OUAC Reference File Import

Introduction

OUAC Reference File Import enables you to import the OUAC Reference File into PowerSchool. The results of the import are sent to the import log for later review. For details about the import results, refer to Import Results.

The OUAC reference file (EXTRACTP.DAT) has a record length of 134 characters and contains the fields below (listed with their corresponding PowerSchool fields). Key fields are indicatied with an asterisk.

OUAC Mnemonic	OUAC Description	OUAC Length	OUAC Type	OUAC From	OUAC To	PowerSchool [Table]Field
RECTYP	*Record Type (constant ‘EX’)	2	A	1	2	n/a
SCHOOL	*Mident School Number	6	N	3	8	[Schools]Alternate_School_Number or [Schools]School_Number
SSSN	*Secondary School Student Number	12	N	9	20	[Students]Student_Number
MIN	*Ministry Identification Number	9	N	21	29	[S_ON_STU_X]MIN_Number
OEN	*Ontario Education Number	9	N	30	38	[Students]State_StudentNumber
SURNAM	Surname	30	A	39	68	[S_ON_STU_X]Legal_Last_Name or [Students]Last_Name
OCASNO	OCAS Number	11	N	69	79	[S_ON_STU_X]OCAS_Number
OUACNO	OUAC Number	11	N	80	90	[S_ON_STU_X]OUAC_Number
FRSTNM	First Name	15	A	91	105	[S_ON_STU_X]Legal_First_Name or [Students]First_Name
SCNDNM	Second Name	15	A	106	120	[S_ON_STU_X]Legal_Middle_Name or [Students]Middle_Name
BIRTH	Birthdate	8	N	121	128	[Students]DOB
POSTAL	Postal Code	6	A	129	134	[Students]Mailing_Zip or [Students]Zip

Selection Criteria

Selection criteria determine which records are processed.

School Selection

If the import is generated from the district office, all records in the file are processed regardless of school and student status.
If the import is generated at a school, only records belonging to the school running the import are processed (i.e. BSID in file matches BSID of the selected school).

Student Selection

School Level:

Only students at the school running the import are processed.
Active students are processed.
Inactive students who were enrolled at the school at any time during the current school year, and who are not currently active at any other day school, are processed.
Cross-enrolled students are ignored.

Board Level:

All students are processed, regardless of school and status.

Import Process

Upload the OUAC Reference File.
Sign into PowerSchool and, on the Start page, click Special Functions.
Click Import Data Files.
Under Maintenance, click OUAC Reference File Import.
- To have PowerSchool clear the OUAC Flag and the OUAC Number for students not in the OUAC reference file, click Clear OUAC flag & OUAC Number for students not in the reference file.
Click Choose File, and and browse to and select the OUAC Reference File.
Click Import. The selected file is read, values are extracted from the file, and the import and update process begin.

Data is examined for the following import fields:

OUAC Field	OUAC Description	PowerSchool Field
SCHOOL	Mident School Number	[Schools]Alternate_School_Number or [Schools]School_Number
SSSN	Secondary School Student Number	[Students]Student_Number
OEN	Ontario Education Number	[Students]State_StudentNumber
OUACNO	OUAC Number	[S_ON_STU_X]OUAC_Number

The following three queries are run and the results are displayed in the Import Results.

Note:

The following applies to all three queries:

All zeros in OEN or SSSN fields indicates that values are not specified in the import file. Zero values are not used for selecting students.
The queries first search by SSSN. If a student is found, the student is processed. If a student is not found, the queries searche by OEN.

After the queries are run, view the output in the Import Results.

Query

Description

Action

Query1

School Level:

The query identifies students in the OUAC reference file whose OEN or SSSN matches the respective field in PowerSchool ([Students]State_Student_Number) or ([Students]Student_Number) for the selected school

Note: This query processes only records that belong to the school running the report.

Board Level:

The query identifies students in the OUAC reference file whose OEN or SSSN matches their respective field in PowerSchool ([Students]State_Student_Number) or ([Students]Student_Number) for any school in the board.

Note: Students appear on the Import Results page under their actual school if different than the school in the OUAC reference file. For example: The OUAC file shows School A under which two students are listed; one student belongs to School A and the other student belongs to School B. In the import results, one student will be listed under School A and the other student will be listed under School B.

If a match is found and the OUAC number matches, no update occurs. Counts will show under the MATCH category.
If a match is found and the student’s OUAC Flag is selected, the OUACNO is updated in PowerSchool ([S_ON_STU_X]OUAC_Number).Counts will show under the SUSCESS category.
If a match is found and the student’s OUAC Flag is not selected, the OUAC flag is selected ([S_ON_STU_X]OUAC_Flag = ‘1’) and the OUACNO is updated in PowerSchool ([S_ON_STU_X]OUAC_Number). Counts will show under the SUCCESS category.

Query2

School Level:

The query identifies students in the OUAC reference file whose OEN or SSSN does not match the respective field in PowerSchool ([Students]State_Student_Number) or ([Students]Student_Number) for the selected school

Note: This query processes only records that belong to the school running the report.

Board Level:

The query identifies students in the OUAC reference file whose OEN or SSSN does not match any student’s OEN ([Students]State_Student_Number) or SSSN ([Students]Student_Number) in the database.

Note: On the Import Results page, all the students that are in the file but not in the board appear under School 0 (i.e. Board).

Counts will show under the MISMATCH category.

Query3

School Level:

The query identifies students whose OUAC Flag is currently selected ([S_ON_STU_X]OUAC_Flag = ‘1’) and who do not have a record in the OUAC reference file. Only students where the selected school is their primary school are identified.

Note: This query identifies the students in the school who have the OUAC Flag selected but who are not in the file at all, or who are listed under another school with a different BSID.

Board level:

The query identifies student whose OUAC Flag is selected ([S_ON_STU_X]OUAC_Flag = ‘1’) but who do not have a record in the OUAC reference file. This query runs for all processed schools (i.e., schools that exist in the file).

Counts are displayed under the INFO category.

If "Clear OUAC flag & OUAC Number for students not in the reference file" is selected, then [S_ON_STU_X]OUAC_Flag and ([S_ON_STU_X]OUAC_Number) are cleared.

Note: Updated students appear under their primary schools. Counts will show under the CLRSUCCESS category.

Import Process Validations

This section describes the validation rules implemented during the Import process

Category	Error Message	Validation Rule
FAIL (Total number of Fails)	No file Selected to Import	File must be selected before Import process is started.
ERROR (Total Number of encountered Errors)	Unable to process Import file	Format must be correct. File cannot be empty.
	Rec# (x): Invalid record length. Where x is the record number	Record length must equal 134.
	Rec# (x): Invalid OUAC Number	OUAC number cannot be all zeros.
	Rec#(x) Invalid OEN & Student Number	OEN and student numbers cannot both be all zeros.
	Rec# (x): Parse Exception	Field types must match format type. Note: When an exception is encountered, the import file process stops and the rest of the records are not processed.
	No records to process for selected school.	School Level Validation - Import file must have records for the school running the import. The file can include records that belongs to other schools.

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Selection Criteria

School Selection

Student Selection

Import Process

Import Process Validations

Introduction