Only SAM users with administrative permissions may perform a roster import.

Transcription

1 Roster Import Overview Student or teacher rosters may be imported into SAM from a *.csv file. This is especially helpful when student and teacher data is stored in an SIS system or in a spreadsheet program such as Excel. Rosters may be imported to create student or teacher profiles or to overwrite existing roster data in the database. Scholastic recommends backing up the database before proceeding with any file import, since importing rosters modifies the database file. Only SAM users with administrative permissions may perform a roster import. NOTE: The instructions in this section may also be used to import other types of files: for example, an *.smx file as part of the Data Migration process, or a *.zip file as part of the Student Transfer, Student Lexile Transfer, Student Promotion, or Data Aggregation processes. For any of these import processes, simply begin with Step 2 of the import process. Automatic Account Creation During Roster Import District Administrators, School Administrators, and teachers with administrative privileges may use the Roster Import process to create classes and student accounts that will automatically appear in the SmartBar. This is the easiest way to avoid manual entry of accounts when setting up the SmartBar at the beginning of the school year. Schools must exist in SAM prior to importing students for the import process to work. The import process creates classes within that school so that each imported student may be associated with the proper class on the SmartBar. If the necessary school name (SCHOOL_NAME) and class name (CLASS_NAME) are not included in the roster import *.csv file, use the Manage Inactive Accounts function to place students in classes. The student data import process updates all student roster data including the User Name and Password. SAM v1.9 Data Movement Manual Updated Roster Import 26

2 To import a student or teacher roster, first create a *.csv file with the roster information. One *.csv file may import student roster information or teacher roster information, but it cannot import students and teachers from the same file. If there are any errors in a *.csv roster import file (for either a student or a teacher), the record for the student or teacher with that error will fail, but the rest of the import process will proceed as usual. In cases where one or more records cannot be imported, the Roster Import process generates two files in the original roster location: an error log ([filename]- errors-[timestamp].csv) and a *.csv file that contains the records that could not be imported ([filename]-exceptions-[timestamp].csv). Open the error log and review the reasons why each problematic record failed to import, then open the *.csv file, correct the records, and re-import. Only those files that contained problems are in the log and *.csv file; nonproblematic records have been imported. SAM v1.9 Data Movement Manual Updated Roster Import 27

3 Student Roster File Format Shaded fields are required; other fields are optional. Field names in the roster import file must match the Column Heads as specified in this chart. Import fields that contain special characters (other than Username and Password) may prevent that record from displaying in SAM. Descriptive SAM Reference Column Head Data Type Student ID SIS_ID [alpha-numeric] First Name FIRST_NAME [alpha-numeric] Middle Initial MIDDLE_NAME [alpha-numeric] Last Name LAST_NAME [alpha-numeric] Username USER_NAME [alpha-numeric] Password PASSWORD [alpha-numeric] Grade GRADE [Numeric] Gender: Male GENDER_MALE [Y/N], [y/n] Gender: Female GENDER_FEMALE [Y/N], [y/n] School SCHOOL_NAME [alpha-numeric] Class CLASS_NAME [alpha-numeric] SRI (Lexile ) Score SRI Score Date Ethnicity: White/Caucasian LEXILE_SCORE LEXILE_MOD_DATE [numeric] -32,768<SRI<32,767 mm/dd/yyyy OR yyyy-mm-dd Allowable Special Characters [apostrophe], [underscore] [apostrophe], [underscore], [at sign], [caret], [tilde] [apostrophe], [underscore] [apostrophe], [underscore] ETHNIC_CAUCASIAN [Y/N], [y/n] SAM v1.9 Data Movement Manual Updated Roster Import 28

4 Descriptive SAM Reference Ethnicity: Black/African American Column Head Data Type ETHNIC_AFRICAN_AM [Y/N], [y/n] Allowable Special Characters Ethnicity: Hispanic ETHNIC_HISPANIC [Y/N], [y/n] Ethnicity: Pacific Islander Ethnicity: American Indian/Alaskan Native ETHNIC_PACIFIC_ISL [Y/N], [y/n] ETHNIC_AM_IND_AK_ NATIVE [Y/N], [y/n] Ethnicity: Asian ETHNIC_ASIAN [Y/N], [y/n] AYP: Economically Disadvantaged AYP: Limited English Proficiency AYP: Gifted and Talented AYP_ECON_ DISADVANTAGED AYP_LTD_ENGLISH_P ROFICIENCY AYP_GIFTED_TALENT ED [Y/N], [y/n] [Y/N], [y/n] [Y/N], [y/n] AYP: Migrant AYP_MIGRANT [Y/N], [y/n] AYP: Students with Disabilities AYP_WITH_DISABILITIES [Y/N], [y/n] NOTE ON PASSWORDS: SAM v1.9 and later uses strong passwords. By default, new passwords must include upper- and lowercase letters, numerals, and one of five special characters (^, ~, -, Administrators may adjust these default settings using the Password Configuration tab in the SAM Server Utility. When upgrading to v1.9, passwords imported from previous installations do not need to be changed. (Scholastic Hosting Services and Expert 21 have default password requirements of six [or more] characters of which at least one must be a numeral.) Every record in the *.csv import file must include all five required fields or that record will fail. The required fields are: SIS_ID FIRST_NAME LAST_NAME USER_NAME GRADE Depending on how the roster import file is set up, students will either appear in Inactive Accounts or in the SmartBar. SAM v1.9 Data Movement Manual Updated Roster Import 29

