SFF-DEMOGRAPHICS File Details

The DEMOGRAPHICS file contains identifying attributes of the student users. The use of this file is optional and depends on how much data your organization plans to gather about your students.

The SFF files that you prepare and submit must be:

● saved as CSV (comma delimited) files

● named a variation of the original file names (users.csv, class.csv, classassignments.csv, demographics.csv) with the following allowances:

– may be uppercase or lowercase

– may be singular or plural

For example: All of the following file names are acceptable: user.csv, users.csv, USER.csv, or USERS.csv

● combined and compressed into a single zipped file prior to upload and named according to the following rules:

– Valid values: alphanumeric (A–Z, a–z, 0–9), dashes ( - ), underscores ( _ )

– Must not contain special characters (except dashes and underscores)

– For SFTP site file submissions (automated imports), spaces are not allowed (HMH Rostering Service accepts zipped files with spaces, but the SFTP site does not.)

● complete snapshots of your organization's data

Note: Imports using the SFF templates require that all data be included at the time of the import. Your submitted import files are considered full year-to-date data files, so every import file replaces the last one imported. For example, if you import 500 users today and 15 tomorrow, then that triggers the removal of 485 users. Always submit full files for all locations if using SFF.

An example of the DEMOGRAPHICS.csv template in Notepad is shown below.

An example of the DEMOGRAPHICS.csv template in Microsoft Excel® is shown below.

Note:

● When populating the import template file, required fields must be populated. Fields that are not required may remain empty, but even empty fields must be retained using commas. Do not use a space for an empty field.

● HMH recommends that quoted identifiers be used around all headers and fields.

● If your data set includes special characters, you must save your file as a UTF-8 File. (See Encode Files as UTF-8 for details.)

Details for each of the DEMOGRAPHICS template fields are provided in the table below. (Fields that appear in gray are optional.)

Column

Field Name

Required

Instruction

Max. Field Length

Valid Values

Sample Entries

SCHOOLYEAR

Strongly Recommended

Enter the year (YYYY) that the school year ends.

For example, if the school year starts on 8/20/2018 and ends on 5/30/2019, then enter 2019.

(For future use as more features become available)

0–9

2019

LASID

Enter the user's unique Locally Assigned Student Identifier (LASID) number. This ID is assigned by the district or school from the Student Information System; the ID entered when the user is created is permanently assigned to the user record.

Note:

● It is critical that this ID be unique across all users and all locations.

● If there is a chance that staff and student LASIDs overlap within your organization, you may want to add a prefix such as "T" or "STF" to the staff user ID.

A–Z, a–z, 0–9, spaces, and *symbols acceptable

*See Supported Symbols for complete list.

STUD_12345

GENDER

Recommended for HMH

Required for NWEA

Enter F for female, M for male, or U for unknown, or X for other.

F = Female

M = Male

U = Unknown

X = Other

DOB

Recommended for HMH

Required for NWEA

Enter the student's date of birth; use the format: MM/DD/YYYY

0–9 and forward slashes (/)

02/13/2001

RACE

Recommended for HMH

Required for NWEA

Enter 0–6 to indicate the student's race.

Note: Only a single entry is allowed.

0 = Unknown

1 = American Indian/Alaskan Native

2 = Asian

3 = Black or African American

4 = Native Hawaiian or other Pacific Islander

5 = White

6 = Other

7 = Two or More Races

ISHISPANIC

Recommended for HMH

Required for NWEA

Enter Y for yes or N for no to indicate whether the student is Hispanic or Latino.

Y = Hispanic or Latino

N = Not Hispanic or Latino

SPECIALSERVICES

Enter 0-9, Y or N to indicate the student's special services.

Note: Multiple values must be separated by a pipe ( | ). Enter the value followed by an N to turn it off.

1 character between pipes ( | )

0 = Unknown

1 = IEP

2 = 504

3 = Gifted/Talented

4 = Migrant Education

5 = Title I

6 = At Risk

7 = HeadStart

8 = Special Education

9 = Non Resident Alien

3|5

and

to turn them off: 3N|5N

ENGLISHPROFICIENCY

Enter 0-10 to indicate the student's English proficiency.

1 or 2 characters

0 = Unknown

1 = Fully/Only

2 = English Proficient

3 = English Student Level 1 - Beginning/Pre-production

4 = English Student Level 2 - Beginning/Production

5 = English Student Level 3 - Intermediate

6 = English Student Level 4 - Advanced

7 = ESL

8 = LEP

9 = ELL

10 = Bilingual

SPECIALCONDITIONS

Enter 0-14 to indicate the student's special conditions.

Note: Multiple values must be separated by a pipe ( | ).

1 or 2 characters between pipes ( | )

0 = None of the below

1 = Autism

2 = Visual Impairment

3 = Deaf – Blindness

4 = Developmental Delay

5 = Hearing Impairment

6 = Orthopedic Impairment

7 = Multiple Disabilities

8 = Intellectual Disability

9 = Emotional Disturbance

10 = Speech and Language Disorders

11 = Specific Learning Disabilities

12 = Other Health Care Needs

13 = Traumatic Brain Injury

14 = Physical Impairment

ECONOMICSTATUS

Enter 0-4 to indicate the student's economic status.

0 = Unknown

1 = No - NOT economically disadvantaged

2 = Eligible for free lunch program

3 = Eligible for reduced price lunch program

4 = Economically disadvantaged by other criteria

CUSTOMATTRIBUTES

If you have a need to add additional characteristics not listed above, you can add custom characteristics by using a string array field called customattributes. Inside this field, enter your custom attribute name <fieldname> then colon and then <fieldvalue>. Inside these fields:
Y = ON

N = OFF

Any other value = custom value

If you have more than one custom attribute, you can separate them by a pipe delimiter ( | ) to list them all.

Be sure each and every field provided has a value associated and spaces are excluded.

A–Z

a–z

0–9

: (colon)

no spaces or commas allowed

PartialLunch:Y|Intervention:Urgent|BasketWeaving:Y

*Supported Symbols: !#$%&'()*+,-./:;<=>?@[]_` {|}~\¡¢£¤¥¦§¨©ª«¬-®¯°±²³´¶¸¹º»¼½¾¿ÀÁÂÃÄÅÆÇÈÉÊËÌÍÎÏÐÑÒÓÔÕÖ×ØÙÚÛÜÝÞàáâãäåæçèéêëìíîïðñòóôõö÷øùúûüýþ

If you plan to use these extended special characters, you must save the file as a UTF-8 file. (See Encode Files as UTF-8 for details.)

Additionally, HMH recommends that all fields and headers be placed in quoted identifiers.