Student Adv Imports Update Guide

Transcription

1 Overview Admins can do a mass update of student accounts using the import tool. You will need administrative access to Discovery Education Assessment users have the option to update NCLB subgroups, state proficiency scores, and sort group information (to facilitate answer sheet sorting when testing on paper) using the Advanced Student Template. Users of other Discovery products are encouraged to use the Basic Student Template. Click on My Admin to access the administrative page, and then click Bulk Import/Update Users under the User Management Tools section. Updating users follows this process: 1. Export existing student roster. 2. Update data. 3. Ensure no commas are in any fields. 4. Upload the file. 5. Check post-validation status (~1-2 hours after uploading). 6. Check post-import status (Overnight if validation is complete by 6:00 PM EST). Update Existing Student Roster The student roster can be found in the Bulk Import section of My Admin. Choose the tab for Update Rosters then download the appropriate template for the import you want to do.

2 Enter Data - Template Overview This chart gives a high level overview of the Column Headers and required fields for the Template. Please read below for a more detailed description of each field. *Do not change, rename, or delete the column headers from the template, even if the optional columns are not filled out.* Col. Header Required Discovery or Generated A Site Passcode Required Discovery B Account Name No Discovery C Site Name No Discovery D First Name Description Update the Site Passcode to transfer the user. Friendly name for your district. Friendly name for your school. Student s first name. Accepted Entries

3 E F G H I J K L - AO AP Middle Initial Last Name UserName Password Student ID Student Grade Parent PL: Proficiency Level PS: Proficiency Score Date of Birth Required (Primary Key) Student s middle initial. A-Z Student s last name. Username cannot be updated via import. Must be at least 5 characters long and alphanumeric only. Unique Identifier for Students within your district. Grade level for Student. K, 1-12 Parent s . Student proficiency level and score achieved on last year s state exam per subject. Student s date of birth. PL Example: 3 PS Example: 1572 MM/DD/ YYYY

4 AQ - AW AX - BJ BK - BY Gender, Ethnicity, Race, Econ Dis, ELL, SWD, Gifted NCLB8 through NCLB20 SG: Sort Group NCLB information for each student. Econ Dis = Economically Disadvantaged; ELL = English Language Learner; SWD = Student with Disabilities Customized NCLB values defined by your district. Using these values allows you to generate NCLB reports with your customized information. You must provide Discovery Education Assessment customer support with a key defining your categories and values. Custom NCLB values are defined at district level. Sort group is only applicable to schools testing on paper with answer sheets. Sort group allows you to specify your preference for how answer sheets will be Refer to Field Descriptions and Rules below for list of accepted values. All values must be uppercase. Values must be one character in length, except for SWD. All values must be uppercase. Values must be one character in length. SG Examples: Jones Homeroom Math; Collins 1 st Period

5 BZ Archive Flag Required sorted when shipped. If sort group information is left blank, answer sheets will be sorted alphabetically by student within each grade and subject. Determines if user should be created or archived. Y or N Enter Data - Field Descriptions and Rules Site Passcode Required Field. Must be entered for each entry. Updating this field will transfer the user to the new site. This is the Unique Identifier for each School. This determines where the user will be created. All Site Passcodes should be automatically generated when downloading the template. Example: ABCD-1234 Account Name This is the friendly name for your District. Example: MD_MARYLAND SCHOOL DISTRICT Site Name This is the friendly name for your School. Example: MARYLAND ELEMENTARY SCHOOL

6 First Name Optional field. Example(s): Bob, Mary Ann, Sue-Ellen Middle Initial Example(s): J, F, K Last Name Optional field. Example(s): Barker, Becker-Smith, D Andrio UserName Required Field. You cannot update a username via the import process. Username updates must be done manually via My Admin. Example(s): MSD456123, student@district.org, JSmith70 Password Optional field. Must be at least 5 characters long. Must not be the same as the username. Must not contain any restricted words:

7 o 'user', 'username', 'test', 'pass', 'password', 'free', 'blank' Must not contain spaces. This is the Password that the user will log in with. Example(s): , student Student ID Must be unique within your Account (District). This can be used for: o Searching for users. o Enrolling users in a class. o Updating users. Example(s): , e Student Grade Optional field. Can only accept 1 entry. Cannot accept leading zeros. Accepted entries: o K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12 Parent This is used strictly for information purposes. Example: parent@gmail.com

