For Minnesota districts, after Collecting Data for Ed-Fi Reporting has been enabled for your program, you can export this data into a format that will be readable by other student information systems.
NOTE: State Student ID information is required by the Minnesota Department of Education for reporting purposes.
ECFE Ed-Fi Export
To export your ECFE Ed-Fi data:
- Select Reports > Reports.
- Under State Reports, click the box for ECFE Ed-Fi Export.
The ECFE Ed-Fi Export screen is displayed.
NOTE: Though Output Format is listed as .txt, the exported data will be a .zip file that contains your data in a .csv file and several .json files. More information on these files is provided below. - Select your District Type.
- Verify or enter your District Number.
- Toggle if you want the report to Limit By Child's Attending School District.
- Select the Programs and Seasons to include in the export.
- Click Run Report.
The progress of generating the report is displayed in the lower-right of the screen.
- Click View Results.
The Save file modal will be displayed. Save the file to your computer.
Understanding The Exported Data
After extracting the .zip file a folder is created with the same name as the exported file. The folder contains a .csv file and a folder named json that contains several .json files.
Reading the CSV File
The .csv file is a text document that combines the data from all of the .json file and provides a list of comma separated values for each account. If an account includes multiple children, there will be a separate record for each child. This file also provides validation data to ensure your records are accurate for Ed-Fi reporting.
NOTE: The values listed are based on what was reported in the three system surveys required for Ed-Fi reporting.
The data values for each record are listed below:
| Value | Definition |
|---|---|
| Valid | Denotes if the record is valid: Yes or No. |
| Errors | Lists any errors associated with the record. Possible values: |
| Student ID | School or Program based ID value. |
| State Student ID | State Student ID value (Required for record to be valid). |
| Child First Name | The child's first name. |
| Child Middle Name | The child's middle name. |
| Child Last Name | The child's last name. |
| Child Gender | The child's gender. |
| Child Birth Date | The child's date of birth in YYYY-MM-DD format. |
| Language | The child's language. |
| Race | The child's race. |
| Registering User Relationship Type | The relationship the registering user has with the child. Possible values: 1726 - Foster Father 1727 - Father 1734 - Foster Mother 1735 - Mother 1798 - Guardian - Male 1799 - Guardian - Female 9991 - Other Relative - Male 9992 - Other Relative - Female |
| Registering User First Name | The first name of the user who registered the child. |
| Registering User Last Name | The last name of the user who registered the child. |
| Registering User Gender | The gender of the user who registered the child. |
| Registering User Birth Date | The birth date of the user who registered the child in YYYY-MM-DD format. |
| Program Name | The name of the program. |
| Entry Date | The start date of the season or catalogue. |
| Begin Date | The start date of attendance (if attendance is taken). If no attendance is taken, this will reflect the first date of the class. |
| End Date | The last date of attendance or the last date of the class. |
| Service Membership Hours | The total hours the program or class is offered. |
| Attended Hours | Number of hours attended. If no attendance is taken, the value will be blank. |
| Funding Sources | The source of funding for the child.Possible values: Parent Fee, SR, ECFE, ECSE, Head Start, Early Head Start, Title 1, Non DHS funded childcare, Other district, Other county, Community Scholarship, Private foundation grant, Pathway I, Pathway II, or Other funding source (not reported through EE Student). |
| Volunteer | Denotes if a user is a volunteer: Yes or No. |
| Number of People in Household | The number of people in the user's household. |
| Education Level | The user's education level. |
| Household Income | The income level of people in the user's household. |
| Section | The name of the program section. |
| Child School District | The name of the child's school district. |
| Registration ID | The account registration ID value. |
Reading The JSON Files
In the json folder, there are several .json files. Each file corresponds to a different Ed-Fi model. These files are formatted to be compatible with Ed-Fi and can be used to post your data directly.
The included files are listed below:
| Filename | Contents |
|---|---|
| parents.json |
Contains data pertaining to parents in your programs. Provides values for the following: Additional Minnesota extended data provided: birthDate, classroomVolunteerDescriptor, highestCompletedLevelOfEducationDescriptor, householdIncome, and householdSize. |
| programs.json |
Contains data pertaining to your programs. Provides values for the following: |
| schools.json |
Contains data pertaining to your schools. Provides values for the following: educationOrganizationCategoryDescriptor, nameOfInstitution, schoolId, gradeLevelDescriptor, addressTypeDescriptor, streetNumberName, city, stateAbbreviationDescriptor, and postalCode. |
| studentEarlyEducationProgramAssociations.json |
Contains data pertaining to your early education programs. Provides values for the following: educationOrganizationId, programName, programTypeDescriptor, studentUniqueId, beginDate, endDate, serviceMembershipHours, serviceAttendanceHours, and fundingSourceDescriptor. |
| studentEducationOrganizationAssociations.json |
Contains data pertaining to students in your education organizations. Provides values for the following: studentUniqueId, educationOrganizationId, languages - uses, races, hispanicLatinoEthnicity, and sexDescriptor. Additional Minnesota extended data provided: birthDate, firstName, lastSurname, and middleName. |
| studentParentAssociations.json |
Contains data pertaining to student and parent associations. Provides values for the following: parentUniqueId, studentUniqueId, and relationDescriptor. |
| students.json |
Contains data pertaining to your students. Provides values for the following: studentUniqueId, birthDate, firstName, lastSurname, middleName, and birthSexDescriptor. |
| studentSchoolAssociations.json |
Contains data pertaining to your student's school associations. Provides values for the following: studentUniqueId, schoolId, entryGradeLevelDescriptor, and entryDate. |