Student ID Upload System User Guide. Student ID Upload System. (For Student Precoded Barcode Labels) User Guide

Transcription

1 Student ID Upload System User Guide Student ID Upload System (For Student Precoded Barcode Labels) User Guide Version /12/2014

2 Welcome to the Student ID Upload System... 1 About Your Task... 1 Before You Begin... 1 Contacting ACSI Customer Service... 1 Getting Started... 2 Connecting to the Student ID Upload System... 2 Summary Information on the Home Page... 2 About the Student ID Upload File Layout... 3 Choosing How to Correct Rejections and Errors... 4 Adding Students to your Precode Data Set... 5 Preparing your Student Data File... 5 Adding Students Manually... 5 Uploading a Student Data File... 6 Reviewing File History... 7 About the Error Log... 8 Correcting Records Online... 9 Browsing for a Student Record... 9 Searching for a Student or Group... 9 Editing a Student Record Completing your Work Frequently Asked Questions (FAQ) and Troubleshooting Appendix A Longitudinal Tracking Appendix B Sample Precode File Layout Excel Files Sample Precode File Layout Student Information Systems Student Precode File Template with Sample Data Developed and published by McGraw-Hill Education20 Ryan Ranch Road, Monterey, California Copyright 2014 by McGraw-HillEducation. All rights reserved. Only authorized customers may copy, download, and/or print the document, located online at Any other use or reproduction of this document, in whole or in part, requires written permission of the publisher. Navigator is a trademark of The McGraw-Hill Companies, Inc. All other brand or product names found inthis publication are the property of their respective companies and are not associated with the publisher of this publication. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC

3 Welcome to the Student ID Upload System About Your Task You may provide student biographical data so that Student Precoded Barcode Labels can be affixed to your ACSI scannable answer documents. These labels reduce administration time and enhance accuracy by eliminating the need to manually bubble individual student data at the time of testing. Before CTB can create the Student Precoded Barcode Labels, you must submit student biographic and demographic information using the Student ID Upload System available at To make sure you receive your labels in a timely manner, you must: 1. Format your Pre ID file according to the Spring 2015 ACSI Administration Pre ID File Layout, which may be found in Appendix B. 2. Upload your Pre ID file to CTB during the window you use for Online Enrollment: 1 st Window: November 3, 2014 January 16, 2015 (to receive your Student Precoded Barcode Labels as part of your Test Coordinator package by February 27, 2015) 2 nd Window: January 26, 2015 February 20, 2015 (to receive your Student Precoded Barcode Labels as part of your Test Coordinator package by March 27, 2015) Your order is not complete until you provide acceptable data and fix all records that may have been flagged with formatting errors. (If you order Student Precoded Barcode Labels in Online Enrollment, then later decide not to upload your student files for Student Precoded Barcode Labels, you will not be invoiced for the service.)security Concerns When you work online, always close your browser when you have finished editing records so that no unauthorized user can click your Back button to access the Student ID Upload System. Before You Begin Make sure you have Adobe Acrobat Reader installed and can open PDF files in your web browser. If you plan to work with large Precode files, make sure you have an appropriate application to edit, zip and unzip them. Contacting ACSI Customer Service Please see page 13 of this User Guide for Frequently Asked Questions. If you have additional questions after reading the Student Pre ID Upload System User Guide, ACSI Customer Service is available: For help by Monday through Friday, 7:00 AM to 4:30 PM, Mountain Time Contact Phone (U.S. schools) (International schools) order@acsi.org Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 1

