Arizona Education Data Standards

Contact A D E Call A D E Support F A Q button
email AzEDS (602) 542-5154
AzEDS logo

Based on widely adopted CEDS guidelines (Common Education Data Standards), AzEDS is the data standard for Arizona’s education system.

CEDS
edfi

atomic symbol in box white on blueData standardization saves time and money.   

More…

atomic symbol in box white on blueAzEDS simplifies the reporting process.

More…

atomic symbol in box white on blueImproved data leads to improved outcomes.

More…

Every school in Arizona is required to track and report hundreds of pieces of information every week, requiring countless hours of work and ever-increasing financial burden. Once complete, AzEDS will automate the majority of the reporting without compromising privacy or reducing LEA control over student data. AzEDS is a behind-the-scenes system, so most people will never even know they are benefitting from it; however, administrative staff will quickly notice the reduction in hours they spend compiling and submitting data. AzEDS will also enable AZDash to offer near real-time student data.

illustration of future AzEDS process

Future AzEDS Process

     News and Notifications

May 29, 2015 — Letter to Superintendents and Charter Holders regarding SAIS-to-AzEDS Transition Update – Sent 28 May 2015

May 29, 2015 — Letter to SIS vendors regarding AzEDS certification support – Sent 28 May 2015

May 15, 2015 — Updated AzEDS API Release 2.1 Version 5 Use Case Scenarios and Release Notes are now available for download under the Technical Information for Vendors and LEAs tab.

May 13, 2015 — Check out the new AzEDS Transition Plan section!

April 29, 2015 — Updated AzEDS API Release 2.1 Version 4 Use Case Scenarios and Release Notes are now available for download under the Technical Information for Vendors and LEAs tab.

January 28, 2015 — Note: The deadline for Release 2 vendor certification is March 3, 2015.

January 27, 2015 — Updated AzEDS API Release 2.1 Version 2 Use Case Scenarios and Release Notes are now available for download under the Technical Information for Vendors and LEAs tab.

January 22, 2015 — Vendor AzEDS Certification Welcome Packet is now available for download under the Technical Information for Vendors and LEAs / General Information tab.

November 25, 2014 — Updated AzEDS API Release 2.1 Version 1 Use Case Scenarios and Release Notes are now available for download under the Technical Information for Vendors and LEAs tab.

November 20, 2014 — Tyler SIS by SchoolMaster (Tyler Technologies) has certified for AzEDS Release 1.

October 15, 2014 — Updated AzEDS API Release 2 Version 2 Use Case Scenarios and Release Notes are now available for download under the Technical Information for Vendors and LEAs tab.

September 25, 2014 — Updated AzEDS API Release 2 Use Case Scenarios now available below under Technical Information for Vendors and LEAs

August 21, 2014 —AzEDS Certification Scenarios Document v. 1.1 now available below under Technical Information for Vendors and LEAs

July 17, 2014 —ASCUS Presentation

June 14, 2014 —Implementation Letter

June 14, 2014 —Implementation Letter

January 27, 2014 — Vendor Kickoff Conference Presentation

January 3, 2014 — Letter to Vendors

       AzEDS Transition Plan
ADE is following a systematic approach to the transition from SAIS to AzEDS. While the agency had originally hoped to accomplish this changeover in FY15, it has adopted a phased implementation schedule that allows both ADE and LEAs to make sure the transition is a success. The AzEDS Team will post updates as the process moves forward.

     Latest Transition News      Overview
Beginning in July 2015, LEAs will submit data using either SAIS or AzEDS, with the goal of all LEAs submitting via AzEDS by the beginning of FY17 (July 1, 2016). Regardless of which method an LEA uses to submit data, its school payments calculation will be based on the data recorded in SAIS.

ADE will replicate all submitted data into both SAIS and AzEDS in order to test the AzEDS configuration while maintaining the integrity of the school finance process. ADE and LEAs will work together to compare AzEDS reports to SAIS reports and address any discrepencies.
(Click here for more information on AzEDS reports.)

