Data Import/Export Guide - AimsWeb+ Help Documentation

Data Import/Export Guide - AimsWeb+ Help Documentation

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Enter or Update File Data

If you create or use a file from a non-Pearson source, ensure that your column headers match those in the Template tab. Check your data with the instructions on the other tabs.

If you update an exported aimswebPlus file, the format will correctly match the Template tab and can be updated and used for importing. Check your updated content with the instructions on the other tabs.

To enter data in the template:

1. Open the template.

2. Type your data in the Template tab.

3. Refer to the remaining tabs for instructions and samples.

4. Read the important file information in this chapter.

File Guidelines

Item

Templates

Description

Your column headers must match the template column names EXACTLY.

Do not omit any columns, even when the data in the column is optional or conditionally required.

Do not use macros or references to any external sheets or formulas. These may produce hidden characters in your exported .txt file.

Ensure there are no hidden columns in your file.

Ensure there are no extra or blank columns and/or rows.

Maximum file size

Maximum file size is one million records:

A record is considered to be a row of data, such as one student and his/her associated information.

When the maximum size is exceeded, a notification is sent to the Import Process

Initiation Email Address with contact information for assistance.

You may reduce the file size and re-submit the file.

Optional fields

Blank optional fields in your file WILL NOT overwrite pre-existing completed fields.

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Roster files Roster imports are limited to Account Managers. Importing a roster assigns the Account

Contact as the Primary Contact.

Roster files must be done first if you are using the import feature to set up your account for the first time or preparing for a new school year. Use the Roster data file for all organizational and student data import.

Important: See Entry and Exit Dates .

User files

User imports are limited to Account Managers.

Usernames must be unique within the account, even inactive usernames.

User files must contain all of the users for the account and all roles for a given user.

Any missing users will be marked inactive.

EntryDate and ExitDate Fields in the Roster Template

It is strongly recommended that when you create a Roster file to import, always include the

EntryDate and ExitDate. These dates become important for reflecting proper results, including local norms.

• You can use EntryDate and ExitDate to create initial enrollments, update existing enrollments, and add multiple enrollments. Ensure that the dates reflect when the actual changes took place for a particular student’s enrollment. For example, if a student moves into your district, for EntryDate enter the date of the student’s first day of school in your district.

• Students may not be enrolled in two districts at the same time.

This partial figure illustrates the fields in the Roster import template.

Entry/Exit Dates for an Initial Enrollment

To create an initial enrollment:

• For EntryDate, enter the date that the enrollment will take effect.

• For ExitDate, enter the date of the last day of the school year.

Entry/Exit Dates for Updating Enrollments

To update an existing enrollment:

• Enter the Entry and Exit dates that will replace those of the existing enrollment.

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• Be sure to enter the dates correctly in order to not orphan a Benchmark test score. All

Benchmark test administration dates must fall within a class or school's Entry and Exit dates. If both the Entry and Exit dates are before or after a Benchmark test administration date, the application will reject the update and include the following error message on the Roster Import Failed Report: “Student - Student UID: <Student ID>

Error: New Enrollment Dates will Orphan a Score."

Entry/Exit Dates for Multiple Enrollments

If a student exits and re-enters a class or school, each enrollment must be in the file.

• For EntryDate, enter the first date that particular enrollment went into effect.

• For ExitDate, enter the last date of the student’s enrollment.

To create multiple enrollments in the file, add a new row for each Entry/Exit set of dates. The additional row(s) may be added above or below the current row. The system will read and organize the dates correctly.

To create new rows in Excel:

• To insert a new row, select the existing row and right-click in the left (numbered) column. Click Insert. A new row is inserted above the original.

• To copy a row, select the current row, right-click on that row number and click Copy. To paste the copied row, right-click on the next row number (even if it contains data) and select Insert Copied Cells.

Entry/Exit Dates Example of Multiple Rows for Multiple Enrollments

The following figure illustrates dates for three enrollments. The dates are not in sequential order and do not need to be.

Multiple Rows for Multiple Enrollments

Data Changes Made with an Import

Imported items that do not exist within aimswebPlus are created. This includes districts, schools, teachers, classes, rosters, and students. Data within an import file becomes the new current state of the data. Unique Identifiers prevent data being lost, duplicated, or overwritten.

Data is handled as follows:

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Match criteria rules are handled independently. Thus, if a single row has an update to the district and an update to the school and an update to the class and an update to the teacher and an update to the student, all updates are made and are independent of each other.

Insertions: Information contained within an import file that cannot be matched in aimswebPlus is created.

Updates: Pre-existing items are updated if imported items are matched by Unique

Identifiers.

Inactivated: Districts, Schools, Teachers, Students, Classes, and Rosters that do not exist in the import file will be marked inactive in aimswebPlus.

Data Inactivated if not in Your File

If you leave the following data out of your file and if the same data exists in aimswebPlus, the aimswebPlus data will be deactivated.

District List

If you leave out a district:

The district and its schools, classes, and students in that district will be deactivated.

Enrollment dates will end on the processing date. Student scores will be preserved.

School List

Class List

If you leave out a school:

The school and its classes, students, and all school level student lists in that school will be deactivated.

Enrollment dates will end on the processing date. Student scores will be preserved.

If you leave out a class:

The class and all class-level enrollment records will be ended.

If the class teacher has no other assignments and does not have any nonteacher roles, the teacher will be set to inactive. If the teacher has other assignments, he or she will be removed from the class, but not set to inactive.

Enrollment dates will end on the processing date. Student scores associated with the class will be preserved.

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Roster

If you leave out a student or roster:

If you leave out a student, the student will be deactivated. To reactivate, add the student to a subsequent roster import file and give the student the same UID. Set the Active column to 1 (TRUE) and set the Entry Date to a later date than the student's previous enrollments.

If you leave out a roster, the students will be de-rostered from the enrollment and will instead be rostered into the Account as inactive.

When a student is deactivated because enrollment ended as of the processing date, and there are associated scores for benchmarking and/or progress monitoring (either in current or past years), student scores will be preserved.

If today's file has the same student in the same class and the enrollment dates differ, the old enrollment dates will be honored and a warning displayed that the student had overlapping enrollment dates. To extend a student's enrollment dates, supply a file that has an Entry Date that matches the current enrollment and Exit Date that extends the current enrollment for the same class.

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