4 Getting Started You can access the Student ID Upload System during the 1 st or 2 nd Online Enrollment window. You must use the window that corresponds with the Online Enrollment window you used. Please refer back to page 2 for details. During this time, you can build your Precode student record set by uploading student data files, checking records for errors, and correcting any errors that are flagged. Connecting to the Student ID Upload System Log on to the internet and go to Use the same User Name and Password for the Student ID Upload System (CTB s program for processing precoding) as you used for Online Enrollment. o o You will be directed to the My Programs: Overview web page. Click on the ACSI Student Precoded Barcode Labels link. o Your school s Precode Home page opens. When you login for the first time, the record counts will show as zero because you have not uploaded any student records yet. Once the student data file is uploaded, the Precode Homepage tells you how many records you have added to your set and how many have been flagged with errors or warnings. It also gives you two ways to correct the flags. Summary Information on the Home Page The Summary Information is your scoreboard. Here is what it tracks. Total Records for Your School This is the total number of records you have added to your Precode student record set, which resides on CTB servers. It is the total of the records you have input manually plus any records you have successfully uploaded in a student data file. As you upload your student data files, you can watch this number increase. Before you create a student data file, review the Student ID Upload File Layout in Appendix B of this user guide. The Student ID Upload File Layout includes the rules that the system uses to check your records and, when appropriate mark them with error and warning flags. You can correct the flags either by editing your Precode file on your personal computer and uploading it again, or by editing individual records online. Records with Errors An error flag indicates that at least one field in the record is missing required data. You must correct all errors to make sure that you receive Precoded Barcode Labels for all of your students. You will not receive Precoded Barcode Labels for records that contain errors. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 2

5 Records with Errors tells you the number of records with error flags, although some might have a warning flag as well. As you correct errors, you can watch this number decrease. See page 9 for detailed information on correcting errors. Records Changed This indicates the number of records that were edited to fix Errors or Warnings. About the Student ID Upload File Layout You need the Precode Layout File to learn: How to format your Precode file. Which codes and ranges are valid for different fields. What conditions trigger error and warning flags. On the Precode Homepage, you can click the Student ID Upload File Layout link on the right side of the page to view and download a PDF version of the layout file. The layout is also available in Appendix B of this User Guide. You can use Adobe Acrobat Reader to navigate, resize, or print it. An Excel template is also available via the Download Precode Sample File link under the What would you like to do? section in the lower left section of the homepage. You may use this to prepare your data file for uploading into the system. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 3

6 Planning Your Work 1. While the appropriate Student ID Upload System window is open, log in as soon as possible so you are sure to have enough time to complete your task before the end of the Online Enrollment/Precoded Barcode Label window you have chosen. 2. Download the Student ID Upload File Layout from the link in the upper right corner of the Precode Homepage. 3. Prepare one or more student data files according to the requirements in the Student ID Upload File Layout document. 4. Go to Upload Student Records link and upload your first Precode file. 5. Or, you may key in student data manually one by one using the Add a Student Manually feature. 6. Correct all errors and warnings for students you have uploaded. See instructions on page 9 for how to correct errors and warnings. 7. Upload the next file, or add more students manually. 8. Repeat steps 5, 6, and 7 for all participating students. Choosing How to Correct Rejections and Errors The Student ID Upload System validates the records in each student data file. When a record has the correct fields and format, the Student ID Upload System adds it to your precode student record set; otherwise, it rejects the record. If an inserted record is missing a required value, the Student ID Upload System marks it with an error flag. When a file has a high number of Rejected or In Error records, best practice is to invalidate the uploaded file, make corrections on your personal computer, and upload the file again. You can invalidate the file by clicking the Invalidate File link under the Action column on the far right side of the File History page that is presented once your file is uploaded. When more than 25% of the records in a Pre ID file are rejected or in error, the Student ID Upload System automatically invalidates the file. When you have just a few flagged records, you can correct them online. Student data loaded manually are validated when you click Submit to ensure that the student record has the correct fields and values. You will be required to fix any errors in your manually loaded student record until the record meets the format and valid values specified in the data file layout. Only then can a new student record be saved successfully and added to your record set. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 4