AzEDS and SAIS in Parallel

     Progress by Phase
AzEDS Transition Progress

Phase 1
Phase 2
Phase 3
Phase 4
5

Arizona is the first statewide education community to undertake an education transformation as significant as AzEDS. Newly blazed trails are by definition bumpy and the path to full AzEDS implementation is no different. Nevertheless, ADE has set the following goals for completing the transition to AzEDS.

Phase 1—Initial Deployment: Complete by July 1, 2015
ADE works with SIS vendors to establish AzEDS submission capabilities. Click this icon for vendor certification information.
Phase 2—LEA Pilots: Complete by September 2015
Select LEAs work with their SIS vendors and ADE to submit data via AzEDS. This pilot group provides feedback to both ADE and their SIS vendors regarding submission issues and usability. The goal is to have all pilot LEAs “in production” (using AzEDS as their primary submission mechanism) by the end of August 2015. As the pilot phase progresses, further details regarding this process will be added to this web page.
Phase 3—Statewide Transition: Complete by FY17
One-by-one, all Arizona LEAs switch from submitting data to SAIS to submitting via AzEDS. Beginning in August 2015, ADE will work with each LEA to plan and schedule this transition. The goal is to have all LEAs transitioned to AzEDS by FY17 (July 1, 2016).
Phase 4—AzEDS Becomes System of Record: Complete by FY17
Once all LEAs are able to successfully submit data using AzEDS and all AzEDS reports are accurate and accessible, ADE will use AzEDS as the system of record for school payment calculations (beginning July 1, 2016). Historical SAIS data will continue to be available for the 915 process through FY19.
Phase 5—SAIS is Retired: FY20
SAIS will be retired in FY20, completing ADE’s transition to the most advanced statewide education data system in the nation.
     LEA Participation
The transition to AzEDS is an initiative involving the entire Arizona education community. In order for all schools and students to realize the benefits from this state-of-the-art education data system, ADE needs its LEA partners to be engaged in the transition process and committed to making the entire program a success.

The current plan is to begin scheduling LEAs to make the transition from SAIS to AzEDS in August 2015. As the steps for this transition become clearer, we will post them here.

     Technical Information for Vendors and LEAs
Click here to read about AzEDS release and document versioning system.

     General Information

If newest document does not appear, refresh your browser using CTL + F5 or empty your cache.

General Technical Information Downloads
Date Release Version Document
July 24th, 2015 2.1 3 AzEDS Release Notes
February 11, 2015 n/a n/a AzEDS Reference – AzEDS REST API Notes
January 22, 2015 n/a n/a Vendor AzEDS Certification Welcome Packet
January 22, 2015 n/a n/a Usefulness of Testing Environments for LEA Data Verification
     Technical FAQ

>>Click here to see the General FAQ

What information will be pre-loaded into the AzEDS Production Environment?
The information that will be pre-loaded in production include:

  • All resources listed in the Use Case Scenarios document as “will be loaded by ADE”. This includes such resources as LEAs, courses, programs, etc.
  • Student unique identities (SAIS IDs)
  • Student demographics

    Information not pre-loaded include such items as:

  • Student enrollments
  • Staff unique IDs
  • Staff demographics
SAIS and STC
  • The AzEDS REST API does not change any of the business rules used in SAIS or STC, as those are set by statute. AzEDS does change the implementation by using the Ed-Fi based AzEDS REST API for data submissions.
  • Because AzEDS is using the same business rules used in SAIS and STC, AzEDS REST API releases 1.0, 1.1, and 2.0 all require data and code values that are currently specified in SAIS and STC data submissions.
Ed-Fi Core
  • Current AzEDS REST API use case scenarios and code value tables include code values specified in the Ed-Fi core but not used by AzEDS. These are included as a reference and to help align AzEDS to Ed-Fi, even though AzEDS will not necessarily use these code values.
  • Since AzEDS is based on the Ed-Fi platform but is not an exact copy of the Ed-Fi core, the code values included in the most recent AzEDS REST API release may be out of sync with the most recent Ed-Fi core release.
  • TYPE tables are created by the Ed-Fi core and include some code values that the AzEDS REST API does not. These tables are not used in actual execution scripts. Any Ed-Fi core updates to TYPE tables should not be considered changes to the AzEDS REST API.

