Creating and Submitting GEAR UP CCREC Individual Service Record Files

Transcription

1 Creating and Submitting GEAR UP CCREC Individual Service Record Files Version 1.01 NATIONAL STUDENT CLEARINGHOUSE 2300 Dulles Station Blvd., Suite 300, Herndon, VA 20171

2 Copyright 2013 National Student Clearinghouse. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical, for any purpose, without the express written permission of National Student Clearinghouse. Information in this document is subject to change without prior notice. Certain names of program products and company names used in this document might be registered trademarks or trademarks owned by other entities. This guide may occasionally be updated to reflect changes in the product. For the latest version, contact the Technical Support team. 1

3 Table of Contents Creating Individual Service Record Files... 3 General Requirements... 3 Formatting Requirements for Creating Your File in Excel... 4 Text Format... 4 Date Format... 5 File Layout Details... 6 Step 1: Enter Header Row (Row 1)... 6 Step 2: Enter Service Detail Rows (Beginning on Row 2)... 7 Columns A - J... 7 Columns K - P... 9 Step 3: Enter Trailer Row (Final row in file) Step 4: Save the File as Text (Tab Delimited) Submitting Your File to the Clearinghouse Login to Your Secure FTP Account Uploading Your File

4 Creating Individual Service Record Files This guide is an instruction manual for how to properly format and create a GEAR UP CCREC Individual Service Record File. Although it is targeted to users who will create the file using an Excel spreadsheet, it can also be used as a layout guide for those who automatically generate the file from a Student Information System (SIS) or through some other automated process. Following the instructions in this guide will allow you to create a properly formatted Individual Service Record File to send to the National Student Clearinghouse for processing. Once we receive and process your Individual Service Record File for a specific academic year, that service information will be stored in your CCREC database and you will not have to send it again. Going forward, you will only have to send us files for successive academic years. Following the instructions in this guide: Ensures that we can process your Individual Service Record File most efficiently Streamlines file processing, allowing us to keep costs and errors to a minimum General Requirements Your data file should contain: One header record One or more individual service records One trailer record Your data file should be compiled per the following specifications: File Name - The file name must not contain any spaces. Please use underscores or hyphens in place of spaces in the file name. o Do NOT use any of the following characters in your file # $ % ^ & * + ( ) o For your CCREC Individual Service Record file, the last portion of the file name (prior to the file type extension.txt ) should be the word Service (e.g., CCREC_VA_2011_Cohort_Service.txt ) any case is acceptable (upper, lower, mixed) All dates must be valid and formatted as YYYYMMDD (full 4-digit year, month, and day). Name suffixes (e.g., Jr, Sr, III) have an assigned field. If your system includes them as part of the last name, you should parse the suffix from the last name and move it into the suffix field. Suffixes should not contain periods. Fields where no value is available and/or the field is not required may be left empty. In some cases, empty fields will be auto-populated for you. (See the File Layout Details section for specifics.) A file should contain service records for a single academic year only. 3

5 Formatting Requirements for Creating Your File in Excel Please use the specified formatting requirements in this guide for all GEAR UP CCREC Individual Service Record Files, so that you can reduce errors and additional work while you prepare the files for submission. Text Format To ensure accurate processing, please format all non-date fields as text in order to retain leading zeroes and other required formatting. You should follow these steps before you start. 1. Open a new Excel spreadsheet 2. Highlight the entire column for columns A through P (by selecting the Excel header for column A, holding down your mouse button, and dragging your mouse to the right to column header P), then right-click your mouse and select "Format Cells" 3. In the popup box, make sure the Number tab is selected. In the Category list, select "Text" 4. Select the OK button NOTE: You must select text to retain leading zeroes in certain fields. 4

6 Date Format Format your date fields as YYYYMMDD. If your dates are already in this format, you do not need to do anything. If they are not, you will need to create a custom format in Excel as follows. 1. Select cell D1, then hold down the CTRL or Control key (to make multiple selections), then select column K by clicking on the column header 2. Right-click your mouse and select "Format Cells" 3. In the popup box, make sure the Number tab is selected. In the Category list, select "Custom" 4. In the field under "Type," enter "YYYYMMDD" 5. Select the OK button 5

7 File Layout Details Once you have set up the correct formatting in Excel, there are four important steps to inputting your data and finalizing your file for submission to the National Student Clearinghouse. Step 1: Enter a Header Row Step 2: Enter Service Detail Rows Step 3: Enter a Trailer Row Step 4: Save the File in Text (Tab Delimited) Format Step 1: Enter Header Row (Row 1) Sample Excel row: Column Field Name Length Required Type* Comments A Record Type 5 Y AN Value for Field = GUSV1 B Service Agreement Number GU = NSC application that will process the file (CCREC GEAR UP application) SV = File type (CCREC GEAR UP service record file) 1 = Version of the file layout format 8 Y N Your account number - this will be provided to you by the Clearinghouse 6

8 Column Field Name Length Required Type* Comments C CCREC State ID 1-2 Y N The assigned CCREC ID of the state submitting the service records 1 = Arizona 2 = Idaho 3 = Kentucky 4 = Michigan 5 = Minnesota 6 = Montana 7 = North Carolina 8 = New Mexico 9 = Nevada 10 = Oklahoma 11 = Tennessee 12 = Utah 13 = Washington 14 = Wisconsin 15 = Wyoming D File Creation Date 8 Y N Date the file was created by the submitting state (YYYYMMDD) E Academic Year 9 Y AN The academic school year for which the services in the file are being reported (YYYY-YYYY) *N = Numeric, AN = Alpha-numeric Step 2: Enter Service Detail Rows (Beginning on Row 2) You will enter each student s service information in its own row called a Detail Row. The first Detail Row should be placed in Row 2, directly under the Header Row. The column width and spacing requirements for the Header and Detail Rows are different; do not be concerned that the Header and Detail rows don t line up. Columns A - J Sample Excel rows: 7

9 Column Field Name Length Required Type* Comments A Record Type 4 Y AN Value for Field is GUD1 GU = NSC application that will process the records (CCREC GEAR UP application) D = Record type (CCREC GEAR UP detail record ) 1 = Version of the file layout format B Fiscal Year Funded 2 Y N The Fiscal Year Funded 11 = FY11 12 = FY12 C Program Model Code 1 Y N The numeric code for the type of Program Model 1 = Cohort 2 = Priority 3 = Hybrid D School NCES ID 8 or 12 Y AN The National Center for Education Statistics ID of the School the student attended at the end of the academic year being reported NOTE: Private schools will be 8 characters (and may contain a letter); public schools will be 12 digits E School ACT Code 6 Y AN The ACT Code for the School the student attended at the end of the academic year being reported NOTE: For schools that are not High Schools, a generic code of should be used F State Student ID 1-30 Y AN The unique ID assigned to the student by the state NOTE: This number must be consistent across years. If the state ID changes, the state must provide a crosswalk to re-map student names 8

10 Column Field Name Length Required Type* Comments G Last Name 1-40 Y AN The student s last name NOTE: The student s Last Name cannot contain special characters other than an apostrophe or hyphen H First Name 1-40 Y AN The student s first name I Middle Name or Initial NOTE: The student s First Name cannot contain special characters other than an apostrophe or hyphen 0-40 N AN The student s middle name or middle initial NOTE: Do not include periods if entering only an initial NOTE: The student s Middle Name cannot contain special characters other than an apostrophe or hyphen J Name Suffix 0-5 N AN The student s name suffix (Jr, Sr, III, etc.) *N = Numeric, AN = Alpha-numeric NOTE: Do not include periods in the Name Suffix field Columns K - P Sample Excel rows: Column Field Name Length Required Type* Comments K Service Date 8 Y N The date of individual service (YYYYMMDD) 9

11 Column Field Name Length Required Type* Comments L Service Type Code 1-2 Y N The numeric code for the type of service the student received M Service Modality Code 1 = Tutoring/Homework Assistance 2 = Comprehensive Mentoring 3 = Financial Aid Counseling/ Advising 4 = Counseling/Advising/ Academic Planning/Career Counseling 5 = College Visit/College Student Shadowing 6 = Job Site Visit/Job Shadowing 7 = Summer Programs 8 = Educational Field Trips 9 = Student Workshops 10 = Parent/Family Workshops of College Preparation/Financial Aid 11 = Parent/Family Counseling/ Advising 12 = Parent/Family College Visit 13 = Family Events 1 Y N The numeric code for the type of delivery provided for the service the student received 1 = Direct Services 2 = Phone 3 = Virtual Services 10

12 Column Field Name Length Required Type* Comments N Service Subtype 1 Conditional N The numeric code for the subtype of Code (see Note) service provided to the student O IPEDS Number 6 Conditional (see Note) N 1 = Mathematics (Tutoring/Homework Assistance and Educational Field Trips) 2 = Science (Tutoring/Homework Assistance and Educational Field Trips) 3 = Language Arts (Tutoring/Homework Assistance and Educational Field Trips) 4 = Social Sciences/Social Studies (Tutoring/Homework Assistance and Educational Field Trips) 5 = Other Content Area (Tutoring/Homework Assistance and Educational Field Trips) 6 = Academic Enrichment (Summer Programs) 7 = Remedial Services (Summer Programs) NOTE: This field is required when the Service Type Code = 1, 7, or 8 The IPEDS number of the college visited during student or parent/family college visits NOTE: This field is required when the Service Type Code = 5 or 12. When the Service Type Code = 5 or 12 and this field is left blank, it will be autopopulated with the value P Service Time 1-5 Y N The actual number of minutes of individual service provided to the student for this service *N = Numeric, AN = Alpha-numeric NOTE: Do not include commas in the numbers entered into this field 11

13 Step 3: Enter Trailer Row (Final row in file) Sample Excel row: Column Field Name Length Required Type* Comments A Record Type 4 Y AN Value for Field is GUT1 B Number of records (rows) in the file Step 4: Save the File as Text (Tab Delimited) GU = NSC application that will process the record (CCREC GEAR UP application) T = Record type (CCREC GEAR UP trailer record) 1 = Version of the file layout format 1-7 Y N The total number of records in the file including the Header and Trailer records NOTE: When creating the file in Excel, this number will be the same as the row number in the Excel spreadsheet 1. In the File menu on the main toolbar, select Save As 2. On the Save As dialog, select the drive and/or directory where you would like to save the file 3. Enter a name for your file in the File Name field a. Do NOT use spaces in the file name b. You may use underscores or hyphens in your file name c. Do NOT use any of the following characters in your file # $ % ^ & * + ( ) d. The last portion of the file name (prior to the file type extension.txt ) should be the word Service any case is acceptable (upper, lower, mixed) (see example in screenshot below) 4. In the Save as type: field, select Text (Tab delimited) from the list 5. Select the Save button 12

14 Depending on your version of Excel, you may get one of the following pop-up messages: YourFileName.txt may contain features that are not compatible with Text (Tab delimited). Do you want to keep this format? The selected file type does not support workbooks that contain multiple sheets. If you encounter either of these dialogs, select Yes or OK to save the active worksheet in Text (Tab delimited) format. 13

15 Submitting Your File to the Clearinghouse NOTE: Do not your files to the Clearinghouse. This is not a secure method of transferring data. The Clearinghouse will establish a secure FTP account for each CCREC state and provide your initial login credentials. Your secure FTP account will be separate from your CCREC Data Repository account and will only be used to transmit files to, and receive report outputs from, the Clearinghouse. Login to Your Secure FTP Account To transmit your Individual Service Record File to the Clearinghouse via your secure FTP account, go to the Clearinghouse Home Page and select the FTP Login button from the upper right-hand corner of the page. This will open the Clearinghouse Secure FTP Login Page shown below. (You may also go directly to this page by using the following URL: Enter your Username and Password in the appropriate text boxes, and then select the Sign On button. 14

16 NOTE: If you are logging in for the first time after receiving your credentials from the Clearinghouse, you will be prompted to change your password upon login. The password rules are: i. Minimum length of six characters; ii. Must contain at least one alphabetic and one numeric character; iii. Must not resemble your user name. Uploading Your File After successfully logging in to the secure FTP site (or after successfully changing your password, if this was your first login), your account s FTP mailbox will display. 15

17 Under the Upload Files Now section, select the link to launch the Upload/Download Wizard, and the following popup dialog will display. Select the Add File button and select the file from the list of files on your computer or simply drag-and-drop the file from your computer to the main section of the dialog. 16

18 Select the Next button and ensure the Upload files individually option is selected. NOTE: Use the upload files individually option even when you are uploading both your CCREC Individual Service Record File and your CCREC Individual Student Record File at the same time. Select the Next button. You should see that your file was transferred successfully. 17

19 Select the OK button. You will now see the file you uploaded in your FTP mailbox. (In this example the file uploaded was an Individual Student Record file and not an Individual Service Record file.) Once that is complete, you may log out using the Sign Out link near the top right of the page. The Clearinghouse will send a file receipt confirmation to the address associated with your Secure FTP Account. On a preset schedule, an automated Clearinghouse process checks your FTP mailbox for new files. The process will pick-up any new files found and send them to the CCREC Data Repository application for processing. The CCREC Data Repository application will check every field in your file to insure the data complies with the rules established for the Data Repository. After your file is checked, the CCREC Data Repository application will trigger an to be sent to you informing you as to whether your file was accepted or whether errors were found. In cases where your file has errors that prohibit the system from accepting your file, you will need to log in to the CCREC Data Repository application to get the list of errors, correct the errors in your original file, and resubmit your file using the above instructions. If you have additional questions regarding your FTP mailbox or need further assistance with the transmittal of your file, please see our secure FTP help. 18