aimsweb Import Instructions

Transcription

1 aimsweb Import Instructions

2 Table of Contents Contents 1 About This Guide 2 Importing New Data 2 Importing Existing Data Additions or Updates 2 When Your Data will be Ready 3 2 Using the Templates to Create Your Data File 4 Step 1. Download the Templates 4 Step 2. Enter Your Data and Save as a Text File 4 Step 3. Import the Data 4 3 About the Templates 6 General Guidelines 6 Column Head Font Colors 6 4 User Import Template 7 5 Score Import Template 9 6 Roster Import Template 11 7 Measure Codes Table 15 Company Confidential aimsweb Data Import Instructions 1

3 1 About This Guide This guide describes the types of data that can be imported, and explains the process. You may import data within your level of access. For example, a District Manager may import data for the schools within his or her district. The data import process may add or update districts, schools, teachers, classes, and students. The importing process uses verifications. Follow the specifications in the templates as described in this guide. Note: If you are having difficulty loading your data, contact technical support. Importing New Data The following types of data can be imported. Data Type Account Hierarchy Rosters Scores Historical data You can import the hierarchy of the account, not the account itself. Importing a roster assigns the Account contact person as the Primary Contact. You can import both benchmark and monitoring scores. Template Roster Import Roster Import Scores Import Roster Import Importing Existing Data Additions or Updates The following types of data can be added or updated. Data Add new or update existing districts and/or schools listed in the file. Add new or update existing teachers listed in the file. Add new or update existing students listed in the file. To update the existing students, the unique identifier in aimsweb must match the identifier in the import file to prevent student duplication. Template Roster Import Roster Import Roster Import Company Confidential aimsweb Data Import Instructions 2

4 Graduate the students listed in the file for the current year. Roster Import Update demographics. Add students to the classes as listed in the import file. Change existing student demographic data in aimsweb to reflect what is in the import file. Students may be listed in multiple classes if classname is distinct for each row within the file. Roster Import template Score Import template Import third party measures. aimsweb supports the import of third party measures. You can view the data relative to these measures on the main Benchmark window. Score import template When Your Data will be Ready The imported data schedule is as follows: Imports with the status of Ready are processed nightly. Import status is updated to Completed after the data import is completed. Company Confidential aimsweb Data Import Instructions 3

5 2 Using the Templates to Create Your Data File The templates (Roster, User, and Score) are available from the aimsweb Import wizard. The steps below explain how to download the templates, enter the data and save the file, and import the data. Step 1. Download the Templates 1. Select Manage > Admin. 2. At the bottom of the window, click New, and then select Data Import. The Import Data Wizard is displayed. 3. At the bottom of the wizard window, click to select, one at a time, the templates you need: Roster, Score, or User. Step 2. Enter Your Data and Save as a Text File Enter your data in the template file or files. For instructions, see About the Templates. The template is in.csv format. You must save the file as a tab-delimited text file. 1. When you open the template and click Save As, Windows Explorer may display the following options. 2. Select Text (Tab delimited) (*.txt). Step 3. Import the Data The system performs multiple steps to verify and validate your data. Once the data is uploaded, it will be available in your account the next day. 1. Select Manage > Admin. Company Confidential aimsweb Data Import Instructions 4

6 2. At the bottom of the window, click New, and then select Data Import. The Import Data Wizard is displayed. 3. Click Browse to locate your data import file. The only accepted file format is.txt. If your file is not in this format, you will receive an error message. 4. Select the Import Data file type. The options are Roster, Score, or User. Note: When Roster is selected, the option for selecting a school year displays and defaults to the current year. 5. If desired, enter an address and message for the import. 6. Click Finish. Company Confidential aimsweb Data Import Instructions 5

7 3 About the Templates General Guidelines The following file format is accepted: tab-delimited TXT. Each column header must be distinct and match the column names EXACTLY for data that will be included in the import. Do not abbreviate column headers. Do not use macros or references to any external sheets or formulas. Ensure there are no hidden columns in your file. Ensure there are no extra or blank columns and/or rows. Column Head Font Colors Font Colors Required (red font) ly Required (blue font) Optional (black font) Font Color Meaning The information must be provided in your file. The information is needed for certain conditions only (see the Description column). The system checks to see whether the item is entered if needed and displays a message if missing. The information is not required for importing your data. Optional Fields: All fields labeled optional are not required to be sent. However, if data is not supplied for some of these optional fields, you cannot report on them. For example: If you would like to report by Service Code, you must supply that information. Optional fields may be added later via the interface, but it is better handled initially with a data import. Company Confidential aimsweb Data Import Instructions 6