7 Adding Students to your Precode Data Set Preparing your Student Data File If your school uses a Student Information System or database, your SIS Administrator or Technology Coordinator should be able to use the file layout provided to generate a file with the Student ID data in the proper format for uploading. The layout is provided in this User Guide and is also available for download from the Precode Homepageat the top right. If your school does not have a Student Information System, you can still create a file manually using Excel, for uploading into the Student ID Upload system. However be aware that this will require some manual work, so be sure to allow time to carefully review the layout provided and create your data file. You may want to create your file on one day, then plan to upload it into the Student ID Upload system and fix any errors on a different day to break up the time required to complete both tasks. Even if you plan to manually input students, it may be helpful to prepare a precode file before you plan to key-enter your students, so that you have all of the required information close at hand. If you are preparing your file manually: 1. Download the Excel file template from the Download Precode Sample File link under the What would you like to do? heading in the lower left side of the Precode Homepage. 2. Build your student data file according to the template, using the valid values and field lengths provided in the layout as a guide. 3. Save your file on your desktop. Click Save As Give your file a name that describes the students included Select CSV (Comma delimited)(*.csv) to save your file as a comma delimited *.csv file, or select Excel Workbook (*.xls) to save your file as an Excel spreadsheet. o Note: We recommend that Fixed Width.txt files only be created by Technology Coordinators with experience working with fixed width data files.) Adding Students Manually Once you have prepared your student data file, you may choose to key enter your students one by one. This is only recommended for small schools (with fewer than 50 participating students) or for adding additional students who may not have been included in your uploaded file. 1. On the Home page, click on Add a Student Manually. 2. Type in all of the necessary information for your first student. Required fields are noted on the data file layout. 3. Once you have entered all of the necessary information, click Submit Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 5

8 4. If there are any errors in the data you have input, Error or Warning messages will appear at the top of the page. 5. Fix the Errors and click Save 6. Continue loading additional students as needed Uploading a Student Data File 1. On the Home or Download File page, click Upload Student Records. 2. Double-check your upload file format. The Student ID Upload System accepts: A fixed-width formatted file (saved as.txt) A comma-delimited file (saved as.csv) A Microsoft.xls file (Note: Files with.xlsx format are not accepted at this time) A zip file (.zip) of a single.txt,.csv, or.xls file For faster upload, zip your file. 3. Browse for and select your file. 4. Describe your file. Your description appears in your school s upload history, so best practice is to record what is unique about the records in the file such as the teacher name or grade. 5. Select your file format (comma separated, fixed width, or.xls) from the dropdown box. 6. If your file includes a header row, select that option. 7. Click Upload File. 8. At the bottom of the screen under Monitor your Upload Progress, you can check the progress of your upload. If a file format error is displayed, correct your file format and try again. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 6

9 If the Student ID Upload System finds errors in the first ten records of your file, it gives you a chance to cancel update processing, correct the errors, and try again. NOTE: If you receive the error You are not authorized to upload precode records for school XXXXXXX, cancel the upload and recheck your school code in your file. Your school code must be 7 digits, including leading zeros. If you are uploading an Excel file, set the column type as text in order to preserve the leading zeros. A successful upload will automatically direct you to the File History Page. On the Upload Confirmation page, you can monitor the Student ID Upload System s progress as it adds the records in your file to your Precode student record set. If you need to click away from this page, you can see the same information by returning to the Home page and clicking View File History. When the Student ID Upload System finishes processing your file, it sends you a status report to the listed on the My Profile page. See the next section, Reviewing Precode File History, to learn about what you see on the Upload Confirmation page. Reviewing File History 1. On the Precode Homepage, click File History. 2. Review the information for the Precode file that interests you. Upload Date tells the date and time your file s upload was complete, it entered the queue for processing and, if you were monitoring your screen, you saw the Upload Confirmation appear. Username tells who was logged into the Student ID Upload System when the file upload was initiated. Status indicates what the Student ID Upload System is doing with the file. o Received - uploaded, but not yet checked for errors o Processing - uploaded, and currently being checked for errors o Complete - finished adding to your precode student data set Filename records the name of the file used to add to the data set. If you zipped the file before you uploaded, this is the name of the file in your zip archive. Manually loaded students appear as a group with file name Manually Loaded Students Comments displays the description the user entered when uploading the file. Total Records tells the number of records found in the uploaded file. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 7

