GTID Batch File Version 6.0.x Specifications

Transcription

1 GTID Batch File Version 6.0.x Specifications

2 Table of Contents HEADER RECORD LAYOUT 4 TRAILER RECORD LAYOUT 4 DETAIL RECORD LAYOUT 5 GADOE GUIDELINES FOR EXTRACTING STUDENT NAMES 6 VALID CODES FOR SELECTED FIELDS 8 Document Revision Updates REVISION DATE DATA ELEMENTS AFFECTED COMMENTS 8/15/05 Initial documentation GTID Training Manual, Appendix A: GTID Batch File 4/17/09 Ethnicity Dropped from the upload. File must have a null value. 4/17/09 First, Middle, and Last New GaDOE business rules for name extraction, included in this Names 7/20/12 First, Middle, and Last Names, and SSN document. Clarifications of descriptions If you experience errors with the GTID application please contact the GDOE Helpdesk at the numbers below. Helpdesk phone numbers: Outside Atlanta: Helpdesk dticket@doe.k12.ga.us August 20, 2010 Page 2 of 9

3 Student Batch File Layout Version 1.0 This document shall set forth the layout of the Student Batch File that will be used for feeding student records into the GTID application for ID assignment and/or student information updates. The Student Batch File should contain three different types of records. The three types of records are: (1) Header record (2) Detail Record (3) Trailer Record. The Header and Trailer record should be delimited by a single tab character. The Detail records can be either tab or comma delimited and the Header record should identify which type is being used (in the delimiter field). All records, including the Header and Trailer, should be followed by the source operating system s end of line character or character sequence. In the GTID application, errors in the Student Batch File will be handled in two different ways. One way is to flag the particular record and allow the user to repair it in the Fix Errors stage. The other way is to reject the entire Student Batch File and require that the user resubmit it. Rejection of a Student Batch File will occur if: 1. One or more record types are missing. 2. One or more fields have been omitted from a record. 3. The Number of Records field in the trailer record is incorrect. 4. The Transmission ID fields in the header and trailer records do not match. 5. The maximum allowable number of detail record errors (40,000) has been exceeded. 6. The maximum allowable number of records in the entire file (40,002) has been exceeded. August 20, 2010 Page 3 of 9

4 Header Record Layout The header record should always be the first record in the file and should contain the following fields: Field Name Required Data Type Notes/Format Details Record Type Yes VarChar2 (2) Always TH. Extract Date Yes VarChar2 (10) Must have a mm/dd/yyyy format. Can be any date. Extract Time Yes VarChar2 (8) Must have a hh:mm:ss format. Can be any time. Transmission ID Yes VarChar2 (10) An arbitrary number. Version Yes VarChar2 (10) Always 1.0 Delimiter Yes VarChar2 (25) Should be 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 would be delimiter=, and the hex representation would be delimiter=0x2c. For a tab delimiter, it is recommended that the hex representation be used. In that case, it would be delimiter=0x09. Trailer Record Layout The trailer record should always be the last record in the file and should contain the following fields: Field Name Required Data Type Notes/Format Details Record Type Yes VarChar2 (2) Always TT. Transmission ID Yes VarChar2 (10) An arbitrary number. Must match the Transmission ID in the header record. Number of Records Yes VarChar2 (10) Number of records in the file, including the TH and TT records. The value should be left aligned and not have any trailing spaces. August 20, 2010 Page 4 of 9

5 Detail Record Layout Field Name Required GTID application Used for matching Notes/Format Details - Data type student records? Record Type Yes VarChar2 (2) Not Applicable Always ID. Current School Code Yes VarChar2 (6) School Code where the student is currently enrolled. School must be located in the district that the submitting user has set as his/her current location. If not, the System will consider that record invalid upon submission and the user will have to repair the record in the Fix Errors stage. Resident District Code Yes VarChar2 (8) Any valid DOE assigned district code. Not required to be the same as the district the student is currently enrolled. Legal Last Name Yes VarChar2 (60) Yes Some data cleansing on this field is needed. See note below. NOTE: GA state law and state BOE Rule both require the full legal last name. Legal First Name Yes VarChar2 (60) Yes NOTE: GA state law and state BOE Rule both require the full legal first name. Legal Middle Name No VarChar2 (60) Yes NOTE: GA state law and state BOE Rule both require the full legal middle name. Legal Name Suffix No VarChar2 (10) Yes Gender Yes VarChar2 (6) Yes Pre-defined Gender Code. See details below.. Date of Birth Yes VarChar2 (10) Yes Must have a mm/dd/yyyy format. Current Grade Level Yes VarChar2 (2) Pre-defined Grade Level Code. See details below. Local Student ID Yes VarChar2 (20) Yes ID used in the local Student Information System to uniquely identify the student. The primary purpose of this field is to provide a mechanism to import student data from the GTID System back into the local Student Information System. In addition, this field is used in a limited capacity to match student records within the GTID System. See note below. Social Security Number No VarChar2 (11) Yes Should be plain text format without any "-"s or "/"s. Must be real SSNs or the alternate 999 # assigned to that student upon initial entry into a Georgia public school or the 999 # used to replace an original 800 #. Once assigned a pseudo-ssn, that number remains with the student until he/she graduates. Do not assign a new 999 # to a transfer student that has a 999 #. filler No VarChar2 (4) No Should be blank. GTID (State ID) No VarChar2 (25) Can be null if the student has not yet been assigned a GTID. Once a student has been given a GTID, all subsequent submissions for that student should include this value. August 20, 2010 Page 5 of 9