8 PL_Reading (English 1, English 2, etc) Student s proficiency level achieved on the state test for this subject last year. If entered, this value will appear on the PDF Individual Student Report and Detail Export Report. Example: 3 PS_Reading (English 1, English 2, etc) Student s proficiency score achieved on the state test for this subject last year. If entered, this value will appear on the PDF Individual Student Report and Detail Export Report. Example: 1572 Date of Birth Student s date of birth. Accepted entries must be in MM/DD/YYYY format. Example: 07/22/2003 Gender Gender of student. All values must be uppercase.

9 All values must be 1 character in length. Accepted entries: o M (for male), F (for female) Ethnicity Ethnicity of student. All values must be uppercase. All values must be 1 character in length. Accepted entries: o H (for Hispanic/Latino), N (for Non-Hispanic/Latino) Race Race of student. All values must be uppercase. All values must be 1 character in length. Accepted entries: o A (for Asian), B (for Black/African American), I (for American Indian/Alaska Native), M (for Two or More Races), P (for Native Hawaiian/Other Pacific Islander), W (for White/Caucasian) Econ Dis Indicates if student is economically disadvantaged. All values must be uppercase. All values must be 1 character in length.

10 Accepted entries: o Y (for Yes), N (for No), 1 (defined by school to ensure confidentiality, will not be known by Discovery), 2 (defined by school to ensure confidentiality, will not be known by Discovery), 3 (defined by school to ensure confidentiality, will not be known by Discovery) ELL Indicates if student is an English Language Learner. All values must be uppercase. All values must be 1 character in length. Accepted entries: o Y (for Yes), N (for No), 1 (for ELL1, defined by school, will not be known by Discovery), 2 (for ELL2, defined by school, will not be known by Discovery), 3 (for ELL3, defined by school, will not be known by Discovery) SWD Indicates if this is a student with disabilities. All values must be uppercase. All values must be no more than 2 characters in length. Accepts only 1 entry per student. Accepted entries: o N (for No) o Y (for Yes) - ORo LD (for Specific Learning Disabilities), SL (for Speech or Language Impairments), OH (for Other Health Impairments), MR (for Mental Retardation), ED (for Emotional Disturbance), DD (for Developmental Delay), AU (for Autism), MD (for Multiple Disabilities), HI (for Hearing Impairments), OI (for Orthopedic Impairments), VI (for Visual Impairments), TB (for Traumatic Brain Injury), DB

11 (for Deaf-Blind), S1 (for State Defined Other Disability 1), S2 (for State Defined Other Disability 2), S3 (for State Defined Other Disability 3) Gifted Indicates if this is a gifted student. All values must be uppercase. All values must be 1 character in length. Accepted entries: o N (for No) o Y (for Yes) - ORo G (for Gifted) NCLB8 NCLB20 Optional Fields. Entering data in these fields will update the user s profile. Leaving these fields blank will keep the existing data. Can be used to customize NCLB at the district level in addition to the standard categories provided. If using custom NCLB, you must provide a key to Discovery Education Assessment customer support (assessments@discovery.com) defining the categories and values you will be using; otherwise the information will not be reportable. All values must be uppercase. All values must be 1 character in length. SG_Reading (English 1, English 2, etc) Optional Fields. Entering data in these fields will update the user s profile. Leaving these fields blank will keep the existing data. Applicable for paper testing with answer sheets only. Not necessary if testing online or if using consumable booklets for grades K-2 Early Skills Assessment and Common Core Primary.

12 Sort group allows you to specify your preference for how answer sheets will be sorted per subject for shipment. If sort group information is left blank, answer sheets will be sorted alphabetically by student within each grade and subject. Example: Jones Homeroom Reading; Collins 1 st Period Archive Flag Required Field. This determines if the user will be created, updated, or archived. Accepted entries: o Y This will archive and deactivate the username. o N This will create or update the user. Upload the File Once the Template is filled out, ensure the following requirements are met: 1. No commas in any field. 2. All required fields are entered. 3. File is saved as a.csv file a. Save as Type: CSV (Comma Delimited)(*.csv) Navigate back to the Bulk Import section and upload your file(s) under Step 2.

