LA SIS Export File

This program will build the records for submitting student information to the state for any of the processing periods. The file(s) that is(are) created will be saved on jDrive. As part of the build process you will select a folder on drive J saving the file. You will then download a copy of this file to your computer in an area similar to what you have done in the past.

1. Open the LA SIS Export File in the Required Reporting section of JCampus.
2. A small setup box will appear that has the year and the district number. Verify this information and click the OK button.
3. The next part of the setup will appear. It is divided into 4 sections: Student, Discipline, Schedule, and Build
4. Use the following instructions for each of these sections to complete the setup for building your SIS file.
5. Student Section
   • This section is for all processing periods
   • School:--Leave this field blank to send all schools or select the school(s) that you want to include in the file.
   • Grades:--Leave this field blank to send all grades or select the grade(s) that you want to include in the file.
   • Stu As-of-Date:--This date is based on the processing period being submitted: Oct 1 (MFP or CLASS), Feb 1 MFP, or EOY (the last instructional day).
   • Be sure to select the first check box--Send Homeless and Migrant Students as LU1.
   • The remaining check boxes in this section are required for some districts. If you do not know whether your district needs to check one of these, contact EdGear support for assistance in making this determination.
   • Make a decision about whether or not to select any of the remaining 4 check boxes in this section. Be sure to always make the same selection(s) each time you run this program.
6. Discipline Section
   • This section is for all processing periods
   • Check the Include Event Records in this section to create the Event file for the SIS submission.
7. Schedule Section
   • This section is for Oct 1 CLASS processing period only
   • NOTE--This section is currently under development. Check back later for updated instructions.
8. Build Section
   • The "Separate Files for Event and Class" check box will create separate files for record types 007, 091, 092, 093, 094 and 110 (schedule records). This is NOT usually selected.
   • The next checkbox, New SIS files every... will build multiple SIS files. Enter a value in the field to the right. The build program will use this value to determine at which point another file should start being built.
   • NOTE--Be sure to submit all of these files that are built when downloading the files to your computer.
   • File Format: This value will default to the most recent school session at this time.
   • File Type: Select either File Type 1 (Full) or File Type 2 (Partial).
     • File Type 1 (Full)--This selection can be the district, a single school or multiple schools, with one or more grades for the district or for the schools selected.
     • File Type 2 (Partial)--This selection results in the Student field to become active. Select one or more student(s) from the student list popup. You can search for students using the search field at the top of the student list. You can sort by ID number(s) or by name.
   • Save Location: When you click in the field, jDrive will open. Any previously created folders and/or documents will be displayed. If you do not have a SIS folder, click the folder with the plus sign in the upper left corner of the jDrive display to create a new folder. A popup will appear in which you will enter the name of the SIS folder. The simple name SIS is sufficient. Click OK. Double click the folder. The folder name is entered into the field at the bottom left of the popup. The selected folder name will be entered into the field at the bottom left of the screen. Click Choose.
   • Click the Build button at the bottom of the setup box.
   • NOTE--You will receive two messages about this particular process: (1) the number of students whose records will be built and (2) a reminder that you can view the status of the build process and that you will receive an email when the program has finished

**********While the file is processing, progress can be monitored by clicking the TASK STATUS button at the bottom of the window.**********

1. There are two tabs on the Task Status window--Current and Completed
2. The Current tab will automatically refresh, giving you information about the processing.
   • Pending--This status indicates that the file is waiting to process.
   • Start--This status indicates that the file is gathering the records to process.
   • Running--This status indicates that the file is processing. There will be a progress bar and a Report: current date/click time
3. After the file has finished processing, the Current tab screen will be blank.
4. You can access the errors by clicking on the Completed tab; then, click on the status line to get the Error popup.
5. If you have requested only 2 out of 10 schools, the error report will include errors from all schools.
6. At the bottom of the error list popup there is a check box to print errors by school. You can then select to print only the pages for the small group of schools that you are focusing on.

• • • • • • • • • • After the file has been processed, you must save a copy of the jDrive file(s) to a location on your computer.**********

1. Open the jDrive by clicking on the Cloud icon on the top right of the JCampus screen.
2. Navigate to the file(s) that you created.
3. Right click on the file and click Download.
4. A preview of the file will appear on your screen in the upper left corner of your screen.
5. Right click on the preview and select Save As.
6. Navigate to the location where you want to save these files. There will be a file name in this popup; be sure to make it a unique name if you have created multiple files.
7. Repeat this for the remaining SIS files
8. Be sure to download the Event file.
9. After downloading the SIS and Event files, you are ready to submit them to DOE.