EdFiCoreSAISDiagram

Tracks
Tracks are loaded by the calendar that is submitted by the LEA or school.

Tracks are normally assigned at the LEA level; however, occasionally an individual school can shift to its own track. When a track reference is required by the REST API, there is an element for the educationOrganizationId. The REST API cannot distinguish between a track at the school level and the one at its LEA level. It is recommended to do a GET using the school ID first. If a track is returned, it indicates that the school has its own track. If no track is returned, it indicates that the LEA ID must be used instead.

Just like with the existing SAIS, online schools do not need to submit tracks.

School and LEA IDs
The educationOrganizationId refers to either School ID or Local Education Agency ID. The ID that is sent (School or LEA) will be matched with the appropriate Education Organization.

If the REST API requires the School ID, the element in the API will specifically be called SchoolId. If the REST API requires the LEA ID, the element will specifically be called localEducationAgencyId.

Responsible Party/Parent Fields and UniqueID
Each time a new person is created—including a responsible party/parent—the REST API will create a corresponding uniqueID. However, the only fields required when creating a responsible party/parent are First Name and Last Name. The Sex Type and Birthdate fields are not collected by the REST API. Because only name fields are collected, the REST API cannot search to see if a responsible party/parent has a pre-existing identity; each time a student is enrolled in a school and a responsible party/parent is created, a new uniqueID will be generated for that person.
Requesting Help
When requesting help regarding specific REST API calls, email azeds@azed.gov the following information:
Your API key and secret, if you have more than one vendor sandbox

  • Vendor API key and secret (if using multiple sandboxes)
  • The exact REST API method(s)
  • Each request JSON that is sent
  • Each response JSON that is returned

That information will allow ADE support to provide the following trouble shooting steps:

  • Comparing the JSON format to the ADE format used for development and testing
  • Duplicating the calls in Swagger using the ADE test sandbox
  • Duplicating the calls in ADE internal test applications
  • Viewing the vendor sandbox to verify there is no missing data
Recommendations for Data Submission
LEAs are able to configure the schedule for when their data will be submitted (pushed) via the AzEDS REST API. ADE makes the following recommendations regarding schedule and submission configurations:

  • Weekly submission is recommended. Each LEA sets its own submission schedule, which in turn determines what “near real-time” means for them. ADE recommends that LEAs submit data at least weekly.
  • Validate data before submission. In order to reduce submission errors, ADE recommends that LEAs validate data before submitting it. For example, validating that a student is enrolled before that student’s attendance is submitted.

NOTE: ADE does not have insight into the configuration options available in each SIS; LEAs are encouraged to work with their SIS vendors regarding these settings.

Codes: SAIS v. AzEDS
This document (click here) clarifies which codes are accepted by SAIS and by AzEDS, as well as how codes will be handled during the transition from SAIS to AzEDS in FY16. Some codes are only accepted by either SAIS or AzEDS. A few codes are accepted by both systems, but specific code values are only accepted by one of the systems. SIS vendors are responsible for ensuring that the correct codes are in use for each submission method (i.e. SAIS or AzEDS).

As explained in the AzEDS Transition Plan (see above), during FY16 ADE will be copying all data submitted through SAIS into AzEDS and vice versa. In cases where a code is accepted by both systems but the code values are system-specific, ADE will take care of the converting the values during the copy process.

The document linked to above does not introduce any new requirements; the table simply presents the codes from the published AzEDS REST API Use Case Scenarios in a comparative format for ease of reference.

Needs Only Students
To report a Needs Only Student (a student receiving services without a public school enrollment), an additional code for the MembershipTypeDescriptorID has been added to the Use Case. This code is in the new Sandbox 2.1 (however not in the Sandbox 2.0). It is a required code for FY16. It will not be necessary to submit a Special Enrollment for these students. Instead, please send a TuitionPayerDescriptorID (Tuition Payer Code) = 2, as indicated in the steps below.