10 Inserted tells the number of records added to the Precode student record set. Rejected tells the number of records the Student ID Upload System could not add to record set. Initial Errors reports the number of errors in the file when it was initially uploaded and are missing required fields or have incorrect information. % Errors tells the percentage of records found in error. Errors Remaining number of students with errors that, unless they are fixed, will not be submitted to CTB for the printing of Precoded Barcode labels. The number in this column will decrease as you correct errors in the application. Warnings Remaining - number of students with warnings. Action offers you the option to Invalidate an uploaded file. Clicking the Invalidate File link will remove all records in the file from your Precode record set. 3. If you need more detail on why certain records failed, click Error Log to see the error log. About the Error Log You can view the error log by clicking the View Log link in the File History page or the Upload Confirmation page. You also receive a copy of the error log via when the Student ID Upload System finishes processing your Precode file. The error log includes: Record ID: The unique ID number of the student record where the failure occurred. Failure Description: The line number on which the student record appeared within the uploaded data file, and the description of the error that the Student ID Upload System encountered. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 8

11 Correcting Records Online The easiest way to find student records to correct is to browse for them by last name. When you want to find them by other criteria for example, if you want to find all the records with the same kind of error and correct them all at once you can search for a student or group. Regardless of the manner used to locate the student records, you will correct them using the same Edit Student Record screen. Browsing for a Student Record 1. On the Home page, click Browse for Students. 2. On the Browse Student Records in School page, click the name of the student to edit. To display students by last name, click an initial letter or All. To limit your view to only student records with In Error or Warning flags, choose the filter for that flag. When you see the student you want to edit, click the student s name. Best Practices for Updating Student Records 1. On the Browse Student Records in School page, create a list by clicking All Students and filtering for In Error records. If the list is too long, select an initial letter. 2. Click the first student name in the list. On the edit page that opens, make all the corrections you can. If your changes correct all the errors, the student s name will be removed from the list. 3. Repeat step 2 until your list is empty. 4. Create another list by clicking the next letter in the alphabet; until you can click All and no records flagged In Error appear. 5. To correct Warnings, choose the filter for Warning flags and correct all records before choosing another school to edit. Searching for a Student or Group 1. On the Home page, click Search for a Student. 2. On the Search for a Student page, enter your search criteria. Enter information that uniquely identifies a student or group. The more information you provide, the fewer matches your search returns. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 9

12 Make sure the data you enter is valid for that field. Check the Precode File Layout document to learn what ranges and codes are valid for the field. For example, the Grade field requires two digits, so for a first grade student you must enter 01. To limit matches to only those records flagged with an error or warning message, choose the filter for that flag. In text fields, you can enter just the first few letters you are looking for such as daw to match Dawson and Dawber but not Adawhile. 3. Click Search. 4. To learn how many records matched your criteria, look at Total Students Found at the bottom of the page. 5. In the student records that appear in your Search Results, click the name of the student you want to edit. Best Practices for Updating Student Records by Search Criteria 1. On the Search for a Student page, create a list of students to edit by entering your criteria, choosing the In Error filter and clicking Search. Sometimes you can save time by finding all records with the same type of error and correcting them as a group. 2. Click the first student name in the list. On the edit page that opens, make all the corrections you can. If your changes correct all the errors (or the errors identified by your search criteria), the student s name will be removed from the list. 3. Repeat step 2 until your list is empty. 4. Create another list by entering more search criteria. When you enter criteria that would match all students and no records flagged In Error appear, choose whether to correct the warnings. 5. Continue editing student records and creating lists until you cannot find any student records with flags you need to correct. Then you can confirm your file and release it for printing. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 10

