How We Connect
Ed-Fi File-Based data is pulled nightly via files shared to an SFTP site. For more information about secure file transfer, please review our Uploading and managing your data on Schoolzilla's file servers via FTPS overview.
For more information about getting connected, please review our Ed-Fi setup article here.
Mappings Overview
Students
Student demographic data is sourced from the Student and StudentCharacteristics files.
| Key Field(s) | Mapping(s) |
|---|---|
| System Student ID |
Values are populated using the StudentUSI column in the Student file. |
| Full Name |
Values are populated using the LastSurName and FirstName columns in the Student file. |
| Current Grade Level |
Values are populated using the most recent EntryGradeLevelTypeID field in the StudentSchoolAssociation file for primary enrollments (PrimarySchool is equal to 1, True or PrimarySchool is blank). |
| EL Status* |
Values are populated using the the LimitedEnglishProficiencyTypeID column in the Student file. Note: If your district provides a StudentProgramAssociation file with Program Type ID (0231) ELL Eligible, values will instead be equal to the ProgramName field in the StudentProgramAssociation file if a student has an active enrollment (today's** date between BeginDate and EndDate) in the most recently provided StudentProgramAssociation file for this program Type ID. |
| FRL Status* |
Values are populated using the SchoolFoodServicesEligibilityDescriptorId column in the Student file. (1=Free, 2=Full price, 3=Reduced price) Note: If your district provides a StudentProgramAssociation file with Program Type IDs of (5806) Reduced-Price Lunch Program or (5817) Free Lunch Program. Values will instead be equal to the ProgramName field in the StudentProgramAssociation file if a student has an active enrollment (today's** date between BeginDate and EndDate) in the most recently provided StudentProgramAssociation file for this program Type ID. |
| Foster Care Status* |
Values are equal to "In Foster Care" if a student has an active enrollment (today's date between BeginDate and EndDate) in the StudentCharacteristics file for StudentCharacteristicsTypeID of 3. All other students are considered "Not In Foster Care". Note: If your district provides a StudentProgramAssociation file with Program Type IDs (8300) Child in Foster Care. Values will instead be equal to "In Foster Care" if a student has an active enrollment (today's** date between BeginDate and EndDate) in the most recently provided StudentProgramAssociation file for this program Type ID. All other students are considered "Not In Foster Care". |
| Gender* |
Values are populated using the SexTypeID column in the Student file. (1=F; 2=M) |
| Grade Level at the Time |
Values are populated using the Relevant EntryGradeLevelTypeID field in the StudentSchoolAssociation file for primary enrollments (PrimarySchool is equal to 1, True or PrimarySchool is blank). |
| Homeless Status* |
Values are equal to "Homeless" if a student has an active enrollment (today's date between BeginDate and EndDate) in the StudentCharacteristics file for StudentCharacteristicsTypeID of 4. All other students are considered "Not Homeless". Note: If your district provides a StudentProgramAssociation file with Program Type IDs (8272) Homeless Unaccompanied Youth Status or (8262) Homeless Student Status. Values will instead be equal to "Homeless" if a student has an active enrollment (today's** date between BeginDate and EndDate) in the most recently provided StudentProgramAssociation file for either of these program Type IDs. All other students are considered "Not Homeless". |
| Is SPED* |
Values are equal to "In Special Education" if a student has a non-null SPED Status. See mapping information below. |
| Migrant Status* |
Values are equal to "Migrant" if a student has an active enrollment (today's date between BeginDate and EndDate) in the StudentCharacteristics file for StudentCharacteristicsTypeID of 7. All other students are considered "Not a Migrant". Note: If your district provides a StudentProgramAssociation file with Program Type ID (Migrant) Migrant. Values will instead be equal to "Migrant" if a student has an active enrollment (today's** date between BeginDate and EndDate) in the most recently provided StudentProgramAssociation file for this program Type ID. All other students are considered "Not Migrant". |
| Military Family Status* |
Values are equal to "In Military Family" if a student has an active enrollment (today's date between BeginDate and EndDate) in the StudentCharacteristics file for StudentCharacteristicsTypeID of 8. All other students are considered "Not in a Military Family". Note: If your district provides a StudentProgramAssociation file with Program Type ID (8292) Student with a Parent on Active Duty in the Armed Forces. Values will instead be equal to "In Military Family" if a student has an active enrollment (today's** date between BeginDate and EndDate) in the most recently provided StudentProgramAssociation file for this program Type ID. All other students are considered "Not In Military Family". |
| Primary Ethnicity* |
Values are populated using the first valid option:
|
| SPED Status* |
Values are populated using the ProgramName field in the StudentProgramAssociation file where the ProgramTypeID is 6 and the program association is active (today's date between BeginDate and EndDate). If multiple programs, the program with the most recent BeginDate is used. Note: If your district provides a StudentProgramAssociation file with any of the following Program Type IDs (0352) Autism, (0363) Emotional Disturbance, (0385) Learning Disability, (0396) Intellectual Disability, (0418) Hearing Impairment, (0429) Speech or Language Impairment, (0440) Visual Impairment (includes Blindness), (0451) Orthopedic Impairment, (0462) Other Health Impairment, (0473) Multiple Disabilities, (0484) Deaf-Blindness, (0495) Traumatic Brain Injury, (0507) Deafness, (5786) Pre-School Student with a Disability, or (SPED) SPED Values will instead be equal to the ProgramName field in the StudentProgramAssociation file if a student has an active enrollment (today's** date between BeginDate and EndDate) in the most recently provided StudentProgramAssociation file for this program Type ID. If multiple Program Names, the one with the most recent BeginDate is used. |
* The documentation above represents the default mappings in place. Some of these mappings can be customized and are typically updated during initial setup. Customizable fields have an asterisk(*).