To submit a Program Only student, the SIS must:

  • Submit a Student School Association using the Student State ID, School ID (where the service is provided), MembershipTypeDescriptorID = “P”, EntryDate = beginning of the service, EntryGradeLevelDescriptorID = Grade Level, and the appropriate calendar track.
  • Submit a Student School Association Tuition Payer using the Student State ID, School ID, EntryDate = beginning of service, PayerStartDate = beginning of service, and TuitionPayerDescriptorID = 2
  • Submit a Student Education Organization using the Student State ID, School ID, Start Date of the service, EducationOrganizationID = District of Residence Entity ID and Responsibility Descriptor = 3
  • Submit a Student Need (per the Use Case)
  • Submit a Student Special Education Program Association (per the Use Case)
     AzEDS REST API Use Case Scenarios

The AzEDS REST API Use Case Scenarios document is still under development. Each published version incorporates all previously published versions, with all updates indicated in the corresponding Release Notes document.

Use Case Scenarios Development Process
The following process is followed when creating each section of the Use Case Scenarios document:

  1. Business Analysts gather requirements from each program area and legislation.
  2. Developers use the requirements to design and validate the Use Case.
  3. Use Case is released vendors for programming. Vendors provide feedback.
  4. ADE School Finance reviews the Use Case to provide comments and corrections.—Indicated by YELLOW tabs in Use Case Scenarios workbook.
  5. Use Case is revised to include vendor and School Finance feedback.—Indicated by GREEN tabs in Use Case Scenarios workbook.

Note: The Use Case is subject to change based on legislation.

Use Case Scenario Documents
Please refer to the Development Process section above for more information on how these documents are developed and the information’s currency.

*Next Planned Update: June 26th

If newest document does not appear, refresh your browser using CTL + F5 or empty your cache.

AzEDS REST API Use Case Scenario Downloads
Date Release Version Document
June 12th, 2015 2.1.2 1 AzEDS REST API Use Case Scenarios
June 12th, 2015 2.1.2 1 AzEDS Release Notes
May 29, 2015 No changes
May 15, 2015 2.1.1 2 AzEDS REST API Use Case Scenarios
May 15, 2015 2.1.1 2 AzEDS REST API Use Case Scenarios Release Notes
n/a n/a n/a How-To for AzEDS REST API Use Case Scenarios
April 29, 2015 2.1.1 1 AzEDS REST API Use Case Scenarios
April 29, 2015 2.1.1 1 AzEDS REST API Use Case Scenarios Release Notes
February 4, 2015 2.1 3 AzEDS REST API Use Case Scenarios
February 4, 2015 2.1 3 AzEDS REST API Use Case Scenarios Release Notes
January 26, 2015 2.1 2 AzEDS REST API Use Case Scenarios
January 26, 2015 2.1 2 AzEDS REST API Use Case Scenarios Release Notes
November 25, 2014 2.1 1 AzEDS API Use Case Scenarios
November 25, 2014 2.1 1 AzEDS Release Notes
October 31, 2014 2.0 3 AzEDS API Use Case Scenarios
October 31, 2014 2.0 3 AzEDS Release Notes
October 15, 2014 2.0 2 AzEDS API Use Case Scenarios
October 15, 2014 2.0 2 AzEDS Release Notes
September 25, 2014 2.0 1 AzEDS API Use Case Scenarios
September 18, 2014 2.0 1 AzEDS Release Notes
September 18, 2014 2.0 1 draft version no longer available
September 10, 2014 1.1 1 no longer available
August 12, 2014 1.0 1 no longer available
July 1, 2014 n/a n/a Transactional Operations
     AzEDS REST API Sample Certification Scenarios

If newest document does not appear, refresh your browser using CTL + F5 or empty your cache.

AzEDS REST API Certification Scenario Downloads
Date Release Version Document
January 27, 2015 2.0 2.0 AzEDS REST API Sample Certification Scenarios—Release 2.0
November 18, 2014 2.0 1.0 AzEDS REST API Sample Certification Scenarios—Release 2.0
September 25, 2014 1.0 1.1 AzEDS REST API Sample Certification Scenarios—Release 1.0
August 21, 2014 1.0 1.0 no longer available
     Access to AzEDS REST API URLs

As of October 16, 2014, the ADE AzEDS sandbox environment has been refreshed with Release 2.0 transaction elements. The sandbox has both an empty database template and a populated database template.

