UPLOADING DATA IN WEST Welcome to WEST! Saddle up, we’re going WEST

What We’ll Cover Today I. Resources & Training II. WEST Uploader I. Standard Uploads I. Student Data II. Education History/Post Secondary History II. Activity Uploads I. Testing Data II. College Data III. Individual Participation Data IV. NSC Post Secondary History Data V. Existing Group Sessions III. Process I. Start with a List II. Format III. Upload

Don’t go it alone! Resources & training

Resources & Training   Training Calendar (apps.ohiocan.org/westcalendar)apps.ohiocan.org/westcalendar  Resources Quick Reference Guide – outlines basics of the system Upload Templates Report Guide NSC Guide Past presentations

Upcoming Training October 31 November 14

Gather Info, Format, Upload Uploading Data into WEST

…if I can get info into a spreadsheet, then I can track it in WEST…

Data Entry: In Bulk

What can I upload?

Two Upload Purposes Standard Uploads -Getting students set up in WEST Load Types: Student Data (Profile, Education Overview, Financial, Post Secondary Overview) Education History NSC Post Secondary History Activity Uploads -Adding activity/participation info to students Load Types: Testing Data College Data Individual Participation Existing Group Sessions Post Secondary History Data

Standard Upload Standard Uploads -Getting students set up in WEST

Activity Upload Activity Uploads -Adding activity/participation info to students

Upload Process  Start with a List  Format  Field Key  Rows Standard = One row each Activity = One row per activity (multiple rows per student)  Upload

Format What should the info look like for WEST to know what I want it to do? There are certain ways WEST needs to see the info in each cell  generally speaking, alphanumeric text strings satisfy that format There are fields, however, that need specific values  for example: Male / Female has to be written out, can’t be M or F  Another example: States need to be written out, not abbreviated Formatting Refer to the WEST Field Lookup link in the Uploader and/or the Upload Field Reference document

Formatting Reference “WEST Upload Templates and Report Samples” “View WEST Field Lookup”

Standard Upload List: Student Data, Education History OR Post Secondary History Minimal Student Information Needed to Get Set Up: First Name Last Name Birthday Expected Year of Graduation Ending Academic Year or Term Start/End Date School/College Name

Activity Upload List: Testing, College, Individual Participation, Existing Group Sessions, Post Secondary History Minimal Information to Add Activity Data: First Name Last Name Birthday Activity Info Test Name, Date, Score College Application, Status Individual Session Type Group Session ID Or WEST ID, since students must already exist in WEST }

Using the Uploader 1. Set Up 2. Mapping 3. Duplication Check 4. Verification 5. Report

Name your upload something helpful, like “Dessa’s first list of students ” Select “Loading Student Data (new or existing students)” from the dropdown Choose the correct owner for the particular list of students (by login name) Find the list you saved on your computer

2. Mapping Tell WEST what’s going on, and where stuff should go by dragging the WEST field labels over to the correct labels on your list.

3. Duplication Check If my list of students is already in WEST, how do I match my list with the right students in WEST? Tell WEST how to look for duplicates…

Introducing: WEST’s Upload Feature 4. Verification Let WEST check your info for compatibility – it’ll let you know what the status is before you commit Total records (we’re working with) New records (compared to what’s in WEST) Duplicates (compared to those in WEST) Overwritten (fields you’re updating, but WEST will verify before doing so) Ignored (stuff you don’t want to deal with now (duplicates, errors)) Errors (Incompatible info or format in the cell, duplicates within the list)

5. Report Summary of what just happened

Uploader Tips Set Up  Spreadsheet should have only one header row  Use only one tab in workbook  Each column should have a heading name Mapping  Name your column headings the same as WEST fields  Oder your columns by screen, and in the order of WEST fields within each screen  If something doesn’t look right, you can save the mapping, upload a new spreadsheet, and continue Duplication Check  Use WEST ID once students are in the system  Use first name, last name and birthday if at all possible Verification  In order to load data, all issues must be resolved or ignored  You can go back and upload ignored data at a later time  “Undo” or “rollback” works for 48 hours Report  Export the report so that you now have student names and their new WEST ID that you can use for future uploads

WEST Upload Types  Student Data (new or existing students)  Education History Data (existing students only)  Testing Data (existing students only)  College Data (existing students only)  Individual Participation (existing students only)  Post Secondary History Data (existing students only)  Existing Group Sessions (existing students only)  NSC Post Secondary History Data (existing students only)

Individual Participation Fields Date (enter text) Location (enter text) Duration (select duration) Session Title (For Group Sessions) Service Program (Select one) Academic Preparation Adult Learner Advisory Services Career Development Early Awareness GEAR UP Last Dollar Scholarships Resource Center Retention Effort Talent Search (customized by program) Session Type (Select one) Computer Search Inquiry Materials /Applications/Forms One-on-one Advising; Referral Workshop Postsecondary Entrance Exams o PSAT information o PSAT registration o PSAT scores o SAT information o SAT registration o SAT scores o ACT information o ACT registration o ACT scores Financial Aid o Financial aid overview o FAFSA assistance o SAR assistance o Aid award letter assistance o Profile assistance o Federal grant/loan assistance o State grant/loan assistance Last Dollar Scholarship o CAP scholarship overview o CAP scholarship application asst. Career Exploration o Career search/selection o Major search/selection o Workplace visit Academic Advising o College prep/core curriculum information o State Graduation Test information o GPA assistance o Tutoring o Proficiency preparation Postsecondary Admissions o Postsecondary search/selection o Application asst. o Housing issues asst. o Enrollment issues asst. o College visit Session Topics (Check all that apply) Session Details