13 If the file format is correct and all of the column headers match the template, then the file will be uploaded into the Validation Queue. If the file is in an incorrect format or the column headers were changed or missing, then the file will be rejected: Check post-validation status Validation is the process where the data is checked for any errors that would prevent an entry from being created. This process can take up to 2 hours or longer during peak periods. Once complete, you will receive an detailing the successful/failed entries. The successful entries will enter the Import queue which begins processing at 6:00 PM EST.

14 Failed entries can be corrected by the following: 1. Download the errors by clicking View Error(s). 2. Correct the errors as detailed in the Message column. (See chart below) 3. Delete the Message column so the headers match the original template. 4. Save and upload the corrected file. See the Error Code Chart below for possible error messages, their cause, and the solution. Check post-import status The import process occurs overnight. You can check the results in the Import Status tab within the Bulk Import section. It is suggested that you save a copy of the Details file for your records. If you have any questions, please feel free to contact the Assessment Support team at , option 2, or assessments@discovery.com. Error Code Chart

15 Error Message Cause Solution Account Permissions Error Archive Flag must be Y or N Assessment Access Flag value must be Y or N You do not have Admin Access to the specified Account. Invalid entry for the Archive Flag field. Invalid entry for Assessment Access Flag field. You may only import/edit users within the Account you have admin access to. Enter Y or N in the Archive Flag field. Enter Y to give the user access to Assessment, enter N or leave blank to deny access. Benchmark must be Y or N Invalid entry for Benchmark. Enter "Y" if it is a benchmark class. Enter "N" if it is not a benchmark class. Cannot find valid user A Username, Teacher ID, or Student ID could not be found within your account/site. Enter a valid Username or a valid Teacher/Student ID. Cannot update Admin profile through import process Class ID does not match an existing class Class ID is required CLASS_ID exists more than once in your import file DOB is not a valid date Econ Dis max-length is 1 character Econ Dis contains invalid Tried to edit an Admin's profile via import. The entered Class ID does not exist in your account/site. Class ID field was left Duplicate Class IDs on the file. DOB is not in a valid format. Econ Dis length is more than 1 character. A special character is in the Econ Dis field. You may not edit an Admin's profile via import. Enter a Class ID that has been created within your acct/site. Enter a Class ID which must be unique to your Site (School). Change one of the Class IDs to be unique. Change birthdate to format MM/DD/YYYY. Make Econ Dis 1 character. ELL max-length is 1 character ELL length is more than 1 character. Make ELL 1 character.

16 ELL contains invalid Address associated with another user contains invalid Ethnicity max-length is 1 character Ethnicity contains invalid First Name contains invalid First Name is required on initial import A special character is in the ELL field. address is already registered to another username in our database. A special character is in the field. Ethnicity length is more than 1 character. A special character is in the Ethnicity field. A special character is in the First Name field. First Name is a required field. Use Find Users to find the username associated with that address. Make Ethnicity 1 character. Enter a first name. Gender max-length is 1 character Gender length is more than 1 character. Make Gender 1 character. Gender contains invalid A special character is in the Gender field. Gifted max-length is 1 character Gifted length is more than 1 character. Make Gifted 1 character. Gifted contains invalid A special character is in the Gifted field. Grade and Subject are required Grade is invalid Grade is invalid (For Class List) Grade is required on initial import Grade and Subject are required if Benchmark Class Flag is set to "Y". A non-accepted grade was entered. Invalid entry for Grade. Grade is required to create a student. Enter a Grade and Subject that matches Assessment interim benchmarks in your state. Enter a valid grade. K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12. Grade should match grades offered for Assessment interim benchmarks in your state. Enter a grade.