The empty database template is loaded with only types and descriptors, education organizations, calendar, track and course data.

The populated database template has all the types and descriptors, education organizations, calendar, tracks, course, student, student enrollment, attendance, parent staff and section data. The pertinent data out of the populated database template has been exported to the attached spread sheet so you can use it in Swagger to query the data.

Please start using the ADE sandbox environment as soon as possible; the DLP sandbox will be decommissioned at the end of September 2014. Contact us at azeds@azed.gov if you have questions or access problems.

REST APIhttps://sandbox-rest-api.azeds.azed.gov/

Swagger UIhttps://sandbox-rest-ui.azeds.azed.gov/

Admin Portalhttps://sandbox-rest-api-admin.azeds.azed.gov/

Sandbox Access — Email azeds@azed.gov with subject “Access to ADE Sandbox.”

REST APIhttps://vendortest-rest-api.azeds.azed.gov/

Admin Portalhttps://vendortest-rest-api-admin.azeds.azed.gov/

Sandbox Access — Email azeds@azed.gov with subject “Access to QA.”

REST APIhttps://stage-rest-api.azeds.azed.gov/

Admin Portalhttps://stage-rest-api-admin.azeds.azed.gov/

Access — Email azeds@azed.gov with subject “Access to Stage.” Include LEA name and CTDS ID in email.

     Development Documentation
     Vendor Certification

Deadline for Release 1 Certification — 15 January 2015

Deadline for Release 2 Certification — 3 March 2015

AzEDS Vendor Certification Process Flowchart2-01


Click here to download the Vendor AzEDS Certification Welcome Packet

     Vendor Certification Status

RELEASE 1

Deadline: January 15, 2015

Tyler SIS by Schoolmaster (Tyler Technologies)
  • Completed Release 1 Certification with ADE on October 14
Synergy (Edupoint)
  • Completed Release 1 Certification with ADE on December 1
Connexus (Connections Education)
  • Completed Release 1 Certification with ADE on January 26
  • Certification of Connexus pertains to Arizona Online Instruction only
Jupiter iO (Jupiter Ed)
  • Completed Release 1 Certification with ADE on February 4
SchoolDex (Hane Solutions)
  • Completed Release 1 Certification with ADE on February 18
PowerSchool (Pearson)
  • Completed Release 1 Certification with ADE on February 23
Infinite Campus District Edition (Infinite Campus)
  • Completed Release 1 Certification with ADE on April 15
Mesa Distance Learning Program SIS (Mesa Distance Learning Program)
  • Completed Release 1 Certification with ADE on May 5
  • Certification of Mesa Distance Learning Program pertains to Arizona Online Instruction only
Tyler SIS v10 (Tyler Technologies)
  • Completed Release 1 Certification with ADE on June 17
Illuminate Student Information (Illuminate Education)
  • Completed Release 1 Certification with ADE on June 23
FlipSwitch SIS (FlipSwitch)
  • Completed Release 1 Certification with ADE on June 25
  • Certification of FlipSwitch pertains to Arizona Online Instruction only
CoolSIS (CoolSIS Technologies)
  • Completed Release 1 Certification with ADE on July 2
SchoolLogic SMS (SchoolLogic)
  • SchoolLogic will not be AzEDS compliant
MediaNet Solutions (e-IEP PRO)—N/A
  • Not Applicable—e-IEP PRO is a special education management system and only needs to certify those aspects of the AzEDS API that are relevant to special education.

