Guidelines for submitting DKIDS certifications via FTP

NYS Department of Education
09/19/2018

The file HKIDS-EFH616, described in the attached file layout, must be used for all data transfer with SED concerning creating HKIDS records. Below you will find a list of the data fields necessary for SED to process the record additions.

  1. HKD-TR-STAC-ID – This is the six digit unique identification number for all children on the STAC system. It should be blank (six spaces) on the submission file. It will be filled in with the student's STAC ID upon return.
  2. HKD-TR-LNAME - Required. Child's last name. Last names with imbedded spaces or special characters will be rejected. For example, send O’RILEY as ORILEY. Send VAN SCHAIK as VANSCHAIK. Send JONES-SMITH as JONESSMITH. Do not include any suffixes such as JR.
  3. HKD-TR-FNAME - Required. Child's first name. First names with imbedded spaces or special characters will be rejected. For example, send BILLY BOB as BILLYBOB.
  4. HKD-TR-MI - Optional. Child's middle initial. If entered, must be an alpha character.
  5. HKD-TR-DOB - Required. Child's date of birth in Century (IE 19 until year 2000 when it will be 20), year, month, day order.
  6. HKD-TR-SEX - Required.
    Value Description
    M Male
    F Female
    X Non-binary
  7. HKD-TR-RAC-ETH - Required. Racial-Ethnic indicator.
    Value Description
    H Hispanic or Latino
    I American Indian or Alaskan Native
    A Asian or Pacific Islander
    B Black or African American
    C White
    U Two or more Races
    Unknown
  8. HKD-TR-OUTSIDE-ID - Optional. Child's unique ID number on your system. Must be left-justified and between 5 and 9 characters in length. We may have the child's ID from your system on the STAC file. If so, we can use it to match the child's transaction record to the child's record on the STAC file.
  9. HKD-TR-LEA-CODE - Required. This is the LEA code associated with the USERID.
  10. HKD-TR-USERID - Required. This eight character field must be a valid USERID established with the STAC unit as the user responsible for this record. USERID is comprised of the first initial of the first name followed by the next seven characters of the last name.
  11. HKD-TR-ERROR-CODE - Must be 00 on the submission file. Status of the record addition to HKIDS table returns a 00 if the child was added successfully.
Last Updated: January 20, 2022