5 If SCHOOL_NAME and CLASS_NAME are not included, students will appear in Inactive Accounts. If SCHOOL_NAME and CLASS_NAME are included and if that exact school already exists in the SmartBar, students will appear in the SmartBar associated with those schools and classes. If the CLASS_NAME does not exist in SAM, the class will be created within the new school. Column headings for optional fields do not need to be included. Optional fields for some records may be kept blank, however: If an optional field is blank and data exists in the database for that record, the existing data will remain; blank fields will not overwrite existing data. If nothing is entered for PASSWORD, the default will be If a duplicate USER_NAME already exists in the database, SAM will append digits to the imported USER_NAME to render it unique. If LEXILE_SCORE is included, LEXILE_MOD_DATE must also be included. This score will replace the existing current Lexile value for a student only if the LEXILE_MOD_DATE is more recent than that for the current Lexile score. The following is an example of a properly formatted *.csv student roster import file; it includes each of the five required fields as well as Lexile scores and dates. The first row represents the column headers for the required fields plus Lexile measure and date. Student information is represented in successive rows after the headers. SAM v1.9 Data Movement Manual Updated Roster Import 30

6 Teacher Roster File Format Shaded fields are required; other fields are optional. Field names in the roster import file must match the Column Heads as specified in this chart. Import fields that contain special characters (other than Username and Password) may prevent that record from displaying in SAM. Descriptive SAM Reference Column Head (field name) Data Type Allowable Special Characters District User ID DISTRICT_USER_ID [alpha-numeric] _ Scholastic Profile SPS_ID [alpha-numeric] _ Services Prefix PREFIX [alpha-numeric] _ First Name FIRST_NAME [alpha-numeric] _ Last Name LAST_NAME [alpha-numeric] _ Title TITLE [alpha-numeric] _ Suffix SUFFIX [alpha-numeric] _ [alpha-numeric] _ Username USER_NAME [alpha-numeric] [apostrophe], [underscore] Password PASSWORD [alpha-numeric] [apostrophe], [underscore], [at sign], [caret], [tilde] School SCHOOL_NAME [alpha-numeric] _ Class CLASS_NAME [alpha-numeric] _ NOTE ON PASSWORDS: SAM v1.9 and later uses strong passwords. By default, new passwords must include upper- and lowercase letters, numerals, and one of five special characters (^, ~, -, Administrators may adjust these default settings using the Password Configuration tab in the SAM Server Utility. When upgrading to v1.9, passwords imported from previous installations do not need to be changed. (Scholastic Hosting Services and Expert 21 have default password requirements of six [or more] characters of which at least one must be a numeral.) USER_NAME is the primary identifier for a teacher. If an import contains a USER_NAME that matches an existing user name in the database, the program will verify that the FIRST_NAME field matches the first name of that teacher in the database. If the USER_NAME and FIRST_NAME match, the program will verify that the LAST_NAME also matches. If all of this information matches, the information in the *.csv file overwrites the information in the database. SAM v1.9 Data Movement Manual Updated Roster Import 31

7 Column headings for optional fields do not need to be included. Optional fields for some records may be kept blank, however: If an optional field is left blank in the *.csv file and data already exists in the database for that USER_NAME, the existing data will remain as is; blank fields will not overwrite existing data. If nothing is entered for PASSWORD in the *.csv file, the default will be Below is an example of how to format a valid *.csv file (note the double comma indicates a necessary but empty field): [Line 1] DISTRICT_USER_ID,SPS_ID,PREFIX,FIRST_NAME,LAST_NAME,TITLE, SUFFIX, ,USER_NAME,PASSWORD,SCHOOL_NAME,CLASS_NAME [Line 2] ,1024,Ms.,Sarah,Green,Teacher,Jr.,sgreen@lincolnschool.edu,Sarah Green,SG024,The Lincoln School,English Class [Line 3] 56678,1025,Mr.,Jamal,Evans,Teacher,jevans@lincolnschool.edu, JamalEvans,JE555,The Lincoln School,Math Class SAM v1.9 Data Movement Manual Updated Roster Import 32

8 Once the roster import file for students or teacher is created, proceed with the roster import process: 1. Sign in to SAM as an administrator. 2. Double-click My District at the top of the SmartBar or click the Roster tab at the district level to access the district Profile screen. 3. In the Advanced Settings menu in the lower right corner, click the Import link if importing students (or importing a file other than a roster import file) or the Import Teacher link if importing teachers. This opens the Select a File to Import screen. 4. On the Select a File screen, click the Browse button (or the Choose File button on a Macintosh ). Select the *.csv file created in Step 1 (or an *.smx file or *.zip file, if importing a file other than a roster import file). After selecting the file, click the Next button to open the Import Student (or Teacher) Roster Data screen. Select the file to import and click Import to open the Processing Request screen and finish the import process. When the import is finished, click Close to return to the SAM Home Page. An alert appears in the Message Center. SAM v1.9 Data Movement Manual Updated Roster Import 33