Tyler SIS – Schoolzilla Pro

How We Connect

Tyler 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 setup article here.

Mappings Overview

Students

Student demographic data is sourced from the DWStudents file.

Key Field(s)	Mapping(s)
System Student ID	Values are populated using the StudentID column in the DWStudents file.
Full Name	Values are populated using the LastName and FirstName columns in the DWStudents file.
Current Grade Level	Values are populated using the student's most recent grade level enrollment based on the EntryDate.
EL Status*	Values are populated using the the Service column in the DWProgServices file, if there is a record with a Program of "ELL" and today's** date falls between the StartDate and the EndDate of that program enrollment. If no active record in the DWProgServices using the logic above, the ELLDescription column in the DWStudents file is used.
FRL Status*	Values are populated using the FreeReduced column in the DWProgServices file.
Foster Care Status*	Values are equal to "In Foster Care" if a student has a "FOS" program enrollment in the DWProgServices file with an EndDate in the future relative to today's** date. All other students are considered "Not In Foster Care".
Gender*	Values are populated using the Gender column in the DWStudents file.
Grade Level at the Time	Values are populated using the Grade column in the DWEnrollment file.
Homeless Status*	Values are equal to "Homeless" if a student has a "HC&Y" program enrollment in the DWProgServices file has an EndDate in the future relative to today's** date. All other students have "Not Homeless".
Is SPED*	Values are equal to "In Special Education" if there is a "Y" in the SpEdStatus field in the DWProgServices file. This field is equal to "Not in Special Education" if there is an "N" in the SpEdStatus field.
Migrant Status*	Values are equal to "Migrant" if a student has a "MEP" program enrollment in the DWProgServices file with an EndDate in the future relative to today's** date. All other students have "Not a Migrant".
Military Family Status*	Values are not populated by default.
Primary Ethnicity*	Values are populated using the StateEthRace column in the DWStudents file.
SPED Status*	Values are populated using the SpEdIdentDescr column in the DWStudents file.

* 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:

1. If today's date is in session → today's date

2. If today's date is less than 14 days* before the start of the upcoming school year → First day of school

3. 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 DWTeachers file.

Key Field(s)	Mapping(s)
Full Name	Values are populated using the LastName and FirstName columns in the DWTeachers file.
Email	Values are populated using the Email column in the DWTeachers file.

Calendars

School calendar data is sourced from the the holidays and terms file provided manually to Schoolzilla.

Key Field(s)	Mapping(s)
School Year	Calendars are linked to school years using the StartDate and EndDate columns in the Terms file for TermType of School Year.
In Session	Days are considered "In Session" if the day is a weekday and does not appear in the Holidays file loaded.

School Enrollment & Retention

Student school enrollment history is populated using the DWEnrollment file. An enrollment record must have an exit date that is on or after the entry date to be included.

Key Field(s)	Mapping(s)
School Year	Enrollments are linked to school years using the Site column in the DWEnrollment file and the file folder in which the file is dropped on SFTP (e.g. 2021)
Entry Date	Values are populated using the first valid (non-null) option: EnrollDate column in the DWEnrollment file StartDate column from the Terms file for the relevant school year (see mapping above)
Exit Date	Values are populated using the first valid (non-null) option: WithdrawDate column in the DWEnrollment file EndDate column from the Terms file for the relevant school year (see mapping above)
Exit Code	Values are populated using the WithdrawCode column in the DWEnrollment file.
No Show	Enrollments are considered "No Show" records if the Description in the DWCodes file for the WithdrawCode from DWEnrollment includes "NoShow".
School	Enrollments are linked to schools using the Site column in the DWEnrollment file.

Student Rosters (Class & Teacher Associations)

Students are rostered to classes and teachers using the DWRosters and DWClasses files.

Key Field(s)	Mapping(s)
School Year	Class enrollments are linked to school years using the SiteCode and SubjectTerm columns in the DWRosters file as well as the file folder in which the DWRosters file was dropped on SFTP (e.g. 2021).
Class Entry Date	Values are populated using the following logic: If the student's enrollment date for the school & school year is after the start date of the class term, the student's school enrollment date. Otherwise, the term start date for the SubjectTerm and school year.
Class Exit Date	Values are populated using the following logic: If the student's exit date for the school & school year is before the end date of the class term, the student's school exit date. Otherwise, the term end date for the SubjectTerm and school year.
Staff	Class enrollments are linked to staff using the TeacherID column in the DWClasses file.

Attendance

Daily attendance is calculated using data from the DWAttendancePossible, DWAttendanceMarks and DWAttendanceCodes files.

Daily attendance is not calculated for days where the Attendance_Minutes_Possible is > 999. School days exceeding 16.65 hours is considered bad data.

