State reporting /BC - DEM / XAM / CRS and BC TRAX subject settings

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).

Modules available;

• 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 year
year.

CRS file (Course): all non-exam courses for students who meet the DEM file requirements
 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.

Please note that MySchool will not check the validity of the TRAX code. If errors occur when uploading, please check the ministry list in the link above.

DEM file

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++.

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.

CRS file

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.

XAM file

The XAM file is used to upload provincial-based TRAX-level results. Again, these can be populated directly using the primary assessment field.