**During the summer months, the "Active Enrollment Date" is used as today's date. Active Enrollment Date is determined on a school-by-school basis. For each school, we determine the date based on the following logic:
- If today's date is in session → today's date
- If today's date is less than 14 days* before the start of the upcoming school year → First day of school
- Otherwise → Last day of previous school year
* 14 days (the roster rollover window) can be configured
Staff
A comprehensive teacher users is sourced from the Staff and StaffElectronicMail files.
| Key Field(s) | Mapping(s) |
|---|---|
| Full Name |
Values are populated using the LastSurname and FirstName columns in the Staff file. |
|
Values are populated using the ElectronicMailAddress column in the StaffElectronicMail file for the primary email indicated by the PrimaryEmailAddressIndicator field. |
Calendars
School calendar data is sourced from the CalendarDate, CalendarEventType and Session files.
| Key Field(s) | Mapping(s) |
|---|---|
| School Year |
Calendars are linked to school years using the BeginDate and EndDate columns in the Session file for TermTypeID of School Year (7 or FULL). |
| In Session |
Days are considered "In Session" if the day is a weekday and the CalendarEventTypeID field is 1 (Instructional day), 4 (Make-up day), or 6 (Student late arrival/early dismissal). |
School Enrollment & Retention
Student school enrollment history is populated using the StudentSchoolAssociation file. Only primary enrollments are loaded; primary enrollments are indicated by a PrimarySchool field value equal to 1/True or blank.
| Key Field(s) | Mapping(s) |
|---|---|
| School Year |
Enrollments are linked to school years using the SchoolID column in the StudentSchoolAssociation file and where the EntryDate is between the BeginDate and EndDate of the Full Year session in the Session file. |
| Entry Date |
Values are populated using the EntryDate field in the StudentSchoolAssociation file. |
|
Values are populated using the first valid (non-null) option:
|
|
| Exit Code |
Values are populated using the ExitWithdrawTypeDescriptorID column in the StudentSchoolAssociation file. |
| No Show |
Enrollments are considered "No Show" records if the ExitWithdrawTypeDescriptorID in the StudentSchoolAssociation is 11. |
| School |
Enrollments are linked to schools using the SchoolID column in the StudentSchoolAssociation. |
Student Rosters (Class) & Teacher Associations)
Students are rostered to classes and teachers using the StudentSectionAssociation and TeacherSectionAssociation
| Key Field(s) | Mapping(s) |
|---|---|
| School Year |
Values are populated using the SchoolYear column in the StudentSectionAssociation file. |
| Class Entry Date |
Values are populated using the BeginDate in the StudentSectionAssociation file. |
| Class Exit Date |
Values are populated using the first non-null option
|
| Staff |
Class enrollments are linked to staff using the StaffUSI in the TeacherSectionAssociation file. |
Attendance
Daily attendance is calculated using data from the StudentSchoolAttendanceEvent file.
