CLI Engage District Data Exchange (DDE) Requirements

Transcription

1 CLI Engage District Data Exchange (DDE) Requirements 1. General Overview The DDE is an automated process to create and maintain student rosters, classes, and teacher accounts in CLI Engage. This process can be illustrated as follows: District creates data files District saves data files on CLI s SFTP folder DDE process updates CLI Engage within hrs By using the DDE process, districts can provide enrollment data to CLI on a daily basis. Existing files will be replaced and the DDE process will be run once a day with the following logic: a) Only Teachers with Classes and Students will be created. b) Only Classes with Students and Teachers will be created. c) Only Students with a Class and Teacher will be created. d) Before scheduling the DDE automated process, existing Teachers, Classes, and Students may need to be updated with any new or missing Internal ID. e) Since Students cannot be created without an existing Class, it can take up to 3 day-cycles to create a new set of Teacher-Class-Students. If the Teacher is not in CLI Engage, the 1 st cycle will create the Teacher. The 2 nd Cycle will create the Class and will assign the Teacher as the Homeroom Teacher. The 3 rd Cycle will create the Students and will assign them to the Class. f) Any updated information provided on the data files will be updated in CLI Engage, such as names, DOB, grade level, etc. Page 1

2 2. OneRoster Standard The DDE process is based on the IMS OneRoster standard (version 1.0). All the specifications can be found at: The OneRoster standard is composed by a collection of seven files in csv format: orgs.csv users.csv courses.csv classes.csv enrollments.csv academicsessions.csv demographics.csv In addition, the DDE process requires a supplemental file to provide additional information not captured by the users.csv file. This supplemental file is named: userssupplement.csv 2.2 Type of data provided by each file: 1 orgs.csv School names, school local or district IDs, agency or district ID 2 users.csv 3 courses.csv Student and teacher first and last names, local or district IDs, , link to School ID Course description. Not used in CLI Engage but necessary to provide file with at least the headings row. 4 classes.csv Class name, grade level, link to course ID and school ID 5 enrollments.csv Student and teacher links to class and school 6 academicsessions.csv Term dates for classes. Not used in CLI Engage but necessary to provide file with at least the headings row. 7 demographics.csv Student and teacher DOB, gender, ethnicity. Teacher demographic information is optional in CLI Engage but required for students. 8 userssupplement.csv Student and teacher middle name, grade level, and state unique ID Page 2

3 2.3 Files details (based on the IMS OneRoster standard) Note the CLI Engage requirements in the last column for the DDE orgs.csv sourcedid Yes string unique id for the organization. SourcedId is used in other files and must be unique across all organizations. (For example schools in your district). 9-digit School TEA ID tobedeleted. A tobedeleted object may be deleted in receiving systems modified. (format is YYYY-MM- DD) name Yes string name of the organization Official School name type Yes String identifier No string school local state national NCES ID National Center for Education Statistics) for the school / district Leave metadata.classification No String charter private public Leave metadata.gender No String female male mixed Leave metadata.boarding No Boolean True if school is boarding school Leave SourcedId of the Parent parentsourcedid No string 6-digit District TEA ID organization Page 3

4 2.3.2 users.csv Unique ID for the user. SourcedId is used in other files and must be unique across all users, Local Teacher and Student ID orgsourcedids Yes String SourcedIds of the Organizations to which this user belongs. If multiple Ids are required then use double quotes and separate with commas. (Note in most in cases, it is expected that users will belong to a single school). 9-digit School TEA ID role Yes String teacher, student, parent, guardian, relative, aide, administrator username Yes String Username userid No String external machine readable id (e.g. LDAP id, LTI id) for this user, to be used if the sourcedid should not be used. givenname Yes String User s first name first name familyname Yes String User s surname last name identifier No String Identifier for the user with a human readable meaning Leave No String address for the user Only require for Teachers sms No String SMS address for the user phone No String Phone number for the user School phone number be provided or left agents No String SourcedIds of the users to which this user has a relationship. If multiple Ids are required then use double quotes and separate with commas. Note: In most cases this will be for indicating parental relationships. Leave Page 4

5 2.3.3 courses.csv Unique ID for the course. SourcedId is used in other files and must be unique across all courses. schoolyearid No String School year in which course runs. This the sourcedid of an academic Session (see below) metadata.duration No String Description of how long the course runs for (e.g. two weeks, one semester). title Yes String Name of the course coursecode No String Human readable course code grade No String Grade (i.e. 9 or range 9-12) orgsourcedid No String SourcedId of the org to which this course belongs. This may be a district level org Id. subjects No String Subject name(s). If more than one subject is needed, use double quotes, and separate with commas (per RFC 4180): Examples: chemistry, physics, physics music, drama, poetry Page 5

