lower.	N/A
64	S_TFNAME	The first name of the teacher for each homeroom section the student is enrolled in during the report date range. See Section Enrollment Selection under the Selection Criteria for this report. This field is only required for elementary students.	[S_MS_STU_X]TeacherFirstName [S_MS_REN_X]TeacherFirstName
65	S_TLNAME	The last name of the teacher for each homeroom section the student is enrolled in during the report date range. See Section Enrollment Selection under the Selection Criteria for this report.	[S_MS_STU_X]TeacherLastName [S_MS_REN_X]TeacherLastName
S_SCHOOL
66	S_NAME	The name of the school for which the following section enrollments are reported. See Section Enrollment Selection under the Selection Criteria for this report.	[Schools]Name
S_COURSE One S_COURSE record must be included for each course the student is enrolled in for the school year and grade level combination. At least one COURSE record must be reported.
67	C_NAME	The name of the course associated with the section enrollment. See Section Enrollment Selection under the Selection Criteria for this report.	[Courses]Course_Name [CC]Course_Name
68	C_TFNAME	The first name of the teacher associated with the section enrollment. This field is required for secondary enrollments only.	[Teachers]First_Name [CC]StudentID [Sections]Teacher
69	C_TLNAME	The last name of the teacher associated with the section enrollment. This field is required for secondary enrollments only.	[Teachers]Last_Name [CC]StudentID [Sections]Teacher
70	S1GRADE	The first semester grade awarded for the section enrollment. The report extracts the alpha grade. Note: Use Term ending grades for block schedules and Semester ending grades for normal schedules.	[StoredGrades]Grade [StoredGrades]StoreCode [StoredGrades]Course_Number
71	S2GRADE	The second semester grade awarded for the section enrollment. The report extracts the alpha grade. Note: Use Term ending grades for block schedules and Semester ending grades for normal schedules.	[StoredGrades]Grade [StoredGrades]StoreCode [StoredGrades]Course_Number
72	C_FGRADE	The final grade awarded for the section enrollment selected at report runtime. Note: This field is required at the end of the school year for each course that is reported.	[StoredGrades]Grade [StoredGrades]StoreCode [StoredGrades]Course_Number
73	C_CREDITS	The final credit awarded for the section enrollment.	[StoredGrades]EarnedCrHrs [StoredGrades]StoreCode [StoredGrades]Course_Number
SUMMERSCH One SUMMERSCH record must be included for each summer school session in which the student is enrolled during the report date range. The school must be identified as a Summer School at District Setup > Schools/School Info.
74	SS_DATE	The first day of the summer school term, based on the school and term selected for summer school at report runtime.	[Terms]FirstDay
75	SS_NAME	The name of the summer school, based on the school selected at report runtime.	[Schools]Name
SS_COURSE One SS_COURSE record must be included for each course the student is enrolled in for the summer school session during the report date range. At least one record is required if the student is in summer school. SS_COURSE records are created for StoredGrade records matching the Summer School store code entered at runtime.
76	SC_NAME	The course name for each of the student’s summer school section enrollments, based on the term and school selected at report runtime.	[Courses]Course_Name [CC]Course_Name
77	SC_TFNAME	The first name of the teacher associated with the student’s summer school section enrollments. This field is required for secondary enrollments only.	[Teachers]First_Name [CC]Teacher
78	SC_TLNAME	The last name of the teacher associated with the student’s summer school section enrollments. This field is required for secondary enrollments only.	[Teachers]Last_Name [CC]Teacher
79	SC_FGRADE	The grade awarded for the student’s summer school enrollment. Note: This field is required at the end of the school year for each course that is reported.	[StoredGrades]Grade [StoredGrades]TermID
80	SC_CREDITS	The credit awarded for the student’s summer school enrollment.	[StoredGrades]EarnedCrHrs [StoredGrades]TermID
TEST One TEST record must be included for each test result that is reported in the student historical record. Do not include MS standardized tests.
81	T_DATE	The date the student took the test. To be reported, the test date must occur on or after the report start date and on or before the report end date.	[StudentTest]Test_Date
82	T_DESCR	The name of the test, as well as the grade level of the student when they took the test, and the alpha, numeric and percent scores awarded for the test. To be reported, the test date must occur on or after the report start date and on or before the report end date.	[StudentTest]Test_Date [StudentTest]Grade_Level [TestScore]Name [StudentTestScore]AlphaScore [StudentTestScore]PercentScore [StudentTestScore]NumScore
FACT
83	F_DATE	The dates of the student’s discipline incidents for the school year selected at report runtime.	[Log]Entry_Date
84	F_GRADE	The grade level of the student.	[Students]Grade_Level
85	AGE	The student’s current age. The report derives this value by subtracting the current date from the student’s date of birth, dividing the resulting number of days by 365, then rounding to a whole number.	[Students]DOB
86	F_NAME	The first and last name of the individual who reported the discipline incident.	[S_MS_LOG_X]IncidentRepByFName [S_MS_LOG_X]IncidentRepByLName
87	FROMDATE	The date the disposition (disciplinary action) assigned to the student began.	[Log]Discipline_ActionDate
88	TODATE	The date the disposition (disciplinary action) assigned to the student ended.	[Log]Discipline_ActionTakenEndDate
89	F_DESC	The textual description of the discipline incident. Report pulls Incident Type Category and Action Taken Detail separated by a comma. Ex: BULLY, ISS	[Log]Discipline_IncidentTypeCategory [Log]Discipline_ActionTakenDetail

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