This documents how to assemble data into a file and upload it. For IT staff accepting the import file and completing the import process, go to SIF Data Manager

For an overview of the process (including notes on how to create and format a map) see Admin -> SIF

A yearly cycle of data uploads is established in your district agreement with LeadScape. The cycle consists of 3 uploads:

1. In August, before each new school year begins, you send last year's data.

2. By December, you send an update with your Child Count/Student Count information.

3. By June, you send your annual testing information testing.

LeadScape will work with you to adjust or develop a more detailed calendar that best suits your district's data practices.

Data Should Uploaded via a SSL connection to https://www.niusileadscape.org/upload.php This will place the file in a secure location. Once this is done, please contact the developers to continue the import process.

The file should be uploaded with this naming convention <district name>_<date of upload>_students.csv.

For example montpelier_09012010_students.csv.

This should be uploaded as file named <district_name>_<date>_students.csv.

Each record in the file should pertain to one student.

You MUST provide the following pieces of information for each student record.

• SnapshotDate The date this students record was exported. Create as a table, with the field name in one column and the description of what the field should contain in the next column. Consider whether to provide a third column with field type and possible values. This table should align perfectly with an example table that shows exactly what a well formatted file should look like - with say 10 records.
• StudentId The ID number your district assigned to the student. It must be unique and must not change for a student over time. It may be the same ID that your district uses in it's own student information system or it may be one created and maintained specifically for LeadScape.
• Name The students name as you want it to appear to the principal or anyone else who might have access to view students. Providing a student's name helps the principal to verify bulk loaded data and for us automatically flag any future imports where Name and StudentId don't match existing data.
• SchoolId The ID number your district uses to identify the school where this student is enrolled
• SchoolName The name of the school. This helps verify SchoolId.
• GradeLevel The grade level of the student at the SnapshotDate on which the data was produced. Also serves as check to make sure we have the right student. Possible values are PK,KG,01,02,03,04,05,06,07,08,09,10,11,12,UG (Ungraded), PG (Post-Graduate), and blank for 'Unknown'. Please do not use any other values.
• HomeroomNumber The building and room number as it would appear on a map of the school (such as a fire escape plan). This is NOT the course number assigned to Homeroom. See TeacherName for more information.
• TeacherName The name of the teacher assigned to this students “home room”. This helps to verify the HomeroomNumber and is especially important when that data is not reliable. In some middle schools and above the concept of Home Room may not even exist or if it does it has very little significance to the students academic environment. For these schools use the HomeroomNumber and TeacherName of a core subject area that all students must take in all years. This is most likely to be an English class but each district can make it's own decision. Please provide documentation on how this was calculated in the Notes with the upload

Without these mandatory columns it is impossible for us to reliably match a student with their school, classroom, or to update them in the future should you provide more information. Your data file cannot be processed unless it has accurate data for at least SnapshotDate, either StudentId or Name, SchoolId, GradeLevel, and either HomeroomNumber or TeacherName.

Next are some columns required to report on the AYP subgroups so if your principals want to see reports by AYP subgroup you will need to include them.

If any column is missing data simply leave it blank. Text like 'unknown', '-1', 'NA' or 'missing' is not needed.

• Age Age in Years as of the SnapshotDate.
• BirthDate Date of Birth (preferred to age if both are available)
• Gender Possible vales are: 'M',F','Male','Female'. Please do not use any other value.
• Race One of the 5 federally recognized racial groups. Note that HispanicLatino is a separate variable. If your schools use Hispanic as a Race it will be coded as Race=(Unknown), HispanicLatino=Y. SIF defined codes for these are as follows along with the full name and common abbreviations.
  • 0998 I, AI, AN, AIAN American Indian or Alaska Native
  • 0999 A, Asian
  • 1000 B, Black or African American
  • 1001 P, NH, PI Native Hawaiian or Other Pacific Islander
  • 1002 W, White
• HispanicLatino An indication that the individual traces his or her origin or descent to Mexico, Puerto Rico, Cuba, Central or South America, or other Spanish cultures, regardless of race. Possible values are: 'Y','Yes','No','N'

The following 'Yes/No' columns are related to the student's qualification for various state and federal programs that may be of interest to your principals:

• IDEA Is the student IDEA-eligible (“special education”)? (Mututally exclusive with IDEA classification. The student cannot be “Yes” in both IDEA and Section504)
• Section504 Is the student a qualified individual under Section 504 of the Rehabilitation Act? (Mututally exclusive with IDEA classification. The student cannot be “Yes” in both IDEA and Section504)
• ELL Is the student an English Language Learner under Title 3?
• Migrant Is this a migrant student?
• Title1 Is the student in Title 1 programs?
• GiftedTalented Is the student in Gifted/Talented programs?
• EconomicDisadvantage Does the student meet the State criteria for classification as having an economic disadvantage?
• Homeless Is the student homeless?

• VocationalConcentrator Does the student meet the State criteria for classification as a vocational concentrator?
• Immigrant Does the student meet the State criteria for classification as being an immigrant?
• NeglectedDelinquent Is the student participating in programs for neglected, delinquent, or at risk children?

Data on student's primary special education program can be included as an additional column in a student record. For more detailed data, a separate file could be used repeating at least the student's StudentId for each program they participate in followed by the details on that program. Please contact us if you would like to provide data on more than one exceptionality category or special education program per student. see the current version of the standard for examples and codes

• PrimaryExceptionalityCategory Exceptionality description/code which identifies the exceptionality or areas of need of the student. We recognize the following codes/names
• 2121 Autistic/Autism
• 2122 Deaf-blindness
• 2123 Hearing impairment
• 2124 Mental retardation
• 2125 Multiple disabilities
• 2126 Orthopedic impairment
• 2127 Emotional Disturbance
• 2128 Specific learning disability
• 2129 Speech or language impairment
• 2130 Traumatic brain injury
• 2131 Visual impairment
• 2132 Other health impairment
• 2133 Deafness
• 2134 Developmental delay
• 2135 Infants and Toddlers with Disabilities

Please also include NAEP and district specific assessment scores if you want to track accountability data as well as scores for more frequent student progress benchmarking you may do (e.g. DIBELS).

Please let us know if you have data on Discipline Incidence by student and we can work with you to import that data as well.

A student record conveys the same information as the SIF 2.2 specification's “StudentSnapshot” record See that specification if you need more detailed discussion of any of the columns.