1. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Import Testing Data Presented by: Adrian Ruiz Presented by: Adrian Ruiz

2. Agenda What we are covering in this session Test Setup Match Student ID Tool Importing Test Scores Additional Features Other Notes

3. Test Setup

4. Are the tests set up correctly? To access Test Configuration go to: Assessment Menu  Setup Standardized Tests Add/Remove test codes, add different parts and score types

5. Test Setup Did you check score types? It is recommended that different score types are setup first before adding test parts To add new score types, select Standardized Tests  Setup Score Types

6. Test Setup Please remember Each score type in your list should always have a unique Short Name Value

7. Test Setup What’s the next step after Score Type Setup is done? Association to a test (Add or Remove Score Types)

8. Test Setup What’s the next step after Score Type Setup is done? Once aScore type is part of the Test, you can Add/Remove score types at the Parts level

9. Match Student ID Tool

10. Do you have a student ID? Attach student ID number to a record that is not originally included in the file Tool is located in the Import Tools module (School Setup > Import Tools > Match Student ID)

11. Match Student ID Tool Did you setup your parameters settings? Parameters must match the file format: - File extension (Usually “Fixed- Width”) - File Contains Header Information (Usually “No”) - Custom Data Format (It varies from test to test. Format are provided on the Test Layouts) After parameters are set, click Upload File

12. Match Student ID Tool Mapping Screen Select the applicable template from the Template pull-down list If not available, a new template can be created After required fields are mapped, a template can be saved for future use

13. Match Student ID Tool For new templates, the required fields for Student IDs are: First Name Last Name Gender Birthdate The process will find the student’s ID based on these values.

14. Match Student ID Tool What do I do after mapping is complete? Click on the Match button located on the right side Output o Match = Do Manual Match o Empty Screen = All Students have been Matched

15. Match Student ID Tool Complete search with correct student Select the Student ID number and the pop-up window will automatically close The student will be matched Select Student link will replace with the Student ID number

16. Match Student ID Tool Students with no match If a student was incorrectly matched, repeat the process and update the value. Please note that to do student search the student record with a valid enrollment needs to exist in the database. Extra blank line may appear, it is ok

17. Match Student ID Tool What do I do after the manual match is complete? Click SAVE System will generate an output file with the same data and file extension as your original file, and Student IDs will be appended at the end. File will include the word MATCHED in the file name along with timestamp It will auto save to the server’s uploaded assets/export/test_history directory This will be the file will be used to import Test Scores

18. Importing Test Scores

19. My test scores are ready for import, what is the next step? Use the Test History import tool version 2 Import Tools  Test History v2 A Tests pull-down will appear on the top left Choose specific test data for import

20. Importing Test Scores My test scores are ready for import, what is the next step? The valid file extensions for the import tool are *.txt or *.csv If file *.DAT extension change to *.txt If manually setting an administration date or year, make sure the formats match the format set in the parameters.

21. Importing Test Scores My test scores are ready for import, what is the next step? Manual entry for administration dates and school years: - Enter values for only one option - Or choose to enter value for both

22. Additional Features

23. What happens if my test files has more than one test part score per column? Split file into different parts Must run the Matched file through Match Student ID tool and use Separate Field option

24. Additional Features What happens if my test files has more than one test part score per column? Move the Matched file from uploaded- assets/export/test_history/directory to uploaded-assets/export/matches directory using FTP application

25. Additional Features What happens if my test files has more than one test part score per column? Go to Match Student ID tool select the Matched file you want to separate Adjust Parameters Upload the file Use the Separate Field option of the Mapping Field pull-down Select Separate – will push a separate file for each value

26. Other Notes Which tables are updated in the database when adding Test Data? Adding a Score Type: Table: TEST_HISTORY_SCORE_TYPES | Primary Key: ID Adding a Test: Table: TEST_HISTORY_TESTS | Primary Key: ID Adding a Test Part: Table: TEST_HISTORY_PARTS | Primary Key: ID Links to TEST_HISTORY_TESTS on TEST_ID and TEST_HISTORY_SCORE_TYPES on SCORE_TYPES Adding a Student’s Test Score: Table: TEST_HISTORY_ADMINISTRATIONS | Primary Key: ID Links to TEST_HISTORY_TESTS on TEST_ID Table TEST_HISTORY_SCORES | Primary Key: ID Links to TEST_HISTORY_ADMINISTRATIONS on ADMINISTRATION_ID, TEST_HISTORY_TESTS on TEST_ID, TEST_HISTORY_PARTS on PART_ID, and TEST_HISTORY_SCORE_TYPES on SCORE_TYPE_ID

27. Other Notes Where to get information on Tests? FLORIDA Florida Department of Education – http://www.fldoe.orghttp://www.fldoe.org Accountability > Data Systems > Database Manuals > 20XX-YY Student Information System > Appendix L: Test Subject Content Codes http://www.fldoe.org/accountability/data-sys/database-manuals-updates TEXAS Texas Education Agency – http://tea.texas.gov/http://tea.texas.gov/ Reports & Data > Texas Records Exchange (TREx) > TREx Data Standards > 20XX-YY TREx Data Standards > Code Values http://tea.texas.gov/Reports_and_Data/Data_Submission/Texas_Records _Exchange_%28TREx%29/TREx_Data_Standards/ NEW JERSEY State of New Jersey Department of Education – http://www.state.nj.ushttp://www.state.nj.us Overview of DOE Sites > Assessment http://www.state.nj.us/education/assessment/

28. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Any Questions Contact Information Adrian Ruiz Lead Data Specialist 727-388-3330 adrianr@focusschoolsoftware.com

29. Thank You Please be sure to complete the comment card for this session and enjoy the rest of the Users’ Conference!