| Key Field(s) | Mapping(s) |
|---|---|
| Attendance Value |
Values are populated using the AttendanceEventCategoryTypeId column in the StudentSchoolAttendanceEvent file. If the AttendanceEventCateogryTypeIDs map to the standard values from Ed-Fi (1=In Attendance, 2=Excused Absence, 3=Unexcused Absence, 4=Tardy, and 5=Early Departure), then days linked to an AttendanceEventCateogryTypeID value of 2 or 3 is considered absent and all other in session enrolled days are present.* If an AttendanceEventCategory file is provided, any day linked to a code with a short description of "Absent", "Excused", "Unexcused", or "Unknown" is considered absent, all other in session and enrolled days are considered present.** *SchoolTool mappings from NERIC use this method. **eSchoolData mappings from NERIC use this method. |
| Absence Code | Values are populated using the CodeValue column in the AttendanceEventCategoryType table. These are Ed-Fi's standard set of codes. |
| School | Attendance events are linked to schools using the SchoolID field in the StudentSchoolAttendanceEvent table. |
Behavior
Behavior data is loaded from the DisciplineIncident and StudentDisciplineIncidentBehavior files.
| Key Field(s) | Mapping(s) |
|---|---|
| School Year |
Behavior incidents are linked to school years using the SchoolID and IncidentDate columns in the DisciplineIncident file. |
| School |
Behavior incidents are linked to schools using the SchoolID column in the DisciplineIncident file. |
| Incident Date |
Values are populated using the IncidentDate column in the DisciplineIncident file. |
| Incident Time of Day |
Values are populated using the IncidentTime column in the DisciplineIncident file. |
| Behavior Category |
Values are populated using the standard Description values from Ed-Fi based on the value loaded into the BehaviorDescriptorID column of the StudentDisciplineIncidentBehavior file. |
| Behavior Location |
Values are populated using the IncidentLocationTypeID column in the DisciplineIncident file. |
| Behavior Response |
Values are populated using the DisciplineActionIdentifier column in the DisciplineActionDiscipline file. |
GPA
Unweighted Cumulative GPA is sourced from the ReportCard file.
| Key Field(s) | Mapping(s) |
|---|---|
| GPA Calculation |
Fixed value: Calculates GPA based on all courses a student has completed up to this school year. All courses are equally weighted. |
| GPA Value |
Values are populated using the GPACumulative field in the ReportCard file. |
Grades
Grades data is sourced from the DWGrades and DWGradebook files.
| Key Field(s) | Mapping(s) |
|---|---|
| School Year |
Values are populated using the SchoolYear column in the Grade and CourseTranscript files. |
| School |
Grades are linked to schools using the SchoolID column in the Grade and CourseTranscript files. |
| Course Subject* |
Values are populated using the SubjectAreaTypeID field in the Course file. If the value corresponds to a default Ed-Fi subject Area Type ID, a description of that ID will be loaded, if not, the value in that field is used. Grades are linked to courses using the SchoolId, LocalCourseCode and UniqueSectionCode. |
| Class Period |
Values are populated using the ClassPeriodName column in the Section file. Classes are linked to periods using the CLassID, SiteCode, SubjectTerm and School Year. Grades are linked to classes using the SchoolId, LocalCourseCode and UniqueSectionCode. |
| Grade Name |
Values are populated using the LetterGradeEarned column in the Grades file or the NumericGradeEarned column if LetterGradeEarned is not populated in the Grade file. Values are populated using the FinalLetterGrade column in the Grades file or the FinalNumericGrade column if FinalLetterGrade is not populated in the CourseTranscript file. |
| Grading Period |
Grades are linked to grading periods using the SchoolID, GradingPeriodTypeID and GradingPeriodBeginDate columns in the Grade file. Values are populated using the Term column in the grades files themselves; T1-T4 are translated to Q1, Q2, Q3 and Q4 respectively. Transcript grades are not linked to grading periods. |
| Term |
Grades are linked to terms using the SchoolID, TermTypeID and SchoolYear columns in the Grade and CourseTranscript files. Values are populated using TermName column in the Terms file uploaded; T1-T4 are translated to Q1, Q2, Q3 and Q4 respectively. |
| Grade Type |
Values are equal to "Transcript" if the grades are loaded from the CourseTranscript file. Values are otherwise equal to the Description associated with the GradeTypeID column in the Grade file. |
| Grade Status |
Grades are considered "Final" if the are loaded from the Grade file and the Grading Period has completed or if they are loaded from the Course Transcript file. Grades are considered "In Progress" if they are loaded from the Grade file and the Grading Period is in progress. |
* The documentation above represents the default mappings in place. Some of these mappings can be customized and are typically updated during initial setup. Customizable fields have an asterisk (*).
Known Limitations
Term GPA is not currently support for Ed-Fi File-Based.
Frequent Data Quality Issues
None at this time.
Frequently Asked Questions
None at this time.