TSDS Unique ID batch files are created on the Texas State Reporting page. The Enrollment Tracking file, for uploading student enrollment tracking and leaver data to TSDS, is created on the Enrollment Tracking tab. The Enrollment Tracking process uses the enrollment data in the Enrollment History (ENR) table to create a file of student enrollment data in the format specified by the state. This file can then be uploaded to the TSDS portal. The Enrollment Tracking process will honor a KEEP or SKIP query. This process will not include students who are pre-enrolled (STU.TG = *).
Admin permissions to the State Reporting security area are required to run the Unique ID batch file process.
Unique ID Functions
Filter Pages by "Texas State Reporting" or navigate to School Info > Imports and Exports > Texas State Reporting.
The Unique ID Functions horizontal tab can be expanded or hidden by clicking the chevron icon on the right of the tab.
The Unique ID Functions horizontal tab contains two sub-tabs: Enrollment Tracking and Assign Unique ID (whose functionality is documented in the Texas Unique ID Functions - Assign Unique IDs documentation).
Enrollment Tracking Options
Note: Currently, the scheduled process is disabled.
To run a one-time Enrollment Tracking process "on demand," the Email Address and Date to Process fields may be filled out. After adding or editing these fields, the Save button should be pressed to record any changes.
Any email addresses in the Email Address field will receive status messages about the Enrollment Tracking scheduled process. Multiple email addresses should be separated by commas.
The Enrollment Tracking file will not include records if the following fields are blank or the corresponding records do not exist: STU.FN (First Name), STU.LN (Last Name), STU.BD (Birth Date), STU.GR (Grade), STU.GN (Gender), STU.RC1 (Race), STU.ETH (Ethnicity), STU.ID (Student ID), and Student SSN/S-Number (stored in the ESD table).
If the Date to Process field is left blank, enrollment records for the entire year will be included.
If the Date to Process field has a date recorded, the Enrollment Tracking file will contain enrollment records for any student who has a date after the Date to Process in one of the following fields:
- ENR.ED: The student's enrollment enter date in current year is after the Date to Process
- ENR.LD: The student's enrollment leave date in current year is after the Date to Process
- STU.DTS: a change has been made to the student's demographic record after the Date to Process
- ESD.DTS: a change has been made to the student's SSN or S-Number record after the Date to Process
If changes have been made to the Email Address or Date to Process fields, press the Save button:
After saving, a confirmation message will be displayed at top right:
To run the process, press the Run Process Now button:
Under the Days to Run Process checkboxes, the Last Processed field displays the date and time when the process was last run.
After Run Process Now is pressed, a popup message will be displayed. Press OK to run the process or press Cancel.
After confirmation, an information message will be displayed at the top of the browser window, confirming that the process is running:
When the process is finished, an email will be sent after the process has completed:
Any newly created Enrollment Tracking batch file will be displayed in the File Download list as Type "EnrTrack":
The file can be downloaded by pressing the download icon button at left:
The Enrollment Tracking file is created in .csv format. It contains student demographic data, enter or leave dates, and other information required by TSDS. The data is delimited by double quotes and separated by commas. The file is designed to be uploaded to the TSDS portal. The file contains a header record row, one or multiple enter or leave detail records (one per line), and a trailer record.