GEORGIA DEPARTMENT OF EDUCATION (GADOE) Office of Technology Services ‐ Technology Management
FY2014 Georgia Unique IDentifier for Education Data File Layout
Document Revision Updates
REVISION DATE 05/24/2013
DATA ELEMENTS AFFECTED n/a
COMMENTS Initial layout
Georgia Department of Education Dr. John D. Barge, State Superintendent of Schools September 5, 2014‐ Page 2 of 9 All Rights Reserved. All data elements have been defined. Additional edits may be added.
2014 Georgia Unique IDentifier for Education FILE LAYOUT
Student Identity Layout (ID) The data elements in the Student Identity Layout are used to positively identify a student. When a student initially enrolls in a district, these identity elements must be verified using the birth certificate or court order changing the student's name and the Social Security card. No‐Show students must not be sent. The PARENT / GUARDIAN NAME is a new field in the student identity layout. The name format should be First Name space Last Name. This name does not have to be the parent’s full legal name, and does not have to be found on the student’s birth certificate. This name is for reference only and will be displayed to help the user make a decision during a Near Match Resolution. If there are 2 separate fields in the SIS for female parent/guardian and male parent/guardian, please choose to extract female parent/guardian. NOTE: Students do not have to be claimed each year in the same school. Send records for students that do not have a GTID. Send records for student that have a GTID and have changed schools. (If the school has not changed, do not send a record.) Errors cannot be fixed online. Discrepancies can be accepted online. Student Identity Layout (ID) Element ID
Layout ID
GID001 GID001 GID017 GID002 GID018 GID003
Element
Field Type
Format
Length
Starting Position
Ending Position
Description
RECORD TYPE FISCAL YEAR
A
xxx
3
1
3
A
yyyy
4
4
7
Identifies record layout. Always ‘GID’ Fiscal year of record.
SYSTEM CODE
A
xxx
3
8
10
School System Code.
Georgia Department of Education Dr. John D. Barge, State School Superintendent September 3, 2014 ‐ Page 3 of 9 All data elements have been defined. Additional edits may be added.
Edits
Edit #
Equals ‘GID’ for GUIDE Layout.
E016
yyyy is complete year. ‘2014’ is the value for this current fiscal year. Must be an active SYSTEM CODE in the Facilities Database.
E010 E040
2014 Georgia Unique IDentifier for Education FILE LAYOUT Element ID
Layout ID
Element
Field Type
Format
Length
Starting Position
Ending Position
Description
Edit #
Edits
GID019 GID004
SCHOOL CODE
A
xxxx
4
11
14
Number that identifies a school within a system.
SCHOOL CODE is missing or not valid for this system. Refer to the Facilities Database.
E050
GID002 GID005
GTID
A
xxxxxxx xxx
10
15
24
The identification number assigned to each student to uniquely identify the student throughout his/her public education years in the Georgia public school system.
GTID is not a valid number. GTID submitted was not found in GUIDE application. GTID has been retired. Replace retired GTID with active GTID displayed. GTID has been deactivated. Student was previously reported with a Withdrawal Code of ‘D’‐ Deceased. GTID has been deactivated. Student was previously reported with a Withdrawal Code of ‘G’‐Graduated or ‘O’‐Adult Ed/Postsecondary. See Data Discrepancy Report. GTID has been deactivated. Student’s birth date in GUIDE indicates that the student has aged‐ out. See Data Discrepancy Report. Multiple records reported with the same GTID in this file. STUDENT LAST NAME must be at least two characters and cannot contain numbers or selected special characters. STUDENT LAST NAME entered/uploaded is different than STUDENT LAST NAME stored in GUIDE. See Data Discrepancy Report.
E012
GID003 GID006
STUDENT LAST NAME
A
x(30)
30
25
54
Indicates the last name of the student. Numbers are not allowed in the STUDENT LAST NAME.
Georgia Department of Education Dr. John D. Barge, State School Superintendent September 3, 2014 ‐ Page 4 of 9 All data elements have been defined. Additional edits may be added.