13 Editing a Student Record To edit a student record, you can start on either the Browse for a Student page or the Search for a Student page. When you click a student name, the Edit Student Record page opens. 1. Read all error and warning information at the top of the screen. 2. Select a flagged field to correct. Near the top of the screen, up to three highlighted areas identify the names of flagged fields and provide descriptions of the error and warning conditions that the data must meet. In the list of field names, red names highlight fields with errors and bold names highlight fields with warnings. Select data in the field by clicking in the field, dragging over the data in the field, or pressing the Tab key to move the selection to the field you want. 3. Enter your correction. For a field with an error, the error message displays valid input followed by the range of valid values or codes for that field. Please note that this is case sensitive and you must use capital letters where applicable or your updates will not be applied. For a field with a warning message, refer to the Pre ID File Layout document to determine the valid values for the field. 4. You can select and correct another field, or, to learn whether your edit corrected the condition that triggered the flag, click Submit. If your correction was successful, the name of the student you were editing no longer appears on the list you created on either the Browse Student Records or Search Student Records pages. 5. Repeat steps 2, 3, and 4 until you have corrected all the fields flagged with errors and warnings. If you need to do some research, correct as much as you can, submit the changes, and come back to edit this record later when you have found the information you need. 6. When you have a question about who has previously edited this record, click the Activity Log link. Each listing in the log tells: Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 11

14 The date and time of each interaction with the Precode student record set. Who was logged in when the interaction was initiated. The type of the interaction: o o Initial Load indicates when this record was added to the Precode student record set. Online Edit indicates a change was successfully made online. The message associated with the interaction: o o For Online Edit, indicates which flag was corrected. For Initial Load, presents the message for the first error or warning in the record. Completing your Work Once you have completed uploading all of your students, and fixing all errors and Warnings, your work is complete. At the end of the Student ID Upload window, Precoded Barcode Labels will be printed for your students and shipped to you school prior to testing. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 12

15 Frequently Asked Questions (FAQ) and Troubleshooting 1. Why didn t I get an about the Student ID Upload System? CTB sent to ACSI School Coordinators and other contacts using the information on file. If you were not notified, please verify with ACSI Customer Service that the contact address you entered into Online Enrollment is correct. If it is, contact your local system administrator to see whether from ACSI Customer Service is being blocked. 2. What is the web site address for the Student ID Upload System? 3. Where do I log in? 1. Go to 2. You will be prompted to log in. 4. What is my username? Your username and password are the same as the ones given to your school by ACSI for Online Enrollment. If you do not know your username, contact ACSI Customer Service at What is my password? Your username and password are the same as the ones given to your school by ACSI for Online Enrollment. If you forgot your password, contact ACSI Customer Service at Why doesn t my password work? Passwords are case sensitive. Make sure Caps Lock has not been pressed by mistake and try again. If this is not the problem, contact ACSI Customer Service at Why am I locked out and unable to log in? When you use the wrong password for several login attempts, CTB security systems may lock you out. Wait about ten minutes and try again. If you still cannot login, contact ACSI Customer Service at I created my own account. Why can t I access the Student ID Upload System? When you create your own account, you do not receive access to secure areas of the CTB web site. You must use an account created by CTB. If you do not have one, contact ACSI Customer Service at How do I know what my errors are? When you edit online, the Edit Student Data page highlights the name of fields flagged with errors in red. The names of fields flagged with warnings are bold. Edit rules that describe the conditions the fields must meet appear at the top of the screen. When a field has an error flag, the range of values or codes you can enter follows the Edit rule. When you edit offline, you will find information about required fields in the Precode File Layout document. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 13

16 10. Can I change something that is not flagged as an error, but I know is incorrect? If you see something you know is wrong in an editable field, fix it. When you edit online, editable field values have a box around them. 11. Do I have to correct all the Error flags? Yes. 12. What does a Warning flag signify? A warning flag indicates that an invalid value has been entered into a non-critical field. For example, in the Special Code K (Gifted & Talented) field, if a value other than 1 or blank is entered, then the field will be flagged with a warning. 13. Do I have to correct all the Warning flags? We strongly recommend that you correct all information that has been flagged with a warning flag. However, if the warning flags are not corrected, it will not prevent you from submitting the file to CTB for Precoded Barcode Labels to be printed. 14. I cleared the field; why is it still showing an error? To clear a field, press Backspace or Delete. When you press the spacebar, you are inserting a space character and the field is not cleared. If this error occurs for all records, there might be an extra space inserted and you can highlight the column s records and press Delete. 15. How do I use the Student ID columns? Please see Appendix A for information that will help you prepare for longitudinal tracking. 16. How do I find my Region Number and Name? Please use the following table to determine your school's Region Number and Name: Region Name States Region Number California California, Hawaii 01 Florida Florida 02 Mid-America Illinois, Indiana, Iowa, Michigan, Minnesota, Nebraska, North Dakota, South Dakota, Wisconsin 03 Northeast Connecticut, Delaware, DC, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont 04 Northwest Alaska, Idaho, Montana, Oregon, Washington 05 Ohio River Valley Kentucky, Ohio, West Virginia 06 Rocky Mountain Arizona, Colorado, Nevada, New Mexico, Utah, Wyoming 07 Southeast Alabama, Georgia, Mississippi, North Carolina, South Carolina, Tennessee, Virginia 08 South Central Arkansas, Kansas, Louisiana, Missouri, Oklahoma, Texas 09 International Outside of Continental U.S. 10 Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 14

