For our British Columbian community, MySchool has a comprehensive TRAX module for schools to handle their data submissions for Ministry submissions. Schools can import and export DEM, XAM, and CRS files.
We follow the current BC Ministry requirements for the export from provider school management systems. Check out the attached document at the bottom of the article for the official guidelines. Schools with BC settings enabled will have access to various tools in the TRAX menu header. These will be restricted to users who have access to Manage TRAX data. They will also need access to subjects and all students in the TRAX grade levels (9-12).
- Eligible student (ES) attendance audit - Detailed attendance report
- Personal student report (PSR) - Official document for school leavers
- TRAX data - View and manage individual student CRS/XAM data
- TRAX Import/Export - 1701/DEM/CRS/XAM
- TRAX populate - update XAM/CRS student records from the MySchool assessment module.
DEM file (Demographics): relevant demographic information for students enrolled in valid
graduation programs (programs of study).
XAM file (Exam): all exam records for students with provincial exam records for the current
CRS file (Course): all non-exam courses for students who meet the DEM file requirements
noted above. The CRS file will include courses that would normally be examinable, but for
which the transcript record indicates the exam will not be written.
BC parameters for subjects
Each subject needs to be configured according to the Ministry guidelines. The following details will show on the CC tab of subjects once enabled;
- TRAX code
- Course type
- Include in PSR
- FTE type/Count
The Trax code is set by the Ministry, and you can access information on their web portal.
Examples of Trax codes
Here are a few examples of subject codes with appropriate spacing.
|20th Century History (Grade 12)||HI 12|
|Foundation of maths (Grade 11)||FOM 11|
|IB English Lang/Lit (Grade 11)||IBLLS11|
|Numeracy Assessment (Grade 11)||NME 11|
|Pre-Calculus (Grade 12)||PREC 12|
|Career life 10 (Grade 10)||CLEB|
Please note that MySchool will not allow for saving a subject if the TRAX code does not match the requirements. Wrong TRAX codes cause spacing issues on the TXT file, which is used to upload the ministry site for school transcripts.
The DEM file is used to declare your current student population for uploading to the Ministry website. It is downloaded as a .dem file, but can be opened in your notepad or notepad++;
|11480 Kingfisher Drive||Richmond||BC||V7E3X5||20200716MC10||A2018|
|MIN school code / Student MSM ID||PEN Number||
|Address Line 1||City||
Grad program year
All of these fields are either system generated or filled in the student profile. For the citizenship code, PEN number and Grad program year are populated in the BC tab.
The CRS file is used to upload school-based TRAX-level results to the ministry website. Schools can populate these with the primary assessment field used in their assessment build.
|123456789||CLEA||202106||92A||ASmith||2||Career Life Education 9|
|TX_ID||MIN school code / Student MSM ID||PEN Number||TRAX code||
Completed month (Exam month)
|Credits||The full title of the subject|
The XAM file is used to upload provincial-based TRAX-level results. Again these can be populated directly using the primary assessment field.
|TX_ID||MIN school code / Student MSM ID||PEN Number||TRAX code||Course year / Exam month||Grade 1-4||Prov_Spec case (E/R/D)||Local course ID||