Data Extraction Manual IMPORTANT: You will need to create a master folder (named SPA Data ) into which you will save all of your school s results, including all your AIM and NAPLAN data from 2004 to 2012. Please make this folder now and save it in a place where you will be able to easily find it again. I suggest the desktop for now. Don t be put-off by the size of the instructions for each section as most steps are the same for extracting your Primary and Secondary results. We have just tried to be very detailed and walk you through step by step. Please don t hesitate to call Rowan Holmes-Smith on 0417 129 074 at any time if you are confused. He is more than happy to guide you through the extraction process. Also note: If you have already downloaded and uploaded data from 2004-2011 you only need to download your 2012 data. Just follow the instruction manual below and only download your 2012 data files. 1. Getting to the Extract function a) Using Internet Explorer, go to http://naplands.vcaa.vic.edu.au b) From the menu on the left, choose the underlined NAPLAN Data Service System Login (see below) c) The following login screen should appear: Type in your User ID: and Password: (sent to your school principal) and then click on the Login button.
d) The following screen should appear. You are now in the NAPLAN Data Service and are ready to extract your school s data using the Extract button at the top of the screen. e) Click on the Extract button to bring up the following screen. (Note, however, the first time this screen appears only the Year section will appear.) f) You are now ready to begin downloading the appropriate files.
2. Extracting AIM Primary Results (Secondary schools should skip this step). (NB. DO NOT DOWNLOAD 2003 DATA) a) Click on the AIM radio button and select 2004 from the dropdown box. This will bring up the Test box. b) Click on the Year 3 radio button. This will bring up the Study and Groups boxes. c) Leave Both selected in the Study box but click on the Outcome Level Data check box in the Groups box. This will make the Outcome Level Data options available to you. d) At the bottom of the list of options click on the Select All check box to select all Outcome Level Data options to download. e) Click on the Extract button at the bottom left of the screen to bring up the following Click to download compressed ZIP file dialog box. f) Click on the Click to download button then click on open to open the *.zip folder containing the extracted data then double click on the Excel file in the folder to open your data. It should appear similar to the following.
g) From the Office button (Excel 2007) or the File menu (Excel 2003) select Save As. (see below) Excel 2007 Excel 2003
h) In the Save As dialogue box you will need to do three things. First you will need to put your curser in the File Name box and give the file an appropriate name (e.g. AIM Primary Y3 04). Second, the Save as type box should be showing that the file is currently a CSV (Comma delimited) (*.csv) file. If not, make sure it is. Third, you will need to select an appropriate folder in which to store the file (e.g. the SPA Data folder you created earlier). When you have completed these three tasks click on Save to save the file. The following message will appear so click on the Yes button to keep the file as a *.csv file. i) Your SPA Data folder is now going to have seven more data sets added to it (namely: AIM Yr 5 2004, AIM Yr3 2005, AIM Yr5 2005, AIM Yr3 2006, AIM Yr5 2006, AIM Yr3 2007 and AIM Yr5 2007) j) To add these additional sets of data, repeat Steps 2a to 2h above making sure you select the appropriate Year and Year Level each time. k) When you have downloaded all of your data for each year level from 2004 to 2007 move on to either the secondary results (if you are a P-12 school) or move onto the NAPLAN Data. 3. Extracting AIM Secondary Results (Primary Schools should skip this step). (NB. DO NOT DOWNLOAD 2003 DATA) a) Click on the AIM radio button and select 2004 from the dropdown box. This will bring up the Test box. b) Click on the Year 7 radio button. This will bring up the Study and Groups boxes. c) Leave Both selected in the Study box but click on the Outcome Level Data check box in the Groups box. This will make the Outcome Level Data options available to you. d) At the bottom of the list of options click on the Select All check box to select all Outcome Level Data options to download. e) Click on the Extract button at the bottom left of the screen to bring up the following Click to download compressed ZIP file dialog box.
f) Click on the Click to download button then click on open to open the *.zip folder containing the extracted data then double click on the Excel file in the folder to open your data. It should appear similar to the following. g) Click on the Open button to open the *.zip folder containing the extracted data then double click on the Excel file in the folder to open your data. It should appear similar to the following.