6 2.3.4 classes.csv Unique ID for the class. SourcedId is used in other files and must be unique across all classes. Class Internal ID title Yes String Name of this class grade No String Grade (i.e. 9 or range 9-12) (PK or K) coursesourcedid No String classcode No String SourcedId of the course of which this class is an instance Human readable code used to help identify this class classtype Yes String homeroom, scheduled Leave (AM, PM or Full Day) to confirm the Homeroom Class location No String schoolsourcedid Yes String termsourcedid Yes String Human readable description of where the class is physically located SourcedId of the organization which teaches this class SourcedId of the academicsessions(s) in which the class is taught. If more than one term is needed, use double quotes and delimit with commas, (per RFC 4180) Examples: "1,2" 1 "1,3,5" Leave subjects No String Subject name(s). If more than one subject is needed, use double quotes, and separate with commas (per RFC 4180): Examples: chemistry, physics, physics music, drama, poetry Page 6

7 2.3.5 enrollments.csv Id of this enrollment classsourcedid Yes String Id of the class schoolsourcedid Yes String Id of the school usersourcedid Yes String Id of the user (teacher or student) role Yes String student teacher parent guardian relative aide, administrator Internal Class ID assignment Internal School ID assignment Internal Student or Teacher ID primary No Boolean MUST only be set to true for ONE teacher for a class. Page 7

8 2.3.6 academicsessions.csv SourcedId of this academicsession. AcademicSessions are used in other files and need to be unique across all academicsessions. title Yes String Name or title of the grading period type Yes String startdate Yes String Start date enddate Yes String End date parentsourcedid No String term, gradingperiod, schoolyear, semester Sourced id of parent of this academic session Page 8

9 2.3.7 demographics.csv SourcedId of the user to which the Internal Student or demographcis refer. Typically this will Teacher ID be a student. tobedeleted. A tobedeleted object may be deleted in receiving systems birthdate Yes Date sex Yes String MM- DD) Student s date of birth Female Male americanindianoral askanative Yes Boolean Start date asian Yes Boolean blackorafricanamer ican Yes Boolean nativehawaiianorot herpacificislander Yes Boolean white Yes Boolean demographicracetw oormoreraces Yes Boolean hispanicorlatinoeth nicity Yes Boolean countryofbirthcode Yes String stateofbirthabbrevi ation No* String cityofbirth publicschoolresiden cestatus Yes String String Vocabulary tails.aspx?termxtopicid=20002 Vocabulary tails.aspx?termxtopicid=20837 NOTE: For US and US territories, this field should be considered mandatory. For outside of the US, this field is optional. Vocabulary - tails.aspx?termxtopicid=20863 left left left left left left left Leave Leave Leave Leave Page 9

10 2.3.8 userssupplement.csv Unique ID for the user. SourcedId is used in other files and must be unique across all users Internal Student or Teacher ID role Yes String teacher, student, parent, guardian, relative, aide, administrator middlename Yes String User s middle name grade Yes String User s grade level (i.e. 9 or range 9-12) (PK or K) stateuniqueid Yes String State-issued unique ID for the user (TSDS ID) or enter "0" Page 10

11 3. Additional Considerations Due to the purpose and design of the CLI Engage platform, districts must design the data files with the following guidelines: 3.1 Teachers can be assigned to one or more Class. This feature accommodates Teachers with a single, full day Class or Teachers with multiple Classes, such as two half-day Classes (AM and PM). 3.2 Teachers can be assigned to one or more Schools. This feature accommodates Teachers with an AM Class at School A and a PM Class at School B. 3.3 The DDE process will only create Teacher accounts if the Teacher is assigned to a Class with Students in the dataset. This means that stand-alone Teachers are not automatically created; however, stand-alone Teachers can be created manually or with the Teacher BUP and given access to any specific Class in CLI Engage. See the Resources page in CLI Engage for more details: (login required). 3.4 Teachers must maintain the same local ID. 3.5 Classes in the data set must be assigned only to one School. 3.6 Classes in the data set must be assigned only to one Teacher. This Teacher is known as the Homeroom Teacher, Lead Teacher, or Teacher of Record. If additional Teachers must have access to a Class, this can be done manually or with the Class BUP. See the Resources page in CLI Engage for more details. 3.7 Class Internal IDs: there are two options to manage Class Internal IDs: static or dynamic Static Class Internal ID: Once a Class is created at one School, its Class Internal ID does not change throughout the school year, even if the Homeroom Teacher is changed. When the Teacher is replaced, the data files will contain a new Teacher and the Teacher will be assigned to an existing Class. When this new Teacher is created, he or she will be assigned as the Homeroom Teacher for the Class Dynamic Class Internal ID: Classes are created for each Homeroom Teacher. In this case, when a Teacher is replaced with a new Teacher, the data files will contain a new Class, a new Teacher assigned to that new Class, and the Students assigned to the new Class. The system will create the new Class, the new Teacher account, and then the students will be moved to the new Class. 3.8 Students must be enrolled in only one Class within the District. If more than one Teacher should have access to the Student records, this can be accomplished by giving access to the Class to any additional Teacher. 3.9 The Teacher and Student stateuniqueid (TSDS ID) are optional and not necessary when creating the Teacher account or the Student record in CLI Engage, but it is highly recommended to provide this value when available. If this value is provided for an existing Teacher or Student, the system will update it. These state-given IDs will help the district for any reporting needs to the State Agency or for any internal longitudinal data analysis. Page 11