Estudiante Grade Level Transfer

Charter Data - Estudiante Knowledge Base

Subject: Grade Level Transfer to SAIS

This transaction is used for various reasons:

to move a student from one grade to another, within the same school during the school year. Use an Add transaction. This may be counter intutive (why not submit a Change?), but it is the law.
to fix a student's grade that was incorrectly reported by the LEA in the Student Enrollment transaction.

This transaction may not be used to enroll a student in a new school, or to change a student's grade in advance of a new school year.

The Student Grade Transfer transaction requires data on exit from the current grade and placement in a new grade.

When a student is transferred to a different grade, an ADD operation is required. Fill in the information in the "New" section of the Estudiante form

If the grade start date on the SAIS database is incorrect, it must be removed from the SAIS database with a DELETE operation, then the correct data must be submitted with an ADD operation. A Delete transaction requires that the New Grade and New Start Date be filled in on the Estudiante form.
You can not change grade level with date of first day of school For example a student is mistakenly enrolled in grade 6 when the student should have been promoted to grade 7 you can not submit Grade Level change transaction for the first date of school year as this is not allowed. To be precise you must deleted the student's enrollment on SAIS with the Delete Enrollment transaction. Then submit Add Enrollment transaction with correct grade level. Since SAIS will automatically delete any related transactions(will automatically delete all attendance and absence) you must re-submit any attendance/absence.

How to Submit Grade Level Transfer to SAIS

From Estudiante Main Menu select Student Information and then click on Grade Level Transfer Transaction. Review the instructions in "About this selection" and/or click on "Help with Grade Level Transfer Transactions". Then double click on Grade Level Transfer Transaction.

The Grade Transfer Transactions form shows information on the student and allows you to select a student. Below this is a section with a list of Grade Transfer Transactions. This is where you will enter and/or edit data. The lower portion of the form has a Membership Transactions List and a list of School Days that will be helpful in knowing the membership status of the student and what are the valid school day dates that may be use in this form.

Select a student and Fiscal Year
On a new line in the Grade Transfer Transactions section of the form fill in the needed information

OpCode as Add, Change or Delete instruction sent to SAIS.
- Add (A) - use the first time and until SAIS accepts the transaction. Use the Change after that..
- Change (C) to change a transaction that exist in the SAIS database.
- Delete (D)- to delete a transaction from SAIS.
Select the CalendarID from the dropdown.
Depending on the OpCode fill in the needed values for either Old Values or New Values for Grade Level, StartDate, RegisterID, ExitDate and Exit Code.

Light Blue columns are for "Old Values". When you are making a grade level change this will be information before the transfer plus the Exit Date and Exit Code.
Yellow columns are the "New Values". When you are making a grade level change this will be information on the grade that the student is transferred to. The Start Date should be the next school day after the exit date for the previous grade level.
Knowing when to enter values in the Old or New section can be confusion. To blow away all of the fog I have included the official specifications from ADE Student Database Transaction Requirements - Transaction Overview. See Element Optionality paragraph below.

Example: Joe starts school on 8/19/02 in the 10^th grade. On 8/27/02 Joe is demoted to the 9^th grade. Following are values to be used in the transaction:

Old Grade = 10
Old Grade date = 8/19/02
OldRegID = Required but not used for anything. Suggest set equal to 0 or 1
Old Exit Date = 8/26/02
Old Exit Code = Demoted
New Grade = 9
New Grade date = 8/27/02
New RegID = Required but not used for anything. Suggest set equal to 0 or 1
Leave exit info blank

Click on Format SAIS to create the transaction in the output buffer. The formatted date will show and the checkbox will be set.
Click on "GoTo Make File" and proceed to submit to SAIS as for any other transaction.
After the transaction is processed by SAIS, run SAIS Step 3 and the SAIS Response will show on the form. Click on "View Tran Status" to see the details of the response from SAIS.

Background on Grade Level Transfer to SAIS

Promotion and Demotion during the school year

Occasionally a student is promoted to the next grade level or demoted to a lower grade level within a school year.

If an LEA decides to promote (or demote) a student during the school year, then:

LEA will submit a Student Grade Transfer ADD operation. This will accomplish several actions: to change the current school year grade exit status to "promoted" (or "demoted") and the grade exit date to the last day the student attended that grade, and to add the new grade placement.

Transfer to a new grade register within the same school year

Occasionally a student will be moved from one register to another, remaining in the same grade, during a school year. This situation is a lateral grade movement, in that there is no grade level change.

Promotion at the end of a school year

This functionality is provided in the Student Year End Status transaction.

Retention at the end of a school year

This functionality is provided in the Student Year End Status transaction.

No-Shows

This functionality is provided in the Student Summer Withdrawal transaction.

Element Optionality

This table defines whether each element is required or optional.

Note: When conditions state that a change will be made on SAIS, any changeable field on the submitted transaction that does not contain a value — rather, it contains nulls or spaces — will replace the value on SAIS with nulls.

R: the element is required

X: any value in the submitted element will be ignored

{blank}: the element is optional; a valid value will be captured in SAIS

Table 10 Grade Transfer Transaction Element Optionality

element	add	change	delete
Transaction ID	R	R	R
Vendor Defined Field	X	X	X
Operation Code	R	R	R
Entity ID	R	R	R
School Student ID	X	X	X
Student ID	R	R	R
Track Number	R	R	R
First Name on Legal Document	X	X	X
Middle Name on Legal Document	X	X	X
Last Name on Legal Document	X	X	X
Old Grade Level Code	1	1	1
Old Grade Start Date		R
Old Grade Register ID	1	1	1
Old Grade Exit Date	1	1	1
Old Grade Exit Code	1	1	1
New Grade Level Code	R	X	R
New Grade Start Date	R	X	R
New Grade Register ID	R	X	X
New Grade Exit Date	2	X	X
New Grade Exit Code	2	X	X

1 At least one of the changeable elements must be different from SAIS for this to be a valid "change".

2 These elements are only to be used for retroactive add operations. Otherwise, to exit a student from a grade with no intention of putting him in another, the Student Withdrawal transaction should be used.