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 Comma delimited .CSV file.

The file must also include the student information requested by EDS; the particular requirements are listed in the following section.

Required Fields

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_Number
State_StudentNumber
First_Name
Middle_Name
Last_Name
DOB
Ethnicity
Gender
Grade_Level
ClassOf
graduation_year
Name_of_Legal_Parent/Guardian
Father
Mother
Home_Phone
Mailing_City
Mailing_State
Mailing_Street
Mailing_Zip
City
State
Street
Zip
StudentPers_guid
Emerg_Contact_1
Emerg_Contact_2
Emerg_Contact_3
Emerg_Phone_1
Emerg_Phone_2
SIS_School_ID
FatherEmail
MotherEmail
GuardianEmail 
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: