1. Uploading Data into WEST
September 16, 2011
Dessa Augsburger, Asst. Dir. Development & Communications
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2. Welcome to WEST Don’t Break the Bank. Track. Show & Tell. House.
WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.  
The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student.
Saddle up, we’re going WEST

3. Welcome to WEST House Relevant Student Information
Track what you do to help
students succeed
WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.  
The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student.
Saddle up, we’re going WEST

4. purpose is meaningful data correlation.
Welcome to WEST
purpose is meaningful data correlation.
Show & Tell the fruits of your labor indicated by students’ college
enrollment, persistence & success
WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.  
The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student.
Saddle up, we’re going WEST

5. purpose is meaningful data correlation.
Welcome to WEST
purpose is meaningful data correlation.
Student Background:
Demographic, Parental Info
Current Academic Information
College Path Information
Standardized Test Info
College Applications & Enrollment Status
WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.  
The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student.
FAFSA Status and Award Info
Post Secondary Enrollment Information
National Student Clearinghouse data
Access Program Data
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6. Welcome to WEST Individual or Group Participation
Date, Duration, Location, Session Type
Services/Topics (All contain sub-categories)
Career Exploration
Academic Advising
Postsecondary Admissions
WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.  
The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student.
Postsecondary Entrance Exams
Financial Aid
Last Dollar Scholarship
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7. Introducing: WEST’s Upload Feature Here’s a Quick Run-Through…
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8. Introducing: WEST’s Upload Feature Setup
What does the input data need to look like?
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9. Introducing: WEST’s Upload Feature 2. Mapping
Put it away: Tell WEST what’s going on, and where stuff should go by dragging the WEST field labels over to the relevent labels on your spreadsheet.
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10. Introducing: WEST’s Upload Feature Duplication Check
How do I match my info with the right
students in WEST?
Tell WEST how to look for duplicates…
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11. Introducing: WEST’s Upload Feature 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)
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12. Introducing: WEST’s Upload Feature 5. Report
Summary of what just happened
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13. Today’s Line Up Set it Up Map it Over
Avoid Duplication of Data going into WEST
Let WEST Find Compatibility Problems
5. Check out the Results
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14. Who can upload? What can I upload?
Only WEST Administrators can upload data
The Admin can decide who can see that data
-Anyone
-Someone in particular
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
What can I upload?
Student data
Education History Records
Testing Records
College Applications
Individual Participation / Group Participation
Postsecondary History Records
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15. Testing

16. What should the info look like for WEST to know what I want it to do?
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Two Keys to Uploading:
Formatting
Layout
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17. What should the info look like for WEST to know what I want it to do?
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Formatting
Refer to the WEST Field Lookup link in the Uploader and/or the Upload Field Reference document
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
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18. What should the info look like for WEST to know what I want it to do?
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Layout
And for layout, it’s important to understand a bit about how information is layered in WEST…
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19. College Path Information College Enrollment Info
Student Background
College Path Information
Programming
College Enrollment Info
Profile
Education
Testing
College
Financial
Participation
Postsecondary
Profile/
Demo.
Edu. Overview
Financial Info
Post Sec.
Overview
In WEST, there are single record fields, and multiple record fields, or in other words, static fields and historical fields.
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20. Testing
Here’s an example of the difference: Under Education, there’s Overview and History. Overview is a static field – it’s built to get updated year after year and only show the current picture of what’s going on. Then there’s History. History is where multiple education records are stored – so one for 7th grade, 8th grade, 9th grade and so on.

21. Testing
Historical records just add more records to that screen, they stack on top of each other. Whereas in the static screens – Profile/Demographic, Education Overview, Financial Info, and Post Secondary History info – get updated each year. The screens stay the same, but the info inside changes.

22. College Path Information PS Enrollment Information
Student Background
College Path Information
Programming
PS Enrollment Information
Profile
Education
Testing
College
Financial
Participation
Postsecondary
Profile
Edu. Overview
Financial Info
PS Overview
Test 1
Participation 1
Test 2
College Interest 1
Participation 2
Education History
PS History 1
College Interest 2
Test 3
Education History
Participation 3
PS History 2
College Interest 3
Education History
Participation 4
PS History 3
Participation 5
So if you were to think of the “depth” of these records, then the static pieces of info get one line, and the historical pieces of info get multiple lines. This is important to know because it’s how your spreadsheet needs to get set up in or for WEST to recognize what’s going on.
= Overwrite Fields (Unique or Static Information)
= 1 Row each
= Addition Fields (Historical Information)
= Multiple rows, for each
new piece of information
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23. = Overwrite Fields (Unique or Static Information) = 1 Row each
Here’s an example of static information – just student background information that should get uploaded into WEST.
= Overwrite Fields (Unique or Static Information)
= 1 Row each
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24. = Addition Fields (Historical Information) = Multiple rows, for each
Here’s an example of information that you wouldn’t want to overwrite, but simple “add to:” We’re looking at the different colleges that students have applied to. It might be funny to see Jimmy listed three times, but this what communicates to WEST that there’s three different records: Jimmy applied to UC, to OSU, and Northern Kentucky. Each new college record gets its own line.
= Addition Fields (Historical Information)
= Multiple rows, for each
new piece of information
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25. What Type of Upload Do Shall We Do?
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Student Data (Profile/Demo., Edu. Overview, Financial Info, PS Overview)
Education History Data
Testing Data
College Data
Individual Participation Data
Post Secondary History Data
Attach Students to Existing Group Sessions
Saddle up, we’re going WEST

26. What Type of Upload Do Shall We Do?
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Saddle up, we’re going WEST

27. What Type of Upload Do Shall We Do?
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Saddle up, we’re going WEST

28. 1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Saddle up, we’re going WEST

29. What Type of Upload Do Shall We Do?
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Saddle up, we’re going WEST

30. What Type of Upload Do Shall We Do?
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Saddle up, we’re going WEST

31. What Type of Upload Do Shall We Do?
1. Set it Up
2. Map it Over
3. Avoid Duplication of Data going into WEST
4. Let WEST Find Compatibility Problems
5. Check out the Results
Saddle up, we’re going WEST

32. Q & A Contact: Dessa Augsburger
Assistant Director, Development & Communications
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