LinkIt! Export

Modified on Thu, Jun 29, 2023 at 10:02 AM

LinkIt Export

Overview

This export will export two tab-delimited text files (.txt). The included files are staff_Roster.txt and student_Roster.txt

Official Specifications

Options

Transmission and School Selection Options

The files can be saved to a path on the local machine, sent to an email address, or sent out via FTP (active, passive, or secure FTP).
When saved locally or sent via email, the files will first be zipped.
When sent via FTP, the files will not be zipped.
Schools can be selected by checking the box next to their names.

General Options

Option	Notes
Include only homeroom teachers in Elementary Schools	For Elementary Schools, the export will only include staff members who are assigned to a Homeroom.
Include shared teachers	Selecting this option means that shared teachers can appear in both export files. By default shared teachers will not appear in the staff roster and will be replaced with co-teacher 1 in the student roster.
If including shared teachers, send each teacher contained within shared teacher record:	This option will replace the shared teachers with the teachers attached within the Shared Teacher record. If a Shared Teacher is set as the teacher of a course, the student roster will produce a line for each teacher assigned in the shared teacher record. The Shared Teacher object itself will not be included.
Include only first shared teacher
Use Teacher ID for username	Selecting this option overrides the default behavior of using a teacher's email address before the '@' symbol.
Use Teacher email for username	will pull the full email address listed for the Staff record
Use Teacher email without the @domain for username	will pull from Staff's email but STOP before the @
Use the following for the user code
Override School Year (leave this blank *unless instructed otherwise*)	We added an option for override school year to allow the sending of previous years data.

FAQs:

Q: Why are some courses that appear in a student schedule in Genesis not appearing in Linkit?

A: If you want all subsection of a course section to appear make sure you have the option, “Create rows for each subsection in a student's course” checked off.

A: Make sure the course section has a teacher assigned to it in Genesis

A: Make sure the teacher of the course is not INACTIVE in Genesis

A: If you have “Include only graded courses” option set, make sure the missing course is a graded one

Staff Roster File Options

- All staff marked as a teacher, VP, principal, counselor, administrator or department head will be included in the export. Additionally staff must also be attached to a school (in Modify Staff → Schools) in order to be included.

Exclude inactive staff
Exclude prekindergarten teachers
Exclude teachers who are not reported in NJSmart
Use First Initial for First Name

Student Roster File Options

Consolidate lunch codes (Applies to free or reduced lunch codes)
Exclude prekindergarten students
Include only courses with User Flag 1 checked (This flag only works for schools with a type of High School or Middle School)
Include only graded courses
Include non-graded courses with these course codes (comma-separated list. This will override the previous option)
Prepend course section number with course code
Use SpecEd flag to identify SpecEd students (Instead of using the existence of an active IEP record)

Use state standardized grade levels
Exclude schedules for students in elementary schools (Homerooms will be included instead)

Create student schedule rows for each subsection teacher in a student's course - this will pull each subsection teacher for a course to the export on a separate row.
Create additional rows for each HR Attendance teacher attached to a HR - HRs are included if a school is elem school and there are no scheduled sections OR you have set the task to excluding elem sections. If a HR has Attendance HR teachers attached, a student will then show a second HR row using the Attendance HR teacher.
Export grades KF/KH as KF/KH instead of K
Do not label Dept. Heads as School Admins

Flag description instead of True, blank instead of False (uncheck for TRUE/FALSE)

"Legacy Fields no longer needed in export. Do not use legacy fields below unless instructed."

Student Roster PGM Column Customization

You customize what date appears in the PGM Columns 7,8,9,10,11,12,13,16,17,18,19,20

For each , you can chose either a User Flag Column, or one of the preset student data columns.

For user flags, the column will be populated with a with a TRUE/FALSE. If you wish to populate the column with the user flag description (when applicable) instead, you may do so using the option "Flag description instead of True, blank instead of False (uncheck for TRUE/FALSE)"

Present data column options are as follows:

Basic Skills (BSIL,BSIM,BSIL & BSIM) - BSIL if student has basic skills entry (as of today) with Language program. BSIM if math. 'BSIL & BSIM' if both.

Military Indicator Code - NJSmart code from student categories screen.

Homeless - 'Homeless' if student is homeless. Blank value if not.

Rotation Group Code - Student's Rotation Group Code.

Basic Skills Program - Name of Basic Skills Program from student's latest Basic Skills Tracking record.

Print Period - Print Period of subsection.

Fed Classification Code - from studnet's current IEP record.

AP Student - 'AP' if student in AP course.

ELL Pregram Name - Program name from student's latest Basic Skills Tracking record

ELL Eligiblity - Eligiblity description from student's latest Basic Skills Tracking record

ELL Progression Code - Code from student's latest Basic Skills Tracking record

District Entry Date - Studnet's district entry date from demographics.

Team Code - Students team code.

Virtual Status Today - Student was Virtual, Partial Virtual or Not Virtual today.

Output

staff_roster.txt

Column	Notes
Role	"Teacher" or "School Admin"
School Name
School Code
Last Name
First Name
User Name	Depends on configuration: with "Use Teacher email without the @domain for username:" checked, it will pull from Staff's email but STOP before the @ with "Use Teacher email for username" - it will pull the full email address listed for the Staff record with "Use Teacher ID for username" - it will pull the teacher ID
User Code	teacher ID
State Code	stateIDNumber
Phone
Email

student_roster.txt

Column	Examples	Notes
School Name
School Code
User Name		Teacher's email address before the '@' symbol. Optionally teacherID.
User Code		teacherID
District Term Name		schoolYear + section.getSemester
Class Name		courseDescription
Class Section		courseSection
Course Number		courseCode
Student Last Name
Student First Name
Student Middle Name
Student Local ID Number		studentID
Student State ID		studentStateIDNumber
Student Gender
Student Race		ethnicityPrimaryCode
Student Grade		"1-12", "K", or "PK"
LinkIt Use
LinkIt Use
LinkIt Use
LinkIt Use
SE Fed Classification		Special Ed Federal Classification code obtained from an active IEPTracking record. Including this column is optional.
Student Pgm 1	SpecEd	Identified by SpecEd flag on student, or on the existence of an active IEPTracking record.
Student Pgm 2	Section 504	Identified by existence of an active Student504Tracking record.
Student Pgm 3		Identified by existence of a lunch tracking record. Can optionally contain the tracking record's lunch code or the string "Economically Disadvantaged" if the tracking record's lunch code is a code for free or reduced lunch.
Student Pgm 4	lep	Identified by existence of a ELL tracking record
Student Pgm 5	clep or flep	If a ELL tracking record exists, this depends on the tracking record's code.
Student Pgm 6	GenEd	Optionally included; contains "GenEd" if student has not been identified as SpecEd or clep
Student Pgm 7		custom. user flag or preset data options from dropdown.
Student Pgm 8-12		custom. user flag or preset data options from dropdown.custom
Student Pgm 9		custom. user flag or preset data options from dropdown.
Student Pgm 10		custom. user flag or preset data options from dropdown.
Student Pgm 11		custom. user flag or preset data options from dropdown.
Student Pgm 12		custom. user flag or preset data options from dropdown.
Student Pgm 13		Sends "Virtual" (or "Partial Virtual") for student who are set to be Virtual TODAY. Else, "Not Virtual"
Student Pgm 14		Sends "Migrant" or "Not Migrant"
Student Pgm 15		Program Type Code
Student Pgm 16-20		custom. user flag or preset data options from dropdown.

Attachments (1)

xlsx

LinkIt Roste....xlsx
59.7 KB