All Student Section Templates: How to Complete Template 018

Owned by IDOE, created
Last updated: Sept 17, 2024 by Michelle Tubbs
2 min read

Overview:

Here are the quick instructions for utilizing Template 018 Student Enrollment Student Section Association.

Before Beginning, Note:

  • All steps will be completed in Row 7, downwards.

Instructions:

1. Enter the SchoolYear for the data being submitted.

  • This is the current reporting school year and NOT the calendar year.

    • Example: If the reporting school year is 2023-2024, the school year field should be 2024.

  • Note: Incorrect school year provided will cause data to not be found in Data Exchange.

2. Enter the SchoolID.

  • See the chart below for more details.

School ID: Public vs. Non-Public Schools

Public

Non-Public

School ID is a ten digit number comprised from current Corporation and State assigned ID

ALL School ID’s start with 10

Next current state assigned Corporation ID - example 1234

Last ends with state assigned School ID 6789

Example School ID: 1012346789

School ID is a ten digit number comprised from current Corporation and State assigned ID

ALL School ID’s start with 10

Next Corporation ID is always four zeros - example 0000

Last ends with state assigned School ID A456 with Alpha converted to number

  • A=1, B=2, C=3, D=4

Example: School ID: 1000001456

3. Enter the STN.

  • Note: Any STNs beginning with a zero will need the field or entire column to be formatted to hold the nine digits being reported. Leading zeros will be dropped upon reopening the csv file.

4. Enter the exact SessionName that you provided from the Calendar Templates (001, 002, 003) Master Schedule templates (004, 005) and Staff Association Staff Section Template (010).

5.Enter the exact LocalCourseCode you provided on the Master Schedule Course Offerings Template (004), Master Schedule Section Template (005), and Staff Association Staff Section Template (010).

  • Remember, this must be an exact match, including case and spacing provided.

  • This is a freeform cell where a total of 60 characters (letters, numbers) can be used to identify each course tied/mapped to an allowable state course code. 

  • This is a local course code determined by school (this is the course name as defined locally) .

6. Enter/Create a SectionIdentifier (letters, numbers only) for each course record to report how many sections are available.

  • The SectionIdentifier must be an exact match to the SectionIdentifier provided on Master Schedule Sections (template 005) and Staff Section (template 010).

7. Enter the BeginDate as the start date of the school year or the first day the student is enrolled in the course.

  • Note: Spreadsheets will often auto-format dates. Be sure to format the cell to “TEXT”, then type the date [MM/DD/YYYY].

8. Enter the EndDate as the last day of the school year or the last day the student is enrolled in the course.

  • Note: Spreadsheets will often auto-format dates. Be sure to format the cell to “TEXT”, then type the date [MM/DD/YYYY].

9. Enter the AttemptStatusDescriptor (as needed). The allowable Attempt Status Descriptor is listed in the below chart.

  • Utilizing the attempt status descriptor is not required. This field may be left blank.

  • Schools may elect to provide ‘No Grade Awarded’ on the student section record in place of providing a student transcript record when a student drops the course prior to completion.

  • Note: This descriptor is both case and space sensitive.

Attempt Status Descriptor

Definition/Use

No Grade Awarded

Student did not complete the course before exiting the school or dropping the course and no student transcript record is being provided.

Remember: Templates must be saved as a CSV file (with cells formatted as TEXT) inside of a Compressed Zipped Folder, in order to process correctly.