h) From the Office button (Excel 2007) or the File menu (Excel 2003) select Save As. (see below) Excel 2007 Excel 2003 i) In the Save As dialogue box you will need to do three things. First you will need to put your curser in the File Name box and give the file an appropriate name (e.g. AIM Primary Y7 04). Second, the Save as type box should be showing that the file is currently a CSV (Comma delimited) (*.csv) file. If not, make sure it is. Third, you will need to select an appropriate folder in which to store the file (e.g. the SPA Data folder you created earlier). When you have completed these three tasks click on Save to save the file. The following message will appear so click on the Yes button to keep the file as a *.csv file. j) To add these additional sets of data, repeat Steps 3a to 3h above making sure you select the appropriate Year and Year Level each time. k) Your SPA DATA folder is now going to have five more data sets added to it (namely: AIM Yr7 2005, AIM Yr7 2006, AIM Yr9 2006, AIM Yr7 2007 and AIM Yr9 2007). Remember, there is no Yr9 data for 2004, 2005 or 2006.
l) When you have downloaded all of your data for each year level from 2004 to 2007 move onto the NAPLAN Data. 4. Extracting NAPLAN Results a) Click on the NAPLAN radio button and select 2008 from the dropdown box. This will bring up the Test box. b) Click on the Year 3 radio button (Primary and Pri-Sec schools) or the Year 7 radio button (Secondary schools). This will bring up the Study and Groups boxes. c) Leave All selected in the Study box but click on the Outcome Level Data check box in the Groups box. This will make the Outcome Level Data options available to you. d) At the bottom of the list of options click on the Select All check box to select all Outcome Level Data options to download. e) Click on the Extract button at the bottom left of the screen to bring up the following Click to download compressed ZIP file dialog box. f) Click on the Click to download button then click on open to open the *.zip folder containing the extracted data then double click on the Excel file in the folder to open your data. It should appear similar to the following.
g) From the Office button (Excel 2007) or the File menu (Excel 2003) select Save As. (see below) Excel 2007 Excel 2003 h) In the Save As dialogue box you will need to do three things. First you will need to put your curser in the File Name box and give the file an appropriate name (e.g. NAPLAN Primary Y3 08). Second, the Save as type box should be showing that the file is currently a CSV (Comma delimited) (*.csv) file. If not, make sure it is. Third, you will need to select an appropriate folder in which to store the file (e.g. the SPA Data folder you created earlier). When you have completed these three tasks click on Save to save the file. The following message will appear so click on the Yes button to keep the file as a *.csv file.
i) To add these additional sets of data, repeat Steps 4a to 4h above making sure you select the appropriate Year and Year Level each time. j) Your SPA Data folder is now going to have more data sets added to it (depending on your school type these may include NAPLAN Yr5 2008 and/or NAPLAN Yr7 2008 and NAPLAN Yr9 2008 plus NAPLAN Yr3 2009 and NAPLAN Yr5 2009 and/or NAPLAN Yr7 2009 and NAPLAN Yr9 2009) k) When you have downloaded all of your data for each year level from 2008 to 2012 move onto the Item Response Data. 5. Extracting Item Response data a) Click on the NAPLAN radio button and select 2008 from the dropdown box. This will bring up the Test box. b) Click on the Year 3 radio button (Primary and Pri-Sec schools) or the Year 7 radio button (Secondary schools). This will bring up the Study and Groups boxes. c) Leave All selected in the Study box but click on the Question Level Data check box in the Groups box. This will make the Question Level Data options available to you. d) At the bottom of the list of options click on the Select All check box to select all Question Level Data options to download. e) Click on the Extract button at the bottom left of the screen to bring up the following Click to download compressed ZIP file dialog box.
f) Click on the Click to download button then click on open to open the *.zip folder containing the extracted data then double click on the Excel file in the folder to open your data. It should appear similar to the following. g) h) From the Office button (Excel 2007) or the File menu (Excel 2003) select Save As. (see below) Excel 2007 Excel 2003 i) In the Save As dialogue box you will need to do three things. First you will need to put your curser in the File Name box and give the file an appropriate name (e.g. NAPLAN Outcome Primary Y3 08). Second, the Save as type box should be showing that the file is currently a CSV (Comma delimited) (*.csv) file. If not, make sure it is. Third, you will need to select an appropriate folder in which to store the file. When you have completed these three tasks click on
Save to save the file (e.g. the SPA Data folder you created earlier). The following message will appear so click on the Yes button to keep the file as a *.csv file. j) Follow steps 5a to 5h above for each year level for 2008 to 2012 k) Your SPA Data folder is now going to have more data sets added to it (depending on your school type these may include NAPLAN Yr5 2008 responses and/or NAPLAN Yr7 2008 responses and NAPLAN Yr9 2008 responses plus NAPLAN Yr3 2009 responses and NAPLAN Yr5 2009 responses and/or NAPLAN Yr7 2009 responses and NAPLAN Yr9 2009 responses). You should now end up with a file for each year level from 2004-2007 for AIM data and a file for each year level from 2008 to 2012 NAPLAN data in your SPA Data folder. Once you have reached this stage, please move on to the uploading your files instruction manual.