Student Personal Information

Prortions of the following instructions were extracted from Arizona Dept of Education document http://www.ade.state.az.us/sais/transoverview/TransactionOverview.doc#_Toc77056187

Student Personal Information

This transaction can be used to submit changes to any element of a student's personal information and to fix data entry errors. "Personal information” is comprised of the characteristics of the student which are independent of his membership in a school: these characteristics include name, gender, and birth date. The only allowable operations for this transaction are an Add or a Change operation.

This transaction is also used to create a new student on SAIS for whom there will be no memberships. In pre-SAIS terms, an example of this would be a student who is ineligible for generating ADM funding but who does generate Special Education funding. In this scenario, no membership data is required by SAIS but we must know personal information about the student. In this situation a Student Personal Information transaction would be submitted.

Changing elements

The following elements may be changed using this transaction with a "change" operation.

· New First Name on Legal Document

· New Middle Name on Legal Document

· New Last Name on Legal Document

· Name Extension on Legal Document

· Nickname Student Goes By

· Last Name Student Goes By

· Gender Code

· Ethnicity Code

· Birth Date

· Country of Birth Code

· State of Birth Code

· Normal Graduation Year

· Home Language Code

· Responsible Party's First Name on Legal Document

· Responsible Party's Last Name on Legal Document

· Tribal Name

SAIS will retain fundamental "student" information from only the most recent main school during a single fiscal year.

The following structure describes the elements in this transaction.

field name	abbreviated name	length	data type	description
Transaction ID	TRANSID	3	I	ID value = 005
Vendor Defined Field	VENDORFLD	50	S	Free field to be used for any purpose defined by the vendor or submitter (e.g., to hold a vendor-generated submission record identifier); this information will not be stored in SAIS, but will be sent back to the submitter with any system-generated error or warning message
Operation Code	OPRCD	1	S	A = Add only a student's characteristics to SAIS C = Change student's existing characteristics
Entity ID	ENTITYID	9	S	School identifier; CTDS code
School Student ID	SCHLSTUID	12	S	School-generated student identifier
Student ID	STUDENTID	10	I	ADE-generated student identifier
Capture Date	EFFDATE	10	D	The date this change information was captured. This is sometimes referred to as "effective date".
Old First Name on Legal Document	OLDFIRSTNM	30	S	Student first name as it appears on the legal document provided for registration. For an add, this should be identical to "new" information below. For a change, this is the information already on SAIS.
Old Middle Name on Legal Document	OLDMIDDLENM	30	S	Student middle name as it appears on the legal document provided for registration. For an add, this should be identical to "new" information below. For a change, this is the information already on SAIS.
Old Last Name on Legal Document	OLDLASTNM	40	S	Student last name as it appears on the legal document provided for registration. For an add, this should be identical to "new" information below. For a change, this is the information already on SAIS.
New First Name on Legal Document	FIRSTNM	30	S	The student's new first name as it appears on the legal document provided for registration. For an add, this should be identical to the correlating old information above. For a change, this is the information that should be updated to SAIS.
New Middle Name on Legal Document	MIDDLENM	30	S	The student's new middle name as it appears on the legal document provided for registration. For an add, this should be identical to the correlating old information above. For a change, this is the information that should be updated to SAIS.
New Last Name on Legal Document	LASTNM	40	S	The student's new last name as it appears on the legal document provided for registration. For an add, this should be identical to the correlating old information above. For a change, this is the information that should be updated to SAIS.
Name Extension on Legal Document	EXTNNM	3	S	Suffix to Student last name, e.g., Jr., Sr., III
Nickname Student Goes By	NICKNM	30	S	A familiar form of a name given instead of or in addition to the student's first, middle, and/or last name. This may be the same as Old (or New) First Name on Legal Document.
Last Name Student Goes By	LASTNMGOESBY	40	S	The last name the student goes by. This may be the same as Old (or New) Last Name on Legal Document.
Gender Code	GENDERCD	1	C	Student sex See Code Values – Gender
Ethnicity Code	ETHNICCD	3	C	Student ethnic origin See Code Values – Ethnicity
Birth Date	DOB	10	D	The birth date of the student
Country of Birth Code	CTRYBRTHCD	2	C	Country in which student was born See Code Values – Country
State of Birth Code	STATBRTHCD	2	C	State in USA or its territories in which student was born See Code Values – States
empty field: formerly Foreign Exchange Indicator: element no longer collected	empty field: formerly FORGNXCHG	1	L	This element will not be needed in SAIS at this time and any value submitted here will be ignored. This field will be reused for another purpose in a future year.
Normal Graduation Year	NORMGRADYR	4	I	The student's class affiliation, defined by Arizona as 4 years after student's first membership in 9^th grade.
Home Language Code	HMLANGCD	2	C	The language spoken at home See Code Values – Home Language
Responsible Party's First Name on Legal Document	MOMFIRSTNM	30	S	The first name of the adult responsible for the student (mother, father, guardian, responsible party, or the student himself if he is emancipated) as it appears on the legal document provided for registration. This is used only to match a new student to an existing SAIS record.
Responsible Party's Last Name on Legal Document	MOMLASTNM	40	S	The last name of the adult responsible for the student (mother, father, guardian, responsible party, or the student himself if he is emancipated) as it appears on the legal document provided for registration. This is used only to match a new student to an existing SAIS record.
Tribal Name	TRIBALNM	20	S	A name borne in common by members of a tribe or clan. This is used only to match a new student to an existing SAIS record.
Previous School Entity ID	PREVSCHLID	9	S	School identifier of school attended prior to this school; CTDS code if Arizona school, blank if a non-Arizona school. This information is required only for students who transferred from another Arizona school.
Previous School Student ID	PREVSTUID	12	S	Student identifier in Previous School Entity ID; School-generated student identifier if Previous School Entity ID is Arizona school, blank if a non-Arizona school. This information is required only for students who transferred from another Arizona school.
Previous State Code	PREVSTATE	2	C	State in which school attended prior to this school dwells. This information is required only for students who transferred from a school in the United States and is applicable to “add” transactions only. See Code Values - States