RELEASE 2

Deadline: March 3, 2015

Tyler SIS by Schoolmaster (Tyler Technologies)
  • Release 2 certification with ADE completed on 12 February.
MediaNet Solutions (e-IEP PRO)
  • Release 2 certification with ADE completed on March 3, 2015
  • e-IEP PRO is a special education management system and only needs to certify those aspects of the AzEDS API that are relevant to special education.
Jupiter iO (Jupiter Ed)
  • Release 2 certification with ADE completed on March 13, 2015
SchoolDex (Hane Solutions)
  • Release 2 certification with ADE completed on March 18, 2015
Synergy (Edupoint)
  • Release 2 certification with ADE completed on March 25, 2015
Connexus (Connections Education)
  • Release 2 certification with ADE completed on March 30, 2015
  • Certification of Connexus pertains to Arizona Online Instruction only
  • SPED, JTED, and Concurrent Enrollment do not apply to this single AOI school.
PowerSchool (Pearson)
  • Release 2 certification with ADE completed on April 3, 2015
Infinite Campus District Edition (Infinite Campus)
  • Release 2 certification with ADE completed on May 6, 2015
Mesa Distance Learning Program SIS (Mesa Distance Learning Program)
  • Release 2 certification with ADE completed on June 15, 2015
  • SPED-only certification of Mesa Distance Learning Program pertains to Arizona Online Instruction only
Illuminate Student Information (Illuminate Education)
  • Release 2 certification with ADE completed on June 26, 2015
Tyler SIS v10 (Tyler Technologies)
  • Release 2 certification with ADE completed on June 29, 2015
FlipSwitch SIS (FlipSwitch)
  • Completed Release 2 Certification with ADE on June 30
  • Certification of FlipSwitch pertains to Arizona Online Instruction only
CoolSIS (CoolSIS Technologies)
  • Completed Release 2 Certification with ADE on July 29
SchoolLogic SMS (SchoolLogic)
  • SchoolLogic will not be AzEDS compliant
     Vendor Certification Calendar

The certification process is intended to ensure that the vendor’s SIS can pass all required information via the REST API to our collection database. Certification is done separately for both Release 1.0 and Release 2.0, although the vendor can choose to certify both during the same certification sessions. The certification process can be quite lengthy—we anticipate 2-3 sessions of 3-4 hours each, so be prepared to schedule multiple sessions. You can reserve certification session timeslots by emailing us at azeds@azed.gov.

Prior to your first certification sessions, we will send you information about the vendor test environment (REST API urls, API key and secret, etc.) plus basic parameters we will be using during the certification process, such as district, school, class periods, and term types. This will give you time to make sure you have access to the environment and perform any necessary setup in your SIS prior to the first session.

Feel free to test your access to this environment, but please restrict your REST API calls to GETs as we want to make sure our certification scenarios are not affected by pre-existing data. After the certification process is complete, your test database will be archived in case it is ever needed for auditing purposes.

The certification process will take place as an on-line meeting. The vendor will be asked to share their screen so that we can watch them enter the appropriate certification parameters into their SIS, and so we can watch how the resulting transactions are submitted to the REST API. We will email each group of scenarios during the certification session, and will run scripts to verify the information has landed correctly on our database.

Feel free to contact us by email with questions at azeds@azed.gov. We look forward to working through this process with you.

VENDOR CERTIFICATION SCHEDULE
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
June – July
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16

17

18

19

20
21 22

23

24

25

26

27
28 29 30 1 2
     AzEDS for Assessments

The Arizona Education Data Standards, AzEDS, is the family of standards for exchanging data with the Arizona Department of Education. AzEDS – Assessment is the component of the standard for exchanging assessment data.

This document defines a common standardized data elements and format when exchanging student assessment data. It proposes the actual file that would need to be exchanged to achieve conformity. Additionally, it will contain a data dictionary for the attributes that are mentioned in the actual files and lists the limitations and constraints for the data.

The purpose of this document is to articulate the specifications for the data exchange of student assessment data. This is being circulated to all parties who send data to the State for the assessments that are delivered and scored for the students at LEAs in the state.

By collecting the student assessment data in a common standard’s based format, it will enable the state to make available standard reports and dashboards to educators, parents, and students which will help towards student achievement and progress.

It will aid in data mismatches and reduce time spent converting data from one format to another.

Click here to download: AzEDS Assessment – v1.0.2