Importing Career Standards Benchmark Scores

Transcription

1 Importing Career Standards Benchmark Scores The Career Standards Benchmark assessments that are reported on the PIMS Student Fact Template for Career Standards Benchmarks can be imported en masse using the IMPORT STUDENT ASSESSMENT DATA process. The first step in using this process is to create a comma-delimited (.csv) file with the appropriate data and field headers. Minimally, the recommended fields are: ID - Student ID First Name - Student s First Name (optional, though helpful for updating) Last Name - Student s Last Name (optional, though helpful for updating) Date - Date of Assessment Score - Met or Not Met The easiest way to create this file is to use REPORTS > CUSTOM REPORTS > NEW QUERY to produce an Excel file with all the students in a specific Career Standards Benchmark-related grade level. Here are the steps for creating the file for 11 th Grade students, as an example. The.csv file should only contain the information for a single grade-level Career Standards Benchmark assessment (i.e., CSB05, CSB08, or CSB11). 1. To pull only the 11 th Grade students, select the Building level containing the 11 th Grade students. Check the Enrolled Students Only and Include Transferred Students checkboxes, leaving the Include Pre-Registered Student checkbox unchecked. Select Student ID, First Name, and Last Name from the Fields list and select 11 under School Grades. 2. Click Preview to view the data. Though the First Name and Last Name are not necessary for the import process, they will be useful in preparing the file. After exporting the data to Excel, you may want to go back to the CUSTOM REPORT area where you created the query and save it with a name for future use. Page 1 of 6

2 3. Click the Export to XLS button and open the Excel file. The columns for Last Day and School Transferred From are included on the file because the Include Transferred Students checkbox was selected. Students with entries in these columns had transferred from the LEA sometime during the current school year, but may still need to be reported on the file. 4. In columns F and G, enter headers in row 1 for Date and Score, respectively. 5. Since the entries in the Date column are not reported to PIMS and are only used for the selection of records, any date within the school year can be used. To use a single date for every record, enter it in cell F1 and then copy it down through the rest of the rows using the following method. Double-click on the square in the lower right-hand corner of the cell (highlighted above). Page 2 of 6

3 This will fill the cells in the column with a range of dates. Click the Auto Fill Options tool (highlighted below) and select Copy Cells This will replace the range of dates with the single date entered in cell F1. 6. If all or a majority of the students are to be reported as having met the Career Standards Benchmark, enter Met in cell G1 and copy it down through the rest of the rows by doubleclicking on the square in the corner of the cell. Since this is text, it will copy instead of filling the cells with a range, as occurred with the date entered in cell F1. 7. Update any student with Not Met in column G if they are to be reported as not having met the Career Standards Benchmark before continuing. Page 3 of 6

4 8. Click on the FILE Menu Ribbon, select SAVE AS, select a location (folder) in which to save the file. Name the file so it can be identified later for use with the IMPORT STUDENT ASSESSMENT DATA process. For example, since this is for the 11 th Grade Career Standards Benchmark, the name CSB is used. Be sure to also change the Save as Type to CSV (Comma delimited) (*.csv). 9. Click Yes to the message that appears - Some features in your workbook might be lost if you save it as CSV (Comma delimited). Do you want to keep using that format? 10. Close the file. If asked to save it again, click Don t Save. Here is what the sample file created above will look like when opened in a text editor, like Notepad. After creating the.csv file, go to ACADEMIC > ASSESSMENTS > IMPORT STUDENT ASSESSMENT DATA. On the Select Assessment tab, select the Assessment to be imported and leave Assessment Component blank. Click Next. Page 4 of 6

5 On the Select File tab, click Select File. Click the Browse button to locate and select the.csv file that you created containing the scores to be imported. Click the Upload button to have the file display in the File field. Click Next. On the Map Fields tab, map the fields as follows: Date to Assessment Date Score to State Benchmark Student ID to Student ID State Benchmark must be dragged to the Destination Fields column from the System Fields column. Click Next. Page 5 of 6

6 On the Preview Data tab, select a Conflict Action and click Import. Overwrite Conflicts is typically the recommended Conflict Action. Page 6 of 6