How to Complete a Create Student STN Template

Overview:

Here are the quick instructions for completing a Create Student STN Template.

• Make sure to read the general reporting information for templates before proceeding. Failure to follow these guidelines will result in errors and/or data validation issues.

Before Beginning, Note:

• All steps will be completed beginning in Row 7 and following.

Instructions:

1. Enter the FirstName.

• This is a legal birth name from a birth certificate or other legal documentation. Do not report a nickname or name the student or family prefers.

2. Enter the MiddleName.

• This is an optional field.

3. Enter the LastSurname.

• This is a legal birth name from a birth certificate or other legal documentation. Do not report a nickname or name the student or family prefers.

4. If needed, enter the NameSuffix.

• Only enter data here, such as Jr, II, III, if this is part of their legal name. Otherwise, leave this field blank.

5. Enter BirthDate as provided by a students’ birth certificate, written as text as “MM/DD/YYYY”.

• Note: Be careful when entering data from non-US birth certificates, as the month/day are commonly written as day/month

6. Enter the LanguageCode.

• Report the language of the student as determined from the Home Language Survey (HLS). The HLS is available in Spanish here.

• A complete list of Language Codes can be found here on the Language Descriptors chart.

7. Enter Race.

• This data should have been collected on the “Collecting Racial and Ethnic Data” form, Part 2. The Spanish version can be found here.

• A more comprehensive guide for connecting geographic/national origin with a race can be found here.

• The available descriptors for Race can be seen on the chart below:

  • Note: these descriptors are both case and space sensitive.

8. Enter Sex.

• The available descriptors for Sex can be seen on the chart below:

  • Note: these descriptors are both case and space sensitive.

9. Enter SubmissionNotes.

• This is a recommended field and may include notes for IDOE staff to review. Suggestions include:

  • Short note about the student: New kindergarten student, transfer from Indiana school, transfer in from out of state, etc.

  • Short note about you: Your name, email address and/or phone number.

  • Short note about why this student may be different from a student that appears in the search with a match over 90%

• Do not include any special characters such as commas, etc. in this field.