E013 E014 D015 D016 E015 E3106 D133
2014 Georgia Unique IDentifier for Education FILE LAYOUT Element ID
Layout ID
GID004
GID007
Element
STUDENT FIRST NAME
Field Type
Format
Length
Starting Position
Ending Position
A
x(30)
30
55
84
GID005
GID008
STUDENT MIDDLE NAME
A
x(30)
30
85
114
GID006
GID009
STUDENT NAME SUFFIX
A
xxx
3
115
117
Description
Indicates the first name of the student. Numbers are not allowed in the STUDENT FIRST NAME.
E3100
STUDENT FIRST NAME cannot contain numbers,
selected special characters, and cannot be blank. STUDENT FIRST NAME entered/uploaded is different than STUDENT FIRST NAME stored in GUIDE. See Data Discrepancy Report. STUDENT MIDDLE NAME should be at least two Indicates the middle name of the student. Numbers are not characters. Please verify with the birth certificate or legal name change document that allowed in the STUDENT this student has a Middle Initial only. MIDDLE NAME. Leave blank if blank on the birth certificate. STUDENT MIDDLE NAME entered/uploaded is different than STUDENT MIDDLE NAME stored in GUIDE. See Data Discrepancy Report. When GTID is provided and STUDENT MIDDLE NAME exists in GUIDE, STUDENT MIDDLE NAME submitted cannot be blank. Name suffix used to distinguish STUDENT NAME SUFFIX must be on the approved a person who shares the same list of STUDENT NAME SUFFIXES. See the GaDOE Name Extraction Rules document posted on the name within a family, such as Jr., II, III, and IV. Leave blank if Data Collections webpage. blank on the birth certificate. Suffix uploaded was null. Existing STUDENT NAME SUFFIX in GUIDE database will not be replaced.
Georgia Department of Education Dr. John D. Barge, State School Superintendent September 3, 2014 ‐ Page 5 of 9 All data elements have been defined. Additional edits may be added.
Edit #
Edits
D131
W3106 D132 E480
E132 W134
2014 Georgia Unique IDentifier for Education FILE LAYOUT Element ID
Layout ID
GID007 GID010
GID008 GID011
Element
SOCIAL SECURITY NUMBER / STUDENT ID
GENDER
Field Type
N
A
Format
Length
Starting Position
Ending Position
nnnnn nnnn
9
118
126
x
1
127
127
Edit #
Description
Edits
Student’s SOCIAL SECURITY NUMBER or a state‐approved pseudo‐Social Security‐like number. NOTE: STUDENT ID is a unique identifier for each student reported in any Georgia public school system Once a pseudo‐SSN is issued to a student, that pseudo‐ SSN should not be replaced unless replaced by a true SSN.
SSN/STUDENT ID not valid. ID cannot be all one number or an invalid series. (Ex: 111111111, 123456789, etc.)
E059
STUDENT ID number not valid. Must be 9-digit SSN or pseudo-SSN number. CRITICAL ERROR: File has more than 10 records with null, blank or '0' in STUDENT ID field. Further validation for record type is not performed. Please correct file and resubmit. More than one GTID has been reported for this SSN/STUDENT ID in this upload file.
E061
Identifies the student’s gender.
Georgia Department of Education Dr. John D. Barge, State School Superintendent September 3, 2014 ‐ Page 6 of 9 All data elements have been defined. Additional edits may be added.
SSN/STUDENT ID currently attached to this student in GUIDE application does not match SSN/STUDENT ID in upload file or entered online. See Data Discrepancy Report to resolve conflict. Multiple records reported with the same STUDENT ID in this upload file. When GTID is provided, 999 pseudo‐SSN must match the 999 pseudo‐SSN existing in GUIDE. Must equal one of the following codes: ‘F’ = Female ‘M’ = Male GENDER currently attached to this student in GUIDE application does not match GENDER in upload file or entered online. See Data Discrepancy Report to resolve conflict.
E058
E162
D043 E163 E481 E200 D200
2014 Georgia Unique IDentifier for Education FILE LAYOUT Element ID
Layout ID
GID009 GID012
Element
DATE OF BIRTH
Field Type
Format
Length
Starting Position
Ending Position
D
yyyymmdd
8
128
135
GID010 GID013
ETHNIC HISPANIC
A
x
1
136
136
GID011 GID014
RACE INDIAN
A
x
1
137
137
GID012 GID015
RACE ASIAN
A
x
1
138
138
Description
Date of student’s birth.