17 Appendix A Longitudinal Tracking The Longitudinal tracking feature is available in ACSI Data Online. Longitudinal tracking of TerraNova 3 subtest results allows you to track student progress in the TerraNova 3 content areas from year to year. The PTCS, InView, and Bible assessments will not have longitudinal tracking. The information below is intended to assist you in applying student identification numbers to student answer documents, so that the longitudinal tracking feature may be utilized. Assignment of Student Identification Numbers: If your school is participating in the TerraNova 3, ACSI Edition administration for the first time in Spring 2015, you need to follow these guidelines to establish the Student Identification Numbers across your school: a) Assign a unique six digit numeric identification number to each student in your school. It must be unique across the school (all grades included). Do not begin with blanks or zeros. Begin with 1, for example: , , , etc. b) This same Student ID Number must be accurately used each year. The six digit number must be coded on the student s answer document or included in the Student Pre ID (Precode) data file if student ID barcode labels are used. c) When a student enters a new school for any reason, he/she cannot re-use the Student ID Number assigned from the previous school. The school must assign a new number to that student. It is the school's responsibility to assign, maintain and properly use the Student ID Number in 2015 and beyond. Schools using existing Student ID Numbers: a) ACSI is aware that some schools have existing Student Information Systems and may be using a Student ID Number within those systems. However, for purposes of the TerraNova 3, ACSI Edition assessment program, these numbers may not be used for longitudinal tracking. b) Schools must use the six digit numbers assigned by CTB in spring 2012 and each year thereafter, to track matched cases (same students) over time. If the school did not use the student ID numbers assigned by CTB in spring 2012 and have since implemented student ID numbers, please use those. If the school is new to the assessment program in 2015, they need to assign student ID numbers following the mandatory guidelines. c) Again, the SIS numbers may not be used for longitudinal tracking. It is imperative for longitudinal tracking that you begin and continue with the same unique number for each student to be tracked during all the years they are enrolled in your school. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 15

18 Entering Student ID Numbers in Student Biographical Data on answer documents: Please refer to the Test Coordinator's Manual for a graphic description of placement of the Student Identification Number on the Student Data Grid. Schools are encouraged to use the ACSI optional Student Pre ID (Precode) Service to receive Student ID Barcode Labels, which help to eliminate errors in bubbling critical student biographical data on the answer document. Please contact ACSI Customer Service for additional information on how to obtain Student Identification Barcodes for your school before the submission deadline. Please contact ACSI customer service at or order@acsi.org if you have questions or concerns. Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 16

