Download - Hands On File Training
Hands On File TrainingNovember 22, 2013
January Regents
Files Due NO LATER than
December
Feel Free to send the files sooner if ready!!!
Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit
The Regent’s File-PublicDistrictCode LocationCode Version AdminMonth StudentID LastName FirstName GradeLevel CourseSection TeacherName StateCourseCode DistrictName School
NY280123 0001 2014-06-30 Jan 123456789 Doe John 00 Mrs. Smith 03001
*****PLEASE READ THE DIRECTION BELOW CAREFULLY*****
Please create a separate file for each Regents exam
Row 2 is just a sample - Delete it before you add your own records
Do not touch Row 1 - Headings - Do not reformat - some fields are formatted as text to accommodate leading zeros
All fields must be labeled exactly as above. Please do not add or delete (even if empty) any fields
If the student is taking more than one exam, each exam should be on a separate line.
DELETE ALL ROWS (DIRECTIONS) AFTER YOUR LAST RECORD.
Save as a .csv and Rename ( your schools name_2014 Jan Regents)
Once saved as a .csv DO NOT OPEN in Excel. You will lose your formatting and will have to reformat
Post file to the Test Scoring FTP site
This is the Student's Home
District ID
4 digit location code or 6 digit code for OOD placements
Copy and Paste the date into
each record for each student
Copy and Paste Jan into each
record for each student
This is the student's Local ID from their Home School
or district
Actual Grade Level for the 13-14 school
year
May be used if you want answer sheets sorted by CourseSection
May be used if you want answer sheets sorted by
Teacher
See course code list that identifies the
Regents Exam to be taken by the student
Leave Blank Leave Blank
4 or 6 digits use leading zeros if necessary
DO NOT change to exact date.
For June change to Jun
9 digits: use leading zeros
2 digits: Use leading zero
5 digits: Use leading zero
Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit
The Regent’s File-Non-PublicDistrictCode LocationCode Version AdminMonth StudentID LastName FirstName GradeLevel CourseSection TeacherName StateCourseCode DistrictName School
80011111 011111 2014-06-30 Jan 123456789 Doe John 00 Mrs. Smith 03001
*****PLEASE READ THE DIRECTION BELOW CAREFULLY*****
Please create a separate file for each Regents exam
Row 2 is just a sample - Delete it before you add your own records
Do not touch Row 1 - Headings - Do not reformat - some fields are formatted as text to accommodate leading zeros
All fields must be labeled exactly as above. Please do not add or delete (even if empty) any fields
If the student is taking more than one exam, each exam should be on a separate line.
DELETE ALL ROWS (DIRECTIONS) AFTER YOUR LAST RECORD.
Save, Rename ( your schools name_2014 Jan Regents) and Password Protect file
Email file to your COORDINATOR
This is the Student's Home
School's Institution ID
Just copy Last 6 digits of
Instituton ID into each record for
each student
Copy and Paste the date into
each record for each student
Copy and Paste Jan into each
record for each student
This is the student's Local ID from their Home School
or district
Actual Grade Level for the 13-14 school
year
May be used if you want answer sheets sorted by CourseSection
May be used if you want answer sheets sorted by
Teacher
See course code list that identifies the
Regents Exam to be taken by the student
Leave Blank Leave Blank
6 digits use leading zero
DO NOT change to exact date.
In June change to Jun
9 digits: use leading zeros
2 digits: Use leading zero
5 digits: Use leading zero
Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit
Data Item Maximum Size of FieldPublic Schools
Sample Data Public Schools
DistrictCode 8 NY280999
LocationCode 4 (use leading zeros if needed) 0000
Version 10 2014-06-30
AdminMonth 3 Jan
StudentID 9 (use leading zeros if needed) 000123456
LastName 20 Doe
FirstName 20 Jane
GradeLevel 2 (use leading zeros if needed) 09
CourseSection 20 MA101-2
TeacherName 30 (Used only for sorting and IDW reports )
Jane Smith or Mrs. Smith-H (for honors), Smith/Jones
StateCourseCode 5 (See slide) 03001
DistrictName 30 (use to override District code) Leave Blank
School 30 (use to override Location code) Leave Blank
Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-
6616 www.nassauboces.org/cit
Student/Course File
Data Item Maximum Size of FieldNon-Public Schools
Sample Data Non-Public Schools
DistrictCode 8 80012345
LocationCode 4 (use leading zeros if needed) 012345
Version 10 2014-06-30
AdminMonth 3 Jan
StudentID 9 (use leading zeros if needed) 000123456
LastName 20 Doe
FirstName 20 Jane
GradeLevel 2 (use leading zeros if needed) 09
CourseSection 20 MA301-2
TeacherName 30 (Used only for sorting and IDW reports )
Jane Smith or Mrs. Smith-H (for honors), Smith/Jones
StateCourseCode 5 (See slide) 03001
DistrictName 30 (use to override school code) Leave Blank
School 30 (use to override Location code) Leave Blank
Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-
6616 www.nassauboces.org/cit
Student/Course File
State Course Code
7Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services
• One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit
01003 English/Language Arts III Comprehensive English
01003CC English/Language Arts III Common Core Comprehensive English Common Core
02052 Algebra I Integrated Algebra
02052CC Algebra I Common Core Integrated Algebra Common Core
02072 Geometry Geometry
02106 Trigonometry/Algebra Algebra 2/Trigonometry
03001 Earth Science Physical Settings/Earth Science
03051 Biology Living Environment
03101 Chemistry Physical Settings/Chemistry
03151 Physics Physical Settings/Physics
04052 World History and Geography Global History & Government
04101 U.S. History-Comprehensive U.S. History & Government
8Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit
Student/Course File
• Do not assign “PRETEND ID’s” the student ID must be the student’s home school ID!!!
• Create a separate file for each type of Regents exam.
• If a student is taking more than one Regents exam, The student will be listed on separate files for each exam.
• DistrictCode: NY280### (Pubs) or 800##### (Non-Pubs)
• If a student’s or teacher’s name contains an apostrophe (O’Toole) or a comma (Doe, Jr.), the name has to be in quotes. Example: “O’Toole”.
8
Some Basic Rules
9Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit
Student/Course File
• GradeLevel must be 2 digits
• Do not change the headings. They should be EXACTLY as in the sample
• If you have co-teachers, both names can be listed in the teacher field (Smith/Jones). Do not exceed 30 characters. Do not use a