Edits
yyyy is complete year (19yy or 20yy), mm is month (01‐12), dd is day (01‐31). BIRTH DATE must not be blanks or zeros, and must be in MMDDYY format. BIRTH DATE currently attached to this student in GUIDE application does not match BIRTH DATE in upload file or entered online. See Data Discrepancy Report to resolve conflict. Hispanic or Latino ‘H’= Hispanic Not part of race indicators. ‘N’= Not Hispanic Identifies Hispanic ethnicity. For definition, refer to the Data ETHNIC HISPANIC must be ‘H’ or ‘N’ Element Detail document. All RACE codes cannot be ‘N’ American Indian or Alaska ‘I’= American Indian or Alaska Native Native One of the five race ‘N’= Not this race indicators that can be set to yes or no for a student. More than RACE INDIAN must be ‘I’ or ‘N’. one can apply. For definitions, refer to the Data Element Detail document. Asian ‘S’= Asian One of the five race indicators ‘N’= Not this race that can be set to yes or no for RACE ASIAN must be ‘S’ or ‘N’ a student. More than one can apply. For definitions, refer to the Data Element Detail document.
Georgia Department of Education Dr. John D. Barge, State School Superintendent September 3, 2014 ‐ Page 7 of 9 All data elements have been defined. Additional edits may be added.
Edit #
E541
E542 D541
E284 E292 E285
E286
2014 Georgia Unique IDentifier for Education FILE LAYOUT Element ID
Layout ID
Element
Field Type
Length
Starting Position
Ending Position
GID013 GID016
RACE BLACK
A
x
1
139
139
GID014 GID017
RACE PACIFIC
A
x
1
140
140
GID015 GID018
RACE WHITE
A
x
1
141
141
GID016 GID019
PARENT / GUARDIAN NAME
A
x
60
142
201
Format
Description
Black or African American One of the five race indicators that can be set to yes or no for a student. More than one can apply. For definitions, refer to the Data Element Detail document. Native Hawaiian or Other Pacific Islander One of the five race indicators that can be set to yes or no for a student. More than one can apply. For definitions, refer to the Data Element Detail document. White One of the five race indicators that can be set to yes or no for a student. More than one can apply. For definitions, refer to the Data Element Detail document. Indicates the first name and last name of a parent or guardian. Name format should be First Name space Last Name. This name is for reference only and will be displayed to help the user make a decision during Near Match Resolution.
Georgia Department of Education Dr. John D. Barge, State School Superintendent September 3, 2014 ‐ Page 8 of 9 All data elements have been defined. Additional edits may be added.
Edits
Edit #
‘B’= Black or African American ‘N’= Not this race RACE BLACK must be ‘B’ or ‘N’
E287
‘P’= Native Hawaiian or Other Pacific Islander ‘N’= Not this race RACE PACIFIC must be ‘P’ or ‘N’
E288
‘W’= White ‘N’= Not this race RACE WHITE must be ‘W’ or ‘N’
E289
PARENT / GUARDIAN NAME must be at least two
E181
characters.
2014 Georgia Unique IDentifier for Education FILE LAYOUT Element ID
Layout ID
GID020 GID020
Element
Field Type
Format
Length
Starting Position
Ending Position
yyyym mdd
8
202
209
SCHOOL ENTRY DATE
D
GID021 GID021
LOCAL ID
A
x
12
210
221
filler
A
x
60
222
281
Description
Edits
Edit #
Date of the student’s entry into the school this school year. Must be a valid date in the current fiscal year. NOTE: Date must be in school calendar. No‐show students should not be reported. ID used in the local Student Information System to uniquely identify the student. Not used for matching. The local ID provides a way for the SIS to import student data from the GTID System back into the local SIS. Should be blank.
SCHOOL ENTRY DATE not in the valid range. Must
E3041
Georgia Department of Education Dr. John D. Barge, State School Superintendent September 3, 2014 ‐ Page 9 of 9 All data elements have been defined. Additional edits may be added.
be in the range from ‘20130701’ to ‘20140630’. Note: SCHOOL ENTRY DATE, if present, must always be during the current school year. If none, check historic Enrollment records. If WITHDRAWAL DATE is blank on the last Enrollment record, then student is assumed to be actively enrolled.
None
Should be blank.