6 Current District Code Yes VarChar2 (8) Yes District Code where the student is currently enrolled. District must be the same as the district that the submitting user has set as her/her current location. If not, the System will consider that record invalid upon submission and the user will have to repair the record in the Fix Errors stage. Current School Year Yes VarChar2 (10) School Ending Year 2013 for Must be in yyyy format. GaDOE Guidelines for Extracting Student Names When extracting names for any data collection, use the following business rules: Legal Last Name There should be some data cleansing on the Legal Last Name field, as well as parsing out of any standard suffixes. Parsed out suffixes should be placed in the Legal Name Suffix field if that field exists in the data collection. The following business rules should be applied: Check for the standard suffixes like Jr, Sr, I, II, III, IV, V and VI. These may be in upper case, lower case or mixed case. They must be preceded by a delimiter. The delimiter can be any special character or a space. The suffix may or may not be the last few characters in the field. Remove parentheses including the text between the parentheses. Remove all special characters other than hyphen and single quote. Special characters to remove include commas, asterisks, double quote, underscore, and exclamation points. Do not remove a single quote used in a name or at the end of the name as an accent. Do not remove a hyphen or space. Do not remove whatever follows a hypen or space unless one of the above rules also applies. Do not remove a period used in a name. Using the above rules: 1. If the last name field contained Smith, III (Trey), then the extract program would parse this into Legal Last Name of Smith and Legal Name Suffix of III. The text (Trey) is not parsed to any field. For the GTID application, the Suffix August 20, 2010 Page 6 of 9

7 should be placed in the suffix field in the file layout. In other GaDOE data collections, such as FTE, SR, and Pre- ID, which have no suffix field in the layout, please remove the suffix from the last name and do not send the suffix in the file extract, drop it from the extract. This will allow the last names to match when GaDOE does error checking comparing GTID and FTE/SR/Pre-ID. 2. If the name field contained Jones *twin, then the extract program would parse this into Legal Last Name of Jones and drop the *twin. 3. Do not remove a single quote used in a name or at the end of the name as an accent, such as La Mont or O Brien. 4. Do not remove a hyphen - used in a name such as Sanchez-Garcia or Smith Jones. Do not remove a space or whatever follows a space, such as Sanchez Garcia. Do remove other special characters that follow. For example, if the Last Name is Smith Jones *double last name, remove *double last name and extract Smith Jones. 5. Do not remove a period, such as Jill St. John. Legal First and Middle Name Remove parentheses including the text between the parentheses. Remove all special characters other than hyphen and single quote. Special characters include commas, asterisks, and exclamation points. Do not remove a single quote used in a name or at the end of the name as an accent. Do not remove a hyphen or space. Do not remove whatever follows a hyphen or space unless one of the above rules also applies. Do not remove a period used in a name. Using the above rules: 1. If the first name field contained Elizabeth (Beth), then the extract program would parse this into Legal First Name of Elizabeth and drop the parentheses and contents of the parentheses. 2. If the first name field contained Jacob *custody issue, then the extract program would parse this into Legal First Name of Jacob and drop the * custody issue. 3. Do not remove a single quote used in a name or at the end of the name as an accent, such as La Shauna or Andre. August 20, 2010 Page 7 of 9

8 4. Do not remove a hyphen - used in a name such as Rose-Marie. Do not remove a space or whatever follows a space, such as Mary Kate. Do remove other special characters that follow. For example, if the first name is Mary Jane *MJ, remove *MJ and extract Mary Jane. 5. Do not remove a period, such as Jill St. John Bell. The most important name processing guideline is the business rules used to process names in one data extract should apply to all data extracts. Valid Codes for Selected Fields Gender Codes M F Grade Level Codes PK UK U1 Description Male Female Description KK 01 Grade 1 02 Grade 2 03 Grade 3 04 Grade 4 05 Grade 5 06 Grade 6 07 Grade 7 08 Grade 8 09 Grade 9 Pre-kindergarten. All students being served by the public schools, birth through four years of age, served prior to the kindergarten program. Underage Kindergarten. All students being served in kindergarten who have not attained the age of five on or before September 1. Underage Grade 1 All students starting first grade for the first time who have not attained the age of six on or before September 1. Kindergarten August 20, 2010 Page 8 of 9

9 10 Grade Grade Grade 12 August 20, 2010 Page 9 of 9