19 Appendix B Sample Precode File Layout Excel Files Max Length Field Name Data Type Valid Values or Valid Range Can be Blank Comments 13 Region Name Alpha A-Z, spaces No 2 Region Number Numeric valid range: No 10 Filler Ignore - row not in use blank Yes 15 School Name Alphanumeric A-Z, 0-9, spaces No 7 School Number Numeric ACSI Member Number: 0-9; NO spaces, padded with leading 0) No 3 Filler Ignore - row not in use blank Yes 2 Grade Alphanumeric KG,01,02,03,04,05,06,07,08,09,10,11,12 No 15 Teacher Name Alpha A-Z, spaces Yes 20 Student Last Name Alpha A-Z, spaces No 15 Student First Name Alpha A-Z, spaces No 1 Student Middle Initial Alpha A-Z or blank Yes 8 Date of Birth Date MMDDYYYY (month, month, day, day, year, year, year, year) No 1 Gender Alpha F,M or blank Yes 6 Student ID Number Numeric 0-9 or blank; left justified Yes spaces not allowed 4 Filler Do not use Yes 1 Special Code K (Gifted & Talented) Numeric 1 = Gifted & Talented or blank Yes 1 Special Code L (Years in Christian School) Numeric 1-5 or blank 1 = 0-1 year in Christian School 2 = 2-3 years in Christian Schools 3 = 4-5 years in Christian Schools 4 = 6-8 years in Christian Schools 5 = 9 or more years in Christian Schools Yes 1 Special Code M (Other Groups) Numeric 1-3 or blank 1 = Home School 2 = International 3 = Other Yes 1 Special Code N Do not use Yes Reserved for future use 1 Special Code O Do not use Yes Reserved for future use 1 Special Code P Do not use Yes Reserved for future use Mark this field on the answer document, when appropriate 1 Program IEP Ignore Yes Mark this field on the answer document, when appropriate 1 Program 504 Ignore Yes Mark this field on the answer document, when appropriate 1 Program LEP/ELL Ignore Yes 1 Special Code Q (Ethnicity) Numeric 1-8 or Blank 1 = American Indian or Alaska Native 2 = African American or Black 3 = Asian 4 = Pacific Islander 5 = Hispanic or Latino 6 = White 7 = Multiethnic 8 = Other Yes 4 Test Administration Year Numeric YYYY No Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 17

20 Sample Precode File Layout Student Information Systems Max Start End Length Field Name Data Type Valid Values or Valid Range Can be Blank Comments Region Name Alpha A-Z, spaces No Region Number Numeric valid range: No Filler Ignore - row not in use blank Yes School Name Alphanumeric A-Z, 0-9, spaces No School Number Numeric ACSI Member Number: 0-9; NO spaces, padded with leading 0) No Filler Ignore - row not in use blank Yes Grade Alphanumeric KG,01,02,03,04,05,06,07,08,09,10,11,12 No Teacher Name Alpha A-Z, spaces Yes Student Last Name Alpha A-Z, spaces No Student First Name Alpha A-Z, spaces No Student Middle Initial Alpha A-Z or blank Yes Date of Birth Date MMDDYYYY (month, month, day, day, year, year, year, year) No Gender Alpha F,M or blank Yes Student ID Number Numeric 0-9 or blank; left justified Yes spaces not allowed Filler Do not use Yes Special Code K (Gifted & Talented) Numeric 1 = Gifted & Talented or blank Yes Special Code L (Years in Christian School) Numeric 1-5 or blank 1 = 0-1 year in Christian School 2 = 2-3 years in Christian Schools 3 = 4-5 years in Christian Schools 4 = 6-8 years in Christian Schools 5 = 9 or more years in Christian Schools Yes Special Code M (Other Groups) Numeric 1-3 or blank 1 = Home School 2 = International 3 = Other Yes Special Code N Do not use Yes Reserved for future use Special Code O Do not use Yes Reserved for future use Special Code P Do not use Yes Reserved for future use Mark this field on the answer document, when appropriate Program IEP Ignore Yes Mark this field on the answer document, when appropriate Program 504 Ignore Yes Mark this field on the answer document, when appropriate Program LEP/ELL Ignore Yes Special Code Q (Ethnicity) Numeric 1-8 or Blank 1 = American Indian or Alaska Native 2 = African American or Black 3 = Asian 4 = Pacific Islander 5 = Hispanic or Latino 6 = White 7 = Multiethnic 8 = Other Yes Test Administration Year Numeric YYYY No Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 18

21 Student Precode File Template with Sample Data You may download an MS Excel template layout from inside the Student ID Upload system, or from (Click on Assessment Support and then click on Information: Spring 2015 TerraNova 3 Test Administration). Proprietary and Confidential Copyright 2014 by CTB/McGraw-Hill LLC 19