To access the Import Fixed Length Files form, click on Testing and Assessment. Click on the Import Fixed Length Files button.
The Import Fixed Length Files form will display. The Import New Record Layouts button will access all record layouts available for various tests. If the record layout is not listed it is not available as of yet.
To import a record layout, click on the Import New Record Layouts button.
Click on the Name of Layout drop-down and a list will display of record layouts available for importing. Select the record layout to be imported.
Click on the Import button. A message will display indicating that the record layout has been added. Click on the Exit button.
Once the record layout has been imported it can be selected from the Select a Record Layout to Import drop-down list.
NOTE: If the record layout is not listed it has not been imported.
NOTE: Beginning with the 2013-14 school year, the PSAT test has both a comma delimited (.csv) and a fixed length (.dat) file layout. Select the appropriate layout for the file that will be imported.
The location of the file to be imported must now be entered in the Full Path and File Name field. To locate the file, click on the File Selection box to the right of the field.
The following file selection box will display. Click on the file and the file name will automatically display in the File Name field. Click on the Open button.
The path and file selected will display. Click on the Load button. The form will display the information for the first student located in the local table.
NOTE: Please note that if the file extension is .SCR or .DAT, for example SAT.SCR or PSAT.DAT, you MUST rename the file extension to .TXT, for example SAT.TXT or PSAT.TXT prior to Loading the records.
NOTE: PSAT comma delimited files may take longer to Load than fixed length files due to the increased record length and field padding in the file.
Default Test Date
Some test files do not contain a test date for any of the records loaded and will be assigned a default test date for each record when the Update process is done.
Starting in the 2009 school year the first time CELDT is imported the oldest test date located in the file will display in Default Test Date. This date will only be used as the test date for students in the file that do not have a testing date. All other students with a test date in the test record will have their exact test date loaded.
A Test Admin will also be assigned to this test load. The Test Admin will contain four digits with the first month of the default test date and the last two digits of the year.
Source and Type
Several of the file layouts support the Source (SRC) and Type (TY) fields. These fields can be used to identify how the records were entered into the system. The Code (COD) table is populated with the default values (LOC, RT, VND) for the Source field. Additional codes can be entered. The Type field does not have any default values. Additional codes can be entered by the district.
New codes can be added to the code table for the Source and Type drop-downs in the Update Code Table form. To add codes to the Source drop-down select the TST table and SRC field. To add codes to the Type drop-down select the TST table and the TY field.
Match Test Data
The Matched to information will display zeroes in the Student# or Perm ID field for all students. The Tot Rcds in File and Tot Unmatched Rcds at the bottom of the form will display the number of records loaded into the local table.
After the test table is loaded the Match can be performed. This option will compare the local test table to the school database.
It will use various comparisons to locate the student in the STU table. If the student is located the student’s permanent ID number, school number and student number will be copied into the local test table.
Click on the Match button and the following message will display. Click on the Yes button.
The following options will display in the order that the records will be matched. The order can be changed by highlighting the input field and using the up or down arrow keys on the right. Match criteria can also be removed by highlighting the criteria and selecting Remove.
It is suggested that the records are verified by selecting the birthdate and/or name. This process can also be run for Only Un-matched records. After all selections are made click the mouse on the OK button.
When the data match has completed a message will display. This message includes the number of students that were matched and the number of students that could not be located. The total number of test records processed will also display. Click on the OK button.
The Import Fixed Length File form will now display a Student # or Perm ID # for students located in the STU table. Unmatched students will display zeroes in the Student# or PermID field.
To display only unmatched students click on the Show Unmatched Test Records Only box. The only students displayed will be students containing zeroes in the Student# or PermID field.
To sort students by name click on the Sort by Name Only box. The data will now display in student name order. If the school version contains all schools an option is available to only display this school’s students. Click on the Show Only this School box and only the students for this school will display.
To locate a student in the STU table to be matched to the student displayed click on the Stu Lookup button.
The following selection box will display. Enter part of the student name in the text field. A list of students will display.
If the student is located click on the student’s name and click on the OK button. The Student# or Perm ID number will be loaded.
Fixed Length File Reports
Due to possible data errors or students no longer enrolled in the District some students may not match. Prior to running the Update function, it is suggested that as many students as possible be matched. Reports are available to provide lists for research. Click on the Reports button. The following form will display with the current Record Layout being utilized at the bottom.
The Print Unmatched Records report can be utilized to try and locate students in the STU table for manual entry. If a student is located the student number can be logged onto the report. The correct School and Student# fields can then be manually entered on the Import Fixed Length File form.
To print a list of unmatched records, click on the Print Unmatched Records button. A report will be generated with the students imported into the local table that currently do not have the Student# in the table.
The Print Student From the Local Table report can generate a listing of all students loaded into the local table. To print a list of students, click on the Print Student From the Local Table button. A report will be generated with all students imported.
The Print Record Layout report can generate a listing of the fields and their descriptions for the file being utilized. To print a record layout, click on the Print Record Layout button and the following report will be generated.
Update Test Tables
After the local table is matched and students have been manually updated, the data can then be loaded into the Aeries Testing tables. Click on the Update button and the following message will display. To update the scores into the Testing tables, click on the Yes button.
NOTE: Prior to updating the test scores it is the School or Districts responsibility to verify and match the student’s correctly to ensure the scores get loaded into the correct student record.
Some test loads do not have test dates in the test records. If some records do not have test dates the following message will display. Selecting Yes on this message will print out a list of the records with blank dates for verification and stop the upload process. Selecting No will bypass the report and continue on with the update process.
After the update is complete a message will display with total records processed, total records deleted that were previously added and total new records added. Click on the OK button.