17 Imported File has no valid records Invalid Password The.csv file is empty. Password contains invalid characters or does not meet requirements. Enter data in the.csv file. Remove all special characters and review the requirements. Invalid Username Invalid Username (For Class Roster) Last Name contains invalid Last Name is required on initial import NCLB(8-20) max-length is more than 1 character NCLB(8-20) contains invalid Parent contains invalid Password cannot be the same as your username Password is required on initial import Passwords must be at least 5 characters PL_subject (subjects include Reading, Math, Biology, etc) max-length is 36 characters PL_subject (subjects include Reading, Math, Biology, etc) contains invalid PS_subject (subjects include Reading, Math, Biology, etc) max-length is 36 characters PS_subject (subjects include Reading, Math, Biology, etc) contains invalid Username contains invalid characters or is not at least 6 characters long. The username was not found in your account/site. A special character is in the Last Name field. Last Name is a required field to create a user. NCLB(8-20) length is more than 1 character. A special character is in the NCLB(8-20) field. Only valid characters are allowed. Password cannot be the same as your username. Password is a required field to create a user. Password was not at least 5 characters long. PL_subject length is more than 36 characters. A special character is in the PL_subject field. PS_subject length is more than 36 characters. A special character is in the PS_subject field. Remove all special characters and review the requirements. The username must exist within your account /site before enrolling in a class. Enter a last name. Make NCLB(8-20) 1 character. Enter only one valid address without special characters. Change your password so that it does not match the username. Enter a password. Enter a password with at least 5 characters. Make PL_subject 36 characters or less. Make PS_subject 36 characters or less. Race max-length is 1 character Race length is more than 1 character. Make Race 1 character.

18 Race contains invalid School Year is invalid SITE Permissions Error Student ID already tied to another Username Student ID and Teacher ID cannot both be populated (For Class Roster) Student ID contains invalid A special character is in the Race field. Invalid entry for school year. You do not have Admin Access to the specified Site. Student ID is already registered to a different username in your Account. Only one ID field should be used on each row. A special character is in the Student ID field. Enter a valid school year. For example, for enter "1314". You may only import/edit users within the Site you have admin access to. Use Find Users to find the username associated with that Student ID. Enter only one ID on each row. Student ID does not exist in this account Student ID is not registered to a username in this Account. You may not use the Student ID to update a profile unless it is associated to a Username. Student ID is not associated with Site Student ID is not registered to a username in this Site. You may not use the Student ID to update a profile unless it is associated to a Username. Subject is invalid SWD max-length is 2 characters SWD contains invalid Target Site is archived/inactive Teacher ID already tied to another Username Teacher ID contains invalid Invalid entry for Subject. SWD length is more than 2 characters. A special character is in the SWD field. Passcode entered does not exist or is not active. Teacher ID is already registered to a different username in your Account. A special character is in the Teacher ID field. Subject should match subjects offered for Assessment interim benchmarks in your state. Make SWD 2 characters or less. Review your active Site Passcode. Use Find Users to find the username associated with that Teacher ID.

19 Teacher ID does not exist in this account Teacher ID is not registered to a username in this Account. You may not use the Teacher ID to update a profile unless it is associated to a Username. Teacher ID is not associated with Site Teacher ID is not registered to a username in this Site. You may not use the Teacher ID to update a profile unless it is associated to a Username. Teacher ID exists more than once in your import file There are duplicate Teacher IDs in the.csv file. Remove the duplicate Teacher IDs. Semester/Block ID must be 0, 1 or 2 Invalid entry for Semester/Block ID field. For Full-year (enter 0 ), Fall semester (enter 1 ) or Spring semester (enter 2 ). SG_subject (subjects include Reading, Math, Biology, etc) max-length is 36 characters SG_subject length is more than 36 characters. Make SG_subject 36 characters or less. Username already exists outside your Account Username is already taken by another user. Make the Username more unique so that it will not already be registered to another user. Username already exists outside your Site Username is already taken by another user. Make the Username more unique so that it will not already be registered to another user. Username exists more than once in your import file Username is required Username must be at least 6 characters Valid Passcode/Site ID not provided Duplicate Usernames exist on the.csv file. Username is a required field to create a user. Username was not at least 6 characters long. Passcode entered does not exist or is not active. Change one of the Usernames to be unique. Enter a Username. Enter a Username with at least 6 characters. Review your active Site Passcode.