Once the file has been received back from MSIS, the data will be imported into INOW. To do so, perform the following steps:
• Go to Utilities | File Imports.
• Import File: Click Browse to select the IMT.XML file.
• File Format: Select XML.
• Match On: Select Student Number.
• Matching Column XML Element Name: Enter UID (All Caps)
• State ID XML Element Name: Enter MSISID (All Caps)
Historical
The Historical File Export is used by schools to transmit the electronic student historical record to MSIS. The (Student) Historical Record (AKA, CUME) transaction is used to transmit the electronic student historical record to MSIS Monthly. Submitted at end of each month to report Student Historical activity for the preceeding month.
• *Academic Sessions Year: The current year will be selected by default unless a future academic session has been created. Use the drop-list to choose a different academic session year if desired.
• *Academic Sessions: Choose the school and academic session for which the export is to be generated. Information for only one
school/session may be exported at a time.
• *Sequence Number: This field is auto-generated by the program.
• *Reporting Period: Important! Report Period 1’s (01) start date is the school’s beginning of year as determined by Term 1 beginning date.
The ending date is September 30. Report Period 2 (02) is for the month of October, Report Period 3 (03) is for the month of November, etc.
• Cumulative Update: Allows user to include all data collected on student(s) for all previous academic sessions.
• Create Snapshot / *Description: “Snapshots” may be used for quick regeneration of previously created exports, for later data comparison. The report criteria for any export may be saved under a user-specified snapshot name. Once the snapshot has been created, the user may select it from the drop-list and click Export to instantly regenerate the export, showing only changes in the two data sets under comparison. To store a record of the export generated, check this box and enter a name/description of the snapshot (using the current date, school, etc.). This snapshot may be used at a later time for data comparison.
• Select Export Format: Exports should be created in XML format.
• Export Button: Click to create the xml file to export and upload to MDE for state reporting.
• Errors: Displays after export file has been generated if data errors exist. Selecting this icon allows user(s) to view/print an INOW error report. INOW errors should be resolved prior to submitting export file to MSIS.
• Close: Closes the export screen.
Submission Schedule
Submitted at end of each month to report Student Historical activity for the preceeding month.
Data Elements
The following data elements will be included on the report.
Data Element Location in InformationNOW (or Method of Calculation)
Data Element Location in InformationNOW (or Method of Calculation)
Export Tracking ID Format for this item on export is DDDD-SSS-MM-dd-YYYY-XXXXX with:
DDDD = District Number SSS = Reported School Number MM = Month
dd=Day YYYY=Year
XXXXX=Sequence Number
The Sequence Number will be a numeric database field which keeps track of the current report sequence number.
Each time the report is executed, this number will be incremented by 1.
MSIS Student ID (State ID Number) Entered on the Edit Student screen, Misc tab
Student Name First, Middle and Last Names entered on Edit Student screen, Main tab. Middle name is optional
Student Social Security Number Entered on Edit Student screen, Main tab. Social Security Number is optional
Student Certified Birth Certificate File Number
Entered on Edit Student screen, Misc tab (in Birth Certificate # field)
Student Birth Certificate
Verifier Initials Entered on Edit Student screen, Misc tab (in Birth Cert Verification # 1st 3 characters , no periods between initials)
Student Ethnicity Code Entered under Ethnicity field located on the Edit Student screen, Main tab.
Student Gender Code Entered under Gender field located on the Edit Student screen, Main tab.
Student Birth City Entered on Edit Student screen, Custom tab
Student Birth County Entered on Edit Student screen, Custom tab. Birth County is optional
Student Birth State Entered on Edit Student screen, Custom tab. If no state is entered MS is sent.
Student Date of Birth Entered on Edit Student screen, Main tab
Student Parent(s)/Guardian(s) The value reported here is drawn from Edit Student screen, Contacts tab. People records marked here with a
Relationship of Father (State Code F), Mother (State Code M) and/or Primary Guardian (State Code GUA) will be reported as such. The file will send First Name and Last Name.