8 4 User Import Template Each data column is distinct and either required or optional and column headers must be exact (no spaces). Listed below are example of what the column headers should look like and the specification for each. If your data does not conform to the specifications, the data will not be imported. Do not use macros. Font color in the template headers indicates whether the data is required, conditionally required, or optional. Red required Blue conditionally required Black optional, however, you can only report on supplied data. The following figure illustrates the template. The table that follows describes the columns. User Template Columns Requirement Notes DistrictName SchoolName Classname District, School, or Class role is being assigned. School or Class role is being assigned. Class role is being assigned. Must be unique within the account. 60 characters alphanumeric [no tabs]. Must be unique within District. 32 characters alphanumeric [no tabs]. Must be unique within School. 32 characters alphanumeric [no tabs] UserName Required Must be unique within the account. 50 characters alphanumeric [no tabs or special characters]. Password Required Temporary password that you assign to the new user. Passwords must consist of a minimum of 7 characters and contain 1 upper, 1 lower, 1 number, and 1 special character; where 3 of the 4 conditions must be present in order to have a valid password. 30 characters alphanumeric (valid, no tabs). Company Confidential aimsweb Data Import Instructions 7

9 UserRole Required Only one role per user can be imported; role assignment will be rejected otherwise. MANAGER_ACCOUNT, MANAGER_DISTRICT, MANAGER_SCHOOL, REPORTER_ACCOUNT, REPORTER_DISTRICT, REPORTER_SCHOOL, TEACHER_CLASS, TEACHER_DISTRICT UserFirstName Required 30 characters alphanumeric [no tabs]. UserMiddleName Optional 30 characters alphanumeric [no tabs]. UserLastName Required 30 characters alphanumeric [no tabs]. User Required Must be unique globally. 50 characters alphanumeric [valid, no tabs]. UserPhone Optional 30 characters alphanumeric [valid, no tabs]. Format is x0000. Company Confidential aimsweb Data Import Instructions 8

10 5 Score Import Template Each data column is distinct and is either required or optional and column headers must be exact (no spaces). Listed below are example of what the column headers should look like and the specification for each. If your data does not conform to the specifications, the data will not be imported. Please do not use macros. Font color in the template headers indicates whether the data is required, conditionally required, or not required. Red required Blue conditionally required Black optional; however, you can only report on supplied data. The following figure illustrates the template. The table that follows describes the columns. Score Template Columns Requirements Notes SchoolYear Required 9 characters numeric with dash separator YYYY- YYYY. Example: DistrictUID Optional Unique identifier for the district. Must be unique within account. 32 characters alphanumeric (no tabs). Different for each district, but this number must match what exists in your aimsweb account. If it doesn t match, the import will create a duplicate district. Also, it is important to ensure that when using Excel, any leading zeros are not dropped in the file. For example, 0097 is not listed as 097. DistrictName Required Must be unique within the account. 60 characters alphanumeric [no tabs]. StudentID Required Must be unique within account or district. Company Confidential aimsweb Data Import Instructions 9

11 50 characters alphanumeric [no tabs] StudentFirstName Required 30 characters alphanumeric [no tabs]. StudentLastName Required 50 characters alphanumeric (no tabs]. MeasureCode Required Varies per subscription. Note: See the Measure Codes Table below. AssessmentGrade Required P5, P4, P3, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12 AssessmentType Required BM, PM, BOTH Date Required Date in MM/DD/YYYY format. Score Required Numeric; calculated score for supported measures (MCAP) QTYCorrect Optional Integer. Used only for MCAP. Accuracy is based on this number. QTYErrors Optional Integer QTYSkipped Optional Integer Company Confidential aimsweb Data Import Instructions 10

12 6 Roster Import Template Each data column is distinct and is either required or optional and column headers must be exact (no spaces). Listed below are example of what the column headers should look like and the specification for each. If your data does not conform to the specifications, the data will not be imported. Please do not use macros. Note: Demographics are associated with the student and will change for all scores. However, if you change a demographic, it won't retroactively change for scores entered before the change occurred. Font color in the template headers indicates whether the data is required, conditionally required, or not required. Red required Blue conditionally required Black optional; however, you can only report on supplied data. The following figure illustrates the template and the table that follows describes the columns. Roster Template Requirements Notes SchoolYear Required 9 characters numeric with dash separator YYYY-YYYY. DistrictUID Optional Unique identifier for the district. Must be unique within account. 32 characters alphanumeric (no tabs). Different for each district, but this number must match what exists in your aimsweb account. If it doesn t match, the import will create a duplicate district. Also, it is important to ensure that when using Excel, any leading zeros are not dropped in the file. For example, 0097 is not listed as 097. DistrictName District, School, or Class role is being assigned. Must be unique within the account. 60 characters alphanumeric [no tabs]. Company Confidential aimsweb Data Import Instructions 11

13 DistrictAbbreviation Optional DistrictNCESID Optional SchoolUID Optional Unique identifier for the school. Must be unique within district. 32 characters alphanumeric (no tabs). Different for each school, but this number must match what exists in your aimsweb account. If it doesn t match, the import will create a duplicate school. Also, it is important to ensure that when using Excel, any leading zeros are not dropped in the file. For example, 0097 is not listed as 097. SchoolName School or Class role is being assigned. SchoolAbbreviation SchoolGradeMin Optional School attribute is supplied and School is new. For updates, null will leave existing value for School unchanged. SchoolGradeMax ClassName ClassGradeMin ClassGradeMax School attribute is supplied and School is new. Class attribute is supplied. Class attribute is supplied and Class is new. Class attribute is supplied and Class is new. For updates, null will leave existing value for School unchanged. For updates, null will leave existing value for School unchanged. For updates, null will leave existing value for School unchanged. Company Confidential aimsweb Data Import Instructions 12

14 TeacherUID Unique identifier for the teacher. Must be unique within district. 32 characters alphanumeric (no tabs). Different for each teacher, but this number must match what exists in your aimsweb account. If it doesn t match, the import will create a duplicate teacher. Also, it is important to ensure that when using Excel, any leading zeros are not dropped in the file. For example, 0097 is not listed as 097. TeacherFirstName TeacherLastName student attribute is supplied. student attribute is supplied. 30 characters alphanumeric [no tabs]. 50 characters alphanumeric (no tabs]. StudentID Unique identifier for the student. Must be unique within district or account, depending on the Account Settings. 32 characters alphanumeric (no tabs). Different for each student, but this number must match what exists in your aimsweb account. If it doesn t match, the import will create a duplicate student. Also, it is important to ensure that when using Excel, any leading zeros are not dropped in the file. For example, 0097 is not listed as 097. StudentFirstName StudentLastName student attribute is supplied. student attribute is supplied. 30 characters alphanumeric [no tabs]. 50 characters alphanumeric (no tabs] Grade student attribute is supplied. 50 characters alphanumeric (no tabs]. Company Confidential aimsweb Data Import Instructions 13

15 DOB Student attribute is supplied. Date of birth of the student. Format is mm/dd/yyyy. Note: the format 0/00/0000 is not valid. Gender Student attribute is supplied. M/F or Male, Female, Unknown Defaults to Unknown ServiceCode MealStatus Ethnicity Active EntryDate ExitDate Deactivate_Student Student attribute is supplied. Student attribute is supplied. Student attribute is supplied. Optional Optional Optional Optional General Ed, Title I, Special Ed Defaults to General Ed Free, Reduced, None or F/R/N Defaults to none African American, American Indian, Asian, Filipino, Hispanic, Pacific Islander, Multiple/No Response, Unknown, White Defaults to unknown Student Optional address of the student s parents/guardian EntryGrade Optional P5, P4, P3, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12 Company Confidential aimsweb Data Import Instructions 14

16 7 Measure Codes Table The following table provides the code to use in your template for the measures. Note: Filename is shown only for your convenience. Do not enter the filename in your template. Code OR S-OR MAZE LN LC PS NW OC NI QD MN M-CAP M-COMP S-SPELL SPELL WE-CWS S-LN S-LS S-SS Filename Oral Reading Fluency (R-CBM) Spanish Oral Reading (R-CBM) MAZE Reading Letter Naming Letter Sounds Phoneme Segmentation Nonsense Words Oral Counting Number Identification Quantity Discrimination Missing Number Math Concepts and Applications Math Computation Spanish Spelling Spelling Written Expression (CWS) Spanish Letter Naming Spanish Letter Sounds Spanish Syllable Segmentation Company Confidential aimsweb Data Import Instructions 15

17 S-SR Add Sub Div Mul Add/Sub Mult/Div AMF DN-FSF DN-LNF DN-WUF DN-PSF DN-NWF-CLS DN-NWF-WWR DN-DORF DN-DORF-A DN-DAZE DN-RTF DN-COMP IDEL-FNL IDEL-FUP IDEL-FSF IDEL-FPS IDEL-FLO IDEL-FRO D-ISF D-LNF Spanish Syllable Reading Addition Subtraction Division Multiplication Addition/Subtraction Multiplication/Division All Math Facts DIBELS Next: First Sound Fluency DIBELS Next: Letter Naming Fluency DIBELS Next: Word Use Fluency DIBELS Next: Phonemic Segmentation Fluency DIBELS Next: Nonsense Word Fluency (CLS) DIBELS Next: Nonsense Word Fluency (WWR) DIBELS Next: Oral Reading Fluency DIBELS Next: Oral Reading Fluency Accuracy DIBELS Next: DAZE DIBELS Next: Retell Fluency DIBELS Next: Composite Score IDEL: Fluidez en la Nombramiento de las Letras IDEL: Fluidez en el Uso de las Palabras IDEL: Fluidez en la Segmentación de Fonemas IDEL: Fluidez en las Palabras sin Sentido IDEL: Fluidez en la Lectura Oral IDEL: Fluidez en el Recuento Oral DIBELS: Initial Sounds Fluency DIBELS: Letter Naming Fluency Company Confidential aimsweb Data Import Instructions 16

18 D-WUF D-PSF D-NWF D-DORF D-RTF GGG-PNF GGG-RHYM GGG-ALLIT DIBELS: Word Use Fluency DIBELS: Phonemic Segmentation Fluency DIBELS: Nonsense Word Fluency CLS DIBELS: Oral Reading Fluency DIBELS: Retell Fluency GGG: Picture Naming Fluency GGG: Rhyming GGG: Alliteration Company Confidential aimsweb Data Import Instructions 17