School Entry Exit

This section of the documentation will review prerequisites necessary to create the School Entry/Exit file, go over the process to create the files and give you the file layouts/mapping for the file.

Important: When you are sending files for a SIRS submission, first load Student Lite records. Then load your latest School Entry/Exit records. You can then load records for any remaining templates.

School Entry/Exit Prerequisites

There are no processes that need to be completed prior to creating the Entry/Exit file, but you should verify that new students have been entered into eSchoolPlus, that withdrawn students have been processed and that building and grade changes have been made.

School Entry/Exit Processing

Regulatory > Downloads > Downloads > NY Student Downloads

Prompt	Value for School Entry/Exit File
School Year	The school year you are running the extract for (will default to the current school year).
Run Date	Choose a date for the report to be run "as of". Extract will include students who were active from the beginning of the school year provided in the School Year prompt, until the date specified in this prompt
Use Current Date	Checked if the Run Date should always be the current date. Use this if you run the Student Lite download on a scheduled basis and want to capture data as of the date the process runs.
Building Type	Select the Building Types you want to run the extract for. If you want all buildings, leave this field blank.
Use State Code Equiv. for Grade	Checked if you want to use the State Code Equiv instead of your local Grade in the file.
Have Previous Year Vector
Level 0 Validation	Checked if the download should apply the same data validation as does the SIRS Level 0 application. This is in addition to data validation already performed by the download for the Student Lite collection. If you select this option, the download logs Level 0 validation errors, if any. Refer to the SIRS Level 0 Validation Errors for a listing of possible Student Lite messages related to this prompt.
Collections Panel	Use School Entry/Exit section.
Completed Year Withdrawal Codes	Select the Withdrawal Code(s) that indicates that the student completed the previous school year. If Codes are entered, students who have completed the previous year with one of these withdrawal codes will get a 7/1 Enrollment Date. If the student finished a previous year with a withdrawal code not listed, then the student will receive the actual Entry Date as the Enrollment date.
Populate Table	Check to populate the Student Lite download table.
Update Existing	Deletes records that are included in the previous download for the submission period, download, and filter criteria selected.* (For more information on clearing records, refer to Clearing Download Table Records for Deleted Data. If you select this option, you will also be prompted to determine whether download table overrides should be cleared or retained.
Clear All (For School Year)	Deletes all records for the submission period and download selected. If you select this option, you will also be prompted to determine whether download table overrides should be cleared or retained.
Clear Overrides	Deletes any overrides that were entered on the Student Download Summary.

Run the Student Downloads.
Review the error log that appears on your homepage (NY School Entry Exit Log) and fix data as necessary.
Re-run the Student Download using the same prompts as in Step 1 as many times as you need to make sure that all errors are resolved.
Run the Student Extracts (Regulatory > Extracts > Extracts > NY Student Extract). You will get a file on your Home Page called NY School Entry Exit. Right-click on the file and save it to your PC. The file name will include the School Year and the Date/Time you ran the file before the csv extension.

Prompt	Value for School Entry/Exit File
School Year	The school year you are running the extract for (will default to the current school year).
Location Code Length (Zero Pad)	Enter Zero Pad length as needed. If left blank, then Location Code extract field length will be the same as it is in the download table.
Column Headers	Checked to include a header row as the first line of the CSV output file that identifies each column.
Extract Options	Check School Entry/Exit field.

Upload the file to Level 0.