Export/Import Trax

This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The British Columbia Ministry of Education requires three different file reports for TRAX. All three of these files can be exported by navigating to Admin > Students and using the Special multi-action. You need Registrar Full or Registrar Read roles to access this page.

The TRAX export will export all the student, course, and mark data as appropriate for delivery to the BC Ministry. It is important that the Mark Types are set up correctly for courses so that the correct marks will be pulled into the correct places for current year courses. The ministry will expect 3 files, each of which is its own export.

The DEM option will generate the student demographics export file.
The CRS option will generate the non-examinable student courses export file.
The XAM option will generate the examinable student courses export file.

Later, after students have taken exams and the BC Ministry has updated grading information, they will send you an XAM file with these grades. The TRAX import is able to use the XAM file to create a new input file suitable for Updating Student Historical Mark in Bulk. To access the Trax XAM import, navigate to Home > Import > BC Trax. You will need the Import role as well as the Registrar Full role to access this page. Any errors found will be included in the output file. The resulting output file is will be created for importing the exam into Trax Exam %, the school final grade into Trax School %, and the final grade incorporating both into Final Mark.

Note: The files generated will adhere to the BC Ministry file format requirements. There are numerous 1701 Student Fields and Trax Course Fields available for Canadian schools to accommodate BC Ministry reporting requirements.

Note: For DEM exports, BC Ministry requires a status of ‘A' (active), ‘T' (terminated), or ‘D' (deceased). In PCR, the student status must be either Enrolled, Withdrew, or Deceased to be mapped correctly. Any student that has a different status will have a blank Ministry status and not pass the BC Ministry's validation but will still be included in the export file. Thus, if you have students with an unsupported status, you will need to modify their Ministry status in the export file accordingly or remove their records from the file.

Note: For DEM exports, the only students exported are those with a grade level code of 10, 11, 12, AD, AN, or the student is taking at least one examinable course. The student must be taking a current year course.

Note: For CRS exports, non-examinable course records for students with a grade level code of 10, 11, 12, AD, or AN are exported.

Note: For XAM exports, historical examinable course records are exported for students with a grade level integer value of 10, 11, 12, AD, or AN. All current year examinable course records are exported.

Note: For CRS and XAM exports, only courses with a Trax Course Code are reported. You can force a course to report for an individual student by providing the Trax Course Code in that student's override.

Note: For CRS and XAM exports, the course year is reported as follows:
- If no month is specified, then the latter half of the current school year is used. Example: The current school year is 2010/2011 in school info. No month is specified, so 2011 is used.
- If a month is specified, and the month is September or later, then the former half of the current school year is used. Example: The current school year is 2010/2011 in school info. The course month is 9 or greater, so 2010 is used.
- If a month is specified, and the month is before September, then the latter half of the current school year is used. Example: The current school year is 2010/2011 in school info. The course month is less than 9, so 2011 is used.
- The student override month takes precedence over the mark type month takes precedence over the course month.

Note: For CRS and XAM exports, the course month is reported as follows:
- If there is an override on the student course, that month is reported.
- If there is a month specified for a mark type associated with the course section and that course section meets for the mark type's marking period, then the month associated with the mark type is reported. Note: In the case of multiple associated mark types with months, the largest integer month will be reported.
- If there is a month on the course, that month is reported.
- If no month is specified, then 6 is reported for the month.

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