Student Permanent Address Entered on Edit Student screen, Main tab. The value reported here is drawn from the information entered in the Physical Address fields (or Mailing Address if the Same as Mailing box has been selected).
Data Element Location in InformationNOW (or Method of Calculation)
City Students physical Address City or Student Mailing Address City if the Same as Mailing box has been selected.
State Students physical Address State or Student Mailing Address State if the Same as Mailing box has been selected.
Zip Code Entered on Edit Student screen, Main tab. The value reported here is drawn from the information entered in the Physical Address fields (or Mailing Address if the Same as Mailing box has been selected). Students physical Address Postal Code, digits 1-5
ZIP4 Entered on Edit Student screen, Main tab. The value reported here is drawn from the information entered in the Physical Address fields (or Mailing Address if the Same as Mailing box has been selected). Reference, students physical Address Postal Code.
If exist digits 6-9, export
Student Phone Number Entered on Edit Student screen, Main tab.
Immunization Certification Date (Imm )
Entered under Medical or STIHealth
Immunization Certification Initials of Verifier
Entered under Medical or STIHealth. (3 characters max, no periods between initials)
Student Medical Condition NA-Omit at this time.
Student Medical Condition Year NA-Omit at this time.
Student School Entrance Date Entered on Edit Student screen, Enrollment tab | Enrollment Date. This is the date that the student first attended the school.
Student School Entrance Grade
Level Entered on Edit Student screen, Enrollment tab | Grade Level. This is the student’s grade when he/she first entered this school, this Academic Session.
Student Withdrawal Date, Grade Level and Code
Reported if a Withdrawal record exists for student on Edit Student screen, Enrollment tab.
Academic Session Start Date mm/dd/yyyy
Drawn from Edit Student screen, Enrollment tab | enrollment record | School – Academic Session. 1st year of selected session reported.
Academic Session End Date mm/dd/yyyy
Drawn from Edit Student screen, Enrollment tab | enrollment record | School – Academic Session. 2nd year of selected session reported.
School Year Session Length The number of school days is calculated based on the Academic Session calendar. The system looks at the calendar to determine the length of the school year in days.
It will pull only in school calendar days.
Data Element Location in InformationNOW (or Method of Calculation)
Students School Year Grade Level
Student’s grade level reported from Edit Student Screen | Main tab, with the following exception:
If student Special Education Status (entered on Edit Student screen, Misc tab under Services section) = 01/Active; AND
Student School Program State Code (entered on Edit Student screen under Manage > School Programs section at left) = 52, 54, 56 or 58; AND
Student School Program End Date (entered on Edit Student screen under Manage > School Programs section at left) has no value entered.
Student Absences Drawn from attendance records. Number of days absent from the 1st date of the academic school year for that grade level.
School Name Drawn from Edit Student screen, Enrollment tab | enrollment record | School – Academic Session Course Name Name of each course section in student’s schedule as
drawn from Edit Student screen, Manage Schedule option, section name
Course Teacher FNAME Primary section teacher first name Course Teacher LNAME Primary section teacher last name Course FINAL GRADE Reference Section Final Grade
If !Null
If Alpha Grade, export State Code
Else (numeric) round to nearest integer and export.
Course CREDITS If !Null, Graduation Credits earned for section of context last Grading Period of the last Term where scheduled Else, blank.
Summer School Credits NA- Not at this time.
Test Date NA- Not at this time.
Test Description NA- Not at this time.
Fact Entry Date NA- Not at this time.
Grade Level of Student when a Significant Fact Occurred
NA- Not at this time.
Age of Student when a
Significant Fact Occurred NA- Not at this time.
Person Revealing Significant
Fact NA- Not at this time.
Starting Date Related to
Significant Fact NA- Not at this time.
Ending Date Related to Significant Fact
NA- Not at this time.
Description of Significant Fact NA- Not at this time.
Filename
The export will create an .xml file. Sample filename:
S_0130_001_10012011_MSH_00003.xml The above filename is generated as: