How SIS Integration Works
Using a Student Information System, a file containing student demographic information is created.
That file is then sent to EDS using a method called SFTP (Secure File Transfer Protocol).
After the file is successfully transferred to the EDS server, the student data from that file will auto-populate within EDS’s various modules (HIBster, HIBsterVention, aSAP, etc.).
There are specific instructions available for three of the more common SIS providers — PowerSchool, Genesis, RealTime — but any SIS can transfer student data to the EDS server. Below are instructions that will work regardless of SIS provider.
Regardless of which SIS is being used, the student data file must be formatted in a specific manner. If is isn't, the student data will be processed incorrectly or not at all, resulting in student data that is missing, incomplete or corrupted.
Please follow the below instructions to make sure all student data is transferred without incident.
Format the file
The first step in the process is properly formatting the student data file.
The file must be saved in the proper format. In this case, it must be saved as a tab-delimited .txt file.
The file must also include the student information requested by EDS; the particular requirements are listed in the following section.
The following fields must be included in the file — and in the exact order shown.
Each field below must be used as column headers on the file. Otherwise, when the file is processed, the first student listed will be processed as the column header and that student will not be included in the database..
If no data is available for a given field, that field must still be accounted for by using a blank space. If a field is skipped entirely, the data will not import into the database correctly, causing errors (most notably, data will be imported into the wrong fields; for example: ethnicity will display as gender, etc.).
Please include all the following headers:
Student_NumberState_StudentNumberFirst_NameMiddle_NameLast_NameDOBEthnicityGenderGrade_LevelClassOfgraduation_yearName_of_Legal_Parent/GuardianFatherMotherHome_PhoneMailing_CityMailing_StateMailing_StreetMailing_ZipCityStateStreetZipStudentPers_guidEmerg_Contact_1Emerg_Contact_2Emerg_Contact_3Emerg_Phone_1Emerg_Phone_2SIS_School_ID FatherEmail MotherEmailGuardianEmail County Excused Absences int Unexcused Absences int sped indicator Y/N number suspension int MTSS indicator Y/N MTSS Plan if available string disciplinary hearing referrals int on track for grad Y/N 504 indicator Y/N el status Y/N economically disadvantaged Y/N Home primary language String GPA Double
Most of the above fields are self-explanatory, but the ethnicity and grade level fields require their data to be formatted a special way. Please consult those links for the acceptable data format.
An example of what a properly formatted student’s data would look like:
12345 987654321 John F Doe 02/06/1998 B M 10 2018 2018 Doe, Francis Doe, Francis Doe, Susan (555)555-3554 Burlington NJ 1234 Example Road, Apt Q11 08016 Burlington NJ 1234 Example Road, Apt Q11 08016 5789432548290FHJFDSAKL490 Anthony Johnson Patty Johnson Susan Doe (555)555-4390 (555)555-5423 2343
Transfer the student data file
Once the file is properly formatted, it should be transferred to EDS using the following instructions: