The Import Test Results screen can be found under School Info | Imports and Exports.
Test results can be imported while logged into either district or school. When logged into a school, however, only test records with students in the school the user is logged into will be matched and updated. A message explaining this will display under the Match Students button.
Select and Load
On the Import Test Results screen select the file layout for the test data that will be imported. At this time the only test data that can be imported in Aeries Web Version are the 2015-16 CAASPP Student Results, the CAASPP Interim Assessment results, and several college test results. As development continues on the Import Test Results screen more file layouts will become available.
After the file layout has been selected, click on the Select File(s) to Load button to select the test data file(s). Navigate to the test results file(s), select one or more files and click on the Open button.
NOTE: The Shift key, CTRL key or CTRL-A keyboard command can be used to select many or all files.
The number of files selected will display under the Select File(s) to Load button.
Click on the Load button to load the test scores into temporary storage.
Once the data is loaded a list of the students in the test results file will display under Review Loaded Records. The test Default Date and Testing Administration will also be populated with the earliest non-blank date and testing administration in the test results data file. These fields can be manually updated to different values if desired. The Default Date and Testing Administration will be used to populate the testing date and testing administration for test data records that have blanks in these fields.
The Source and Type fields can be used to further identify how the test records were entered into the system. The Source field has several default values (Local Administration, Records Transfer, Testing Vendor, and Unspecified). Additional values can be added to the Source field dropdown and to the Type dropdown in the Update Code Table (COD) screen by filtering for the TST table and SRC or TY fields and entering the desired codes.
NOTE: The Source and Type fields are optional.
The Clear Temp Data button can be used to reset the Import Test Results screen. The test results that were loaded will be deleted from temporary storage and all settings will return back to default.
Users can leave the Import Test Results screen for another screen in Aeries and return to the Import Test Results screen without losing the imported records in temporary storage as long as they remain in the same session (i.e., they do not log out of Aeries). Once the user logs out of Aeries, the test results in the temporary table will be deleted.
The test records that were loaded into the temporary table are displayed under Review Loaded Records. The records are displayed 15 at a time. The student information under the Data From File area comes directly from the student results data file. The Student ID under the Aeries Matched Field column is the student perm id in Aeries that is matched to the test result data. A summary of the number of records Loaded, Matched and Unmatched is under the list of students. The View Matched Students and View Unmatched Students radio buttons can be used to limit the display of records. Clicking on a Letter button can also be used to limit the display of test records to those where the Last Name begins with that letter.
The less than, greater than, and page number can be used to display the remainder of the test records loaded into temporary storage.
After the test results are loaded into temporary storage they must be matched to the students. Click on the Match Students button to display the match options.
Test records can be matched to students in the Aeries system using a variety of identifiers (State ID, Permanent ID, or Name and Birth Date). It is important to know what data is available in the test results file so that the best matching options are selected. For example, the CAASPP Interim Assessment test results do not include the students’ Perm ID or Birth Date, so these would not be good Match Options to select.
Options are also available to Verify Birth Date and Verify Name as additional checks to ensure that the test records are matched to the correct student. In the above example the records from the test results will be matched to students in Aeries by the State ID. Once a match on State ID is found the student name in the test record will be checked against the student name in the system as a secondary check to ensure that the test records are matched to the correct student.
Some test results may allow for several methods of matching test records to students. Click in the box to the left of the match option to select additional options. The order that the match options are evaluated can be changed by clicking in the up-down arrow box and dragging the option to the appropriate level. In the below example the Last Name, First Name, Birth Date match option was moved to the top of the list. The test records will be matched against the students in Aeries first by name and birthdate, then the match process will attempt to match the remaining records by State ID.
Click on the Start Match button to match the test records to the students in Aeries.
Once the match process has completed the list of records will be refreshed with the Student ID that the test record was matched to. Any unmatched records will display a zero (0) in this field. The Matched Records and Unmatched Records counts will also be updated as well as a summary of the number of records and % matched next to the Match Students button.
The Edit button to the left of the test record can be used to manually match test records to students that may not have been matched during the match process or that may have been matched to an incorrect student.
To manually match a test record to a student, click on the Edit icon for the test record. Click on the Search icon to the right of the Student ID. Enter either the student’s last name, first name, permanent ID, or state ID. Click on Enter or the Search button. A list of students will display. Click on the student record that will be matched to the test record. Click on the Close button.
Click on the Save icon to save the changes.
An enhancement has been made to the manual match in the case when the student's permanent ID is already known. In this case, click on the Edit icon to update the test record, and then type or paste the permanent ID directly into the ID field. Click on the Save icon to save the changes.
The Print Unmatched Students button becomes available for the 2016-17 CAASPP Student Results and for the AP Test Results data files after the match process has completed. This report will list the unmatched students along with some identifying information. The information on the report comes from the data file.
NOTE: When importing test records at the school level, the matching process will only match students that have records in the school that the user is logged into.
Update Test Tables
After all test records have been matched click on the Update Test Tables button to import the test records into Aeries.
An email will be sent after the import has completed. It will list the number of records that were added, updated and deleted, and the table(s) that received the records. If any of the records in the data file have invalid test names they will be listed in the email. These records will need to be corrected and re-imported into Aeries. At the end of the email is a list of the file name(s) that were imported.