Schoolzilla

Enrollment Template

Schoolzilla is collecting student demographic and enrollment data on behalf of the KIPP Foundation. The collection requires the completion of two templates for each school year: Student Demographics and Student Enrollments. In order to provide data to Schoolzilla, please:

  1. Download .csv templates below for the year(s) required
  2. 2022-2023

    2021-2022

  3. Review and remove sample row of data
  4. Complete all required fields in template without rearranging nor removing any columns or removing the header row and save as .csv (not .xls). More information about which fields are required is available below.
  5. Warning: Please copy and paste the output of your exported student demographic and enrollment data into the appropriate copy of the template file. This will ensure your data is being put into the correct columns.

  6. Confirm the following
    • All required fields (see more information below) have been filled in accurately
    • All files contain data for all students who have ever been enrolled during the relevant school year, not just currently enrolled students
    • All dates are formatted as valid dates (e.g. yyyy-mm-dd)
    • All students have a valid EntryDate populated
    • All students who have exited have an ExitDate populated
    • Students who are no shows have ExitDate = EntryDate. For students who were enrolling at a KIPP school for the first time and didn't attend, ensure ExitDate = EntryDate and use ExitCode #17 - First KIPP Enrollment - never attended.
    • For the Student Demographics files, ensure there is one row per student with their most current information for that year.  If more than one record is included for a student, the latest record in the file will be used.
    • For the Student Enrollments files, ensure there is one row for each student enrollment event.  If more than one record is included for each student + school + entry date + exit date combination, the latest record in the file will be used.
    • Upload your completed .csv templates to your My Data page
    • Refresh My Data to ensure the template uploaded with no errors.

    Questions? Please contact support.

Student Demographics

Required fields (10), New requirements - School Year

  • System Student ID - This should represent the student’s local ID.
  • Last name
  • First Name
  • Gender
  • Date of Birth
  • Primary Ethnicity
  • Language Fluency - This should be the student’s LEP status (i.e. LEP, Not LEP or Former LEP)
  • Primary Disability - This should be the student’s Special Education Status (i.e. SPED, Not SPED, Former SPED)
  • Grade Level Numeric - This should be the most current grade level. Use integer values only.
  • School Year (4 digit format; example: for 2022-23 school year, use 2023)

Newly removed

  • Grade Level - use Grade Level Numeric only.

Student Enrollments

Required fields (9), New requirements - If Exit Code is 9 or 10, Exit Comment is required

  • System Student ID - This should represent the student’s local ID.
  • System School ID - This school ID should match the IDs provided when completing My Schools on Schoolzilla’s website.
  • Entry Date - The date the student entered a school and/or grade for the given school year in a valid date format (e.g. YYYY-MM-DD; MM/DD/YYYY).
  • Exit Date - The date the student exited a school and/or grade for the given school year in a valid date format (e.g. YYYY-MM-DD; MM/DD/YYYY).
  • Grade Level - The grade level in which the student was enrolled between the entry and exit date. Please Use integer values only.
  • Exit Code - The KIPP Foundation Exit Code.
  • Exit Description - The Description for the KIPP Foundation Exit Code
  • Exit Comment - Comments associated with the student’s exit. The comment should not exceed 4000 characters. Only required if a student’s exit code is “Do not know” (10) or Other (9).
  • School Year (4 digit format; example: for 2022-23 school year, use 2023)

New, optional fields

  • Student Last Name
  • Student First Name

FAQs

How many rows of data should be included in each template?

  • The Demographics template should include one row per student who has been enrolled during the relevant school year. This row should reflect the most up-to-date information for a student.
  • The Enrollments template should include one row per student entry/exit during the relevant school year. So, if a student entered, exited, and re-entered within one year, there should be two rows of data for that student for that year.

Oops! I uploaded a file that included bad data (e.g. Incorrect school or student IDs). What should I do?

You can delete bad data files previously uploaded right from My Data. Log into http://app.schoolzilla.com, navigate to the enrollment template form, find the bad file in the list of files previously uploaded and hit the red "delete" button.

Why am I getting an error when uploading my template(s)?

The validation that is built into the My Data form is to look for the number of columns in the file and confirm that they are correct based on the file type that you select in the drop-down. Please ensure that you have selected the correct file type in the drop-down and have not added or deleted any columns or made changes to the header row. If you are still getting an error, delete a few of the blank columns to the right of the last column with data to ensure there isn't anything there.

Enrollment template error

Enrollment template column error

Does Schoolzilla validate the values in the file when I submit it?

The only validation is for the number and order of the columns in the file, so please ensure the data are populated accurately in each cell. A few specific scenarios to note:

  • If you leave Entry Date blank, Schoolzilla will apply a default of 7/1 (e.g. 7/1/17 for the 17-18 school year. Entry Dates should never be left blank.
  • If you leave Exit Date blank, Schoolzilla will apply a default of 6/30 (e.g. 6/30/18 for the 17-18 school year). Exit dates should not be blank if a student has exited.
  • Student IDs should match across the different types of templates/files. Be careful with leading 0s!
  • System School IDs must match the IDs entered on My Schools. Don’t remember what school ID you used? Navigate to My Schools select an individual school  and look for the System School ID value right under the schools’ name.
  • Be careful not to mix up the System Student ID and System School ID columns.

How does Schoolzilla handle no-shows?

On January 25th, 2018 moving forward, "no shows" will be loaded into reports and provided to the KIPP Foundation. Schoolzilla considers any enrollment record where EntryDate = ExitDate as a "No Show" enrollment.

Exit dates that are before entry dates will continue to be excluded.

How should files be named when submitted?

The naming of the file does not matter if you are uploading on My Data because you will be selecting the relevant school year in the drop down menu. If dropping files to an sftp, please DO NOT change the name of the file templates. Schoolzilla will use the school year in the name of the file to ensure it is processed correctly. If you are working on uploading historical enrollment data, please use My Data.