Claim Students Upload
For users with the appropriate OEDS access, there will be a Claim Students Upload option from the SCM drop down menu of the navigation bar. All attempts to claim a student are recorded in detail and sent to DEW for monitoring purposes. District personnel that abort or cancel prior claims repeatedly will face consequences.
Upon initial entry to the screen the user will have to read the information, check the I agree checkbox and then click on the Confirm button.
Once the user has agreed and confirmed an upload form will display.
For this claiming option, districts are required to provide a CSV file. The source of the CSV file can be a manual creation by district staff or a file from the districts on-line registration system. The file format order is predefined as outlined in the below table. Once the upload processes, a results file is provided. The results file will be named whatever the upload file is name and appended “_Results.csv”. A total of 3 results files will be kept for 90 days, displayed on the page in the order of which they have been processed. A message will display after the uploaded file has been processed displaying how many students have been claimed. A student successfully claimed will be identified by specific result codes. A student that is not claimed will be identified with different result codes. A brief description for the claim or claim failure is included on the resulting CSV file. A full description of the result codes is also included in the second table below. A claim failure can be corrected and a new upload ran. Those students already successfully claimed will generate a new result code if left in the file and will remain claimed. The district user can upload a file multiple times as needed.
The following information about the student is required for the initial start of the claim and must be contained in the CSV file provided.
First name
Last name
Date of birth
Gender
Fiscal/School year to be enrolled
Projected Enrollment Date
Projected Enrollment Type
In addition, the district must require either
SSID
or a combination of these 2
IRN previously enrolled
School year attended the above IRN
Upload File Layout
*= Required for SCM, **= Optional for SCM (district must provide element 8 or a combination of 9+10) ***=Added by SCM in results file
Position | Field Element | Definition | Data Type |
|---|---|---|---|
1* | FirstName | Legal First Name of the student | Varchar (30) |
2* | LastName | Legal Last Name of the student | Varchar (30) |
3* | DoB | Date of Birth | Varchar (Up to 10 length) |
4* | Gender | Gender, Male or Female | Varchar(1) |
5* | FY ClaimingSchoolYear | School year the student is claimed for. This would be the year they are going to be admitted. | Varchar(4) |
6* | ProjectedEnrollDate | Date the student is expected to enroll at district. | Varchar (Up to 10 length) |
7* | Enrollment type (district relationship) | 1,2,3 | Varchar(1) |
8** | SSID | Student SSID | Varchar (9) |
9** | IRN_PreviousDistrict | Prior district IRN. Must be a valid EMIS reporting IRN | Varchar (6) |
10** | FY SchoolYearAttended | The school year the student attended the IRN_Previous_District | Varchar(4) |
11** | LocalID | Local student ID | Varchar(30) |
12*** | Claiming result | Value from code list below | Varchar (1) |
13*** | Claiming status | Was the student added as a claimed student in ODDEX(Claimed), were they not added due to lack of success(Not_claimed), were they not added because they were already reported in (SCR) | Varchar (20) |
Claiming Result Codes
Code | Abbreviated Description enclosed in quotes for spreadsheets | Full Description |
|---|---|---|
B | 1 match | Exactly 1 match found, student claimed |
C | Multiple matches | Multiple matches, student not claimed |
F | Not enough data | Not enough data provided, student not claimed |
P | No matches | Provided data returns no matched student |
K | Already claimed | Student already claimed by your IRN |
E | Already enrolled | Student currently enrolled by your IRN |
S | SSID found, other data not matching | SSID found, but not enough other matching data to claim- remove the SSID and re-try to see if students has a match without an SSID |
W | SSID not reported by any IRN | SSID provided does not exist in ODDEXremove the SSID and re-try to see if students has a match without an SSID |
X | Invalid xxxxxxxx This will vary depending on the value that is invalid. Example, Invalid school year Invalid local ID | Invalid data provided (date, gender, IRN, SSID length/format, invalid school year, local ID special chars or looks like SSN, invalid school year attended) |