eSchoolPLUS+ Student Management System
Importing Regents Exam Scores into eSchoolPlus Report Cards
Note: Districts will receive scored Regents files in Excel from the Data Warehouse team during Regents testing periods.
1. Receive and Prepare Regents Exam Score File for Import
· Open Excel file received and:
o Verify the file is sorted by building and by test descending. This will sort records for tests taken on “Extra Answer Sheets” to the bottom of the file as THESE records will not import into eSchoolPLUS. Tests taken on “Extra Answer Sheets” must be manually entered.
o Remove the header line of the file.
Do NOT make any other changes to the file.
· Select File, Save As. Navigate to the location where you wish to save the file. Enter a short but meaningful report name. Typically the file name would start with REG followed by month of test (Jan, Jun) followed by the School year - (for example: REGJan12, REGJun12, REGJan13, REGJun13 etc...). Do not use underscores in file name.
· Select text (tab delimited) for the file format.
THE EXAMPLE WE WILL USE IN THIS DOCUMENT IS FOR A JANUARY 2012 REGENTS… ADJUST TO MATCH THE MONTH AND SCHOOL YEAR OF THE REGENTS THAT YOU ARE IMPORTING
· Select Save. (When prompted ‘do you want to keep the workbook in this format?’ respond yes).
· X out of the spreadsheet and answer No when asked if you want to save changes.
2. Upload Saved Regents Score Text File to Your Home Directory in eSchoolPlus
· Log into eSchoolPLUS
· Select Upload File
· Browse to select the extract file you saved earlier.
· Select filename and click Upload.
· When upload completes, click on My Home to return to your home page.
3. Prepare to Import Regents Exam Scores into Report Cards
· In eSchoolPLUS, navigate to Utilities> Upload/Download>Setup> Upload Definition.
· Select the Interface ID that corresponds with the Regents Exam scores that your are importing by clicking on the description link
(If the Upload Definition Search screen displays, select Search to bring up list).
There should be an Interface ID with a matching month and school year to your file.
· Make sure that the filename in Filename* column matches the name of the Regents Exam Score file that you just uploaded (and named). Change name to match desired file if necessary (Do not use underscores in file name).
· Save your changes
4. Backup and Verify upload information
· In eSchoolPLUS, navigate to Utilities> Upload/Download> Run Upload
· Select Interface ID that corresponds with the Regents Exam scores that you are importing (Our example is JAN12).
· Do a Backup Before Beginning – DO NOT SKIP THIS STEP
o To do this, while on Run Upload screen, select the following prompts: Verify upload data without updating database, Update Existing Records, Only Update Blank Fields, and User’s Report Directory (Note: Be sure to uncheck Insert New Records).
o Now, click on the Backup button
· After Backup completes, Run a Verification of the Import File
o On Run Upload screen, select: Verify upload data without updating the database, Update Existing Records, Only Update Blank Fields, & User’s Report Directory. (Note: Be sure to uncheck Insert New Records).
o Select run.
o After job is done running, check the Interface Upload Log that was generated on your eSchoolPLUS Homepage.
If the file has error ‘The file…could not be found’, check to make sure that filename.extension in the Upload Definition is correct and that the file is visible in your reports on your homepage.
5. Import Regents Exam Scores into Report Cards
· While on Run Upload screen, select Run upload, updating the database.
As before, Update Existing Records, Only Update Blank Fields, and User’s Report Directory should be checked (Note: Be sure to uncheck Insert New Records).
· Select Run
6. Check the Interface Upload Log for errors:
Error: ‘Record x: No students match the data for this record. Record skipped.’
This means the student ID in the import file does not exist in eSchoolPlus.
Error: ‘Record x: Value for external column…must be numeric’ & ‘Record x: Cannot insert a blank value into field…Record skipped.’
These errors mean that an extra sheet was used (building, course & section in the record will all be zeroes) or the report card for this student-building-course-section does not exist in eSchoolPlus.
· In case of errors, Scores may have to be manually entered into report cards.
· To determine which student scores have to be manually entered, open the original Excel file you received & locate the records you received errors for.
NOTE: The record number to look for is one more than the record number reported in the error message due to the heading line in the Excel file.
· If your log contains other errors or issues, DO NOT RESTORE - Contact eSchool
7. Go to Student Report Card Summary or Mark Entry by Course and Verify That Regents Exam Scores Were Imported
Important Notes:
If a student is not in the course/section contained in the score file their score will not import and will have to be manually entered. YOU WILL NOT GET A MESSAGE INDICATING THIS.
In the case that a student Regents Exam had to be re-scored, the new score will have to be updated in report cards since the import will NOT replace existing Regents scores in report cards.