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Viewing Your SIS Files

The SIS Files view shows the Student Information System (SIS) files currently stored for your district, along with the date each one last changed. TKG Analytics checks these files for you every week and emails you when something needs attention, so you do not have to watch this page.

Accessing the View

  1. Open your district dashboard.
  2. Click the SIS Files tile.

Only district admins (and TKG Analytics support staff) can see this view.

What You'll See

The five files your district is expected to send, listed whether or not they have arrived:

  • schools.csv
  • students.csv
  • teachers.csv
  • enrollments.csv
  • schedules.csv

For each one you will see the date it last changed, its size, a Download button, and a label saying where it stands:

Label What it means
Current The file arrived with the others and is recent.
Stale The file is here, but nothing new has arrived for more than 7 weekdays.
Out of step The file is here, but it is more than a day behind the rest. Usually a run that finished only partway, or a single file sent again on its own.
Empty file The file arrived with nothing in it.
Missing The file is not there at all. It shows as Not received in place of a date.

Any other files in your directory are listed separately below the five. They carry no label, because they are not part of the weekly check.

When something needs attention, a summary appears above the list naming each file and what is wrong with it. The same summary appears at the top of your district page, so you see it without opening this view, and the SIS Files tile there carries a short status of its own.

This view always shows your files as they are right now. Your district page catches up when you upload files or your scheduled task sends them, and again overnight, so if you have just sent a file and the district page has not caught up, check here. Until the district page has looked at your files for the first time, its tile reads Checking your SIS files.

Your district page shows no SIS file status while your district is completing onboarding, is in the middle of a school year rollover, or has its data processing paused.

The Weekly Check

Every Thursday morning, TKG Analytics looks at your five SIS files and emails you if any of the following is true:

  • One of the five is not there.
  • One of the five is there but is completely empty.
  • More than 24 hours separates your newest file and your oldest file. This usually means only part of your data was sent.
  • Nothing new has arrived in more than 7 weekdays. This usually means your files have stopped being sent altogether. Weekends are not counted, so a normal weekend, a long weekend, or a week-long break never counts against you.

Why stale files matter

Your accountability projections are only as accurate as the files behind them. enrollments.csv and teachers.csv are how TKG Analytics knows which students each teacher taught, so when they are stale, scores are matched against last month's classrooms and your teachers and schools are measured on students who have since moved. Up-to-date files are what keep your projections right.

When you will not hear from us

  • Your files are healthy. No email means nothing is wrong. We do not send an all-clear.
  • Your district is still completing onboarding. Your files are expected to be incomplete during setup.
  • Your district is in the middle of a school year rollover.
  • Your data processing is paused.

Who is emailed, and how often

The email goes to your district's point of contact, with TKG Analytics copied. If no point of contact is on record, it goes to your superintendent.

You will receive one email per week, no matter how many of the conditions above apply to your district. It repeats every Thursday for as long as the problem lasts, and stops on its own once your files are healthy again. There is no way to turn it off short of fixing the files, so a repeat email always means the problem is still there.

What the weekly check cannot tell you

We look at file names, dates, and sizes. We do not open your files. That means:

  • A file with only a header row and no students in it passes every check above. It will show as Current here.
  • A file sent again with older information passes every check above, because sending it makes it today's file as far as the date is concerned.

If your numbers look wrong and your files look healthy on this page, open a Helpdesk Ticket. That combination usually points to what is inside a file rather than whether it arrived.

What You Can Do

  • Missing, empty, or out of step: send all five files again, either by uploading them manually or through your scheduled task. Most problems clear up on the next successful run.
  • Send all five, not only the ones we named. The check compares your files against each other, so a file sent on its own becomes your newest one and leaves the other four more than a day behind it. Those four will show as Out of step until a full export refreshes all five together. Sending the whole set costs you nothing and clears the page in one go.
  • It happens again the following week: open a Helpdesk Ticket and tell us which files were named in the email.

A leftover retired file is expected

If you see fay_students.csv, fay_4x4_students.csv, or teacher_users.csv listed, it was uploaded before that file was retired. None of them are read, their timestamps will not refresh, and they do not need a ticket. See Full Academic Year and Teacher Users.

Downloading a File

Click Download next to any file to retrieve the current copy from storage. The download link is short-lived and signed for your session — share the file directly, not the link.

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