Key Field(s)

Mapping(s)

Attendance Value

The daily attendance value (portion of the day a student was present) is calculated as follows:

Attendance_Minutes_Possible - Absence_Minutes / Attendance_Minutes_Possible If the result above is negative, the student will have an attendance value of 0 for the day.

Attendance_Minutes_Possible is sourced from the Attendance_Minutes_Possible column in the DWAttendancePossible file for every student and day.
Absence_Minutes is

Equal to 0 for all in session days in the DWAttendancePossible file with no record in the DWAttendanceMarks file.
Equal to the sum of the values in the Absence_Minutes column in the DWAttendanceMarks file for the day for all codes where the State_Absence column in the DWAttendanceCodes file for the Absence_Code value is not "N".

Absence Code

The Absence Code is populated using the absence_code value in the DWAttendanceMarks file with the most Absence_Minutes that day where codes with a State_Absence value of "N" are considered to have 0 Absence_Minutes.

School

Attendance is linked to schools based on the Site column in the DWAttendancePossible file.

Behavior

Behavior data is loaded from the DWDiscipline file.

Key Field(s)	Mapping(s)
School Year	Behavior incidents are linked to school years using the Site and IDate columns in the DWDiscipline file.
School	Behavior incidents are linked to schools using the Site column in the DWDiscipline file.
Incident Date	Values are populated using the IDate column in the DWDiscipline file.
Incident Time of Day	Values are populated using the ITime column in the DWDiscipline file.
Behavior Category	Values are populated using the Description column in the DWCodes file for the Code in the DWDisciplineIncidentCodes file. Incidents are linked to records in the DWDisciplineIncidentCodes file using the ICode in the DWDiscipline file.
Behavior Location	Values are populated using the Place column in the DWDiscipline file.
Behavior Response	Values are populated using the Description column in the DWCodes file for the ACode value in the DWDiscipline file.

GPA

GPAs are sourced from the DWGPA file.

Key Field(s)

Mapping(s)

GPA Calculation

Calculation type and name is determined based on the source of the GPA value (see below).

GPA Types supported:

Cumulative
Term

GPA Calculations:

Weighted Cumulative GPA
Unweighted Cumulative GPA
Weighted Term GPA
Unweighted Term GPA

GPA Value

Cumulative GPA

Values are populated using the GPANonWt and GPAWt columns for the Term of "A" in the DWGPA file.

Term GPA

Values are populated using the GPANonWt and GPAWt columns for each Term in the DWGPA file excluding "A" which is considered the cumulative GPA value.

By default,

Cumulative GPA metric will use Unweighted Cumulative GPA
Term GPA metric will use Unweighted Term GPA.

Please contact support to configure which GPA calculations are used on your dashboards.

Grades

Grades data is sourced from the DWGrades and DWGradebook files.

Key Field(s)	Mapping(s)
School Year	Grades are linked to school years using the file folder in which the files were dropped on SFTP.
School	Grades are linked to schools using the Site column in the DWGrades and DWGradebook files.
Course Subject*	Values are populated using the Description column in the DWCodes file for the Dept column in the DWClasses file.
Class Period	Values are populated using the Period column in the DWRosters file. Classes are linked to periods using the CLassID, SiteCode, SubjectTerm and School Year.
Grade Name	Values are populated using the Grade column in both files.
Grading Period	Grades are linked to grading periods using the Year, Site and Term columns in the files. Values are populated using the Term column in the grades files themselves; T1-T4 are translated to Q1, Q2, Q3 and Q4 respectively.
Term	Grades are linked to terms using the Year, Site and Term columns in the 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 populated using the Honors and Advanced columns in the DWGrades file. If either column is "Y", the grade is considered "Honors". Grade Type is not supported for in progress grades.
Grade Status	Grades are considered "Final" if the are loaded from the DWGrades file. Grades are considered "In Progress" if they are loaded from the DWGradebook file.

* 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

Data Refreshed is Limited to Current Year - Because only the current year's data is exported nightly from SFTP, if changes to data are made to prior years after initial setup, you must work with Schoolzilla Support to have this data loaded.

Potential Issue Refreshing Data Nightly for Tyler Pulse and Schoolzilla - For your convenience, Schoolzilla leverages the standard exports from Tyler. They are the DW exports that are required for Tyler Pulse. Some districts have reported they are only able to schedule these exports to drop to one location at a time.

Non-Primary Teachers - Schoolzilla currently supports auto-generating accounts for teacher users. These teachers have access to students currently enrolled in their classes and to the schools at which they teach. At this time, this is limited to primary teachers for Tyler SIS. The teacher roster template can be used to create additional accounts for non-primary teachers.

Frequent Data Quality Issues

None at this time.

Frequently Asked Questions

None at this time.