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

As documented in the chapter How to Change Specific SAIS Elements, a "change" operation is a full replacement of the SAIS data. In other words, it will update SAIS with every element on the submitted transaction. The elements below that are designated as required are those elements which require a non-null value on SAIS. For instance, every student must have a declared gender, a real birth date, and a first and last name. Alternatively, not every student will have a tribal name.

Table 6 Personal Information Transaction Element Optionality

element	add	change	element	add	change
Transaction ID	R	R	Last Name Student Goes By	R	R
Vendor Defined Field	X	X	Gender Code	R	R
Operation Code	R	R	Ethnicity Code	R	R
Entity ID	R	R	Birth Date	R	R
School Student ID	R	R	Country of Birth Code	5	5
Student ID		R	State of Birth Code	6	6
element no longer collected: Capture Date	X	X	element no longer collected: Foreign Exchange Indicator	X	X
Old First Name on Legal Document		R	Normal Graduation Year	X (1)	1
Old Middle Name on Legal Document			Home Language Code	R	R
Old Last Name on Legal Document		R	Responsible Party's First Name on Legal Document	R	R
New First Name on Legal Document	R	R	Responsible Party's Last Name on Legal Document	R	R
New Middle Name on Legal Document			Tribal Name
New Last Name on Legal Document	R	R	Previous School Entity ID	2	X
Name Extension on Legal Document			Previous School Student ID	3	X
Nickname Student Goes By			Previous State Code	4	X

1 Normal Graduation Year is required for all high school students who are not special needs-only students. Therefore, since by definition the "add" is performed only for special needs-only students, this element will be ignored for the "add" operation and it will not be populated to the SAIS database.

2 Previous School Entity ID is only required on an "add" operation for a transferring student, and only if the student previously attended a school in the Arizona state school system. The Previous School Entity ID has a predefined code value: the school's CTDS code.

3 Previous School Student ID is required only when Previous School Entity ID contains a value. At all other times it must be blank.

4 Previous State Code is required only for an "add" operation for a transferring student, and only when Previous School Entity ID is blank. If this is not a US state, it may contain the code ZZ (the value for "not US"), or it may remain blank. The Previous State Code cannot be changed once the student’s personal information is added to SAIS.

5 Country of Birth Code is always required except when the value is the USA. If the Country of Birth was the USA, then this field may contain the code US (the value for "United States") or UM ("US Minor Outlying Islands"), or it may remain blank.

6 State of Birth Code is always required except when the Country of Birth Code is not USA. If the Country of Birth was not the USA, then this field may contain the code ZZ (the value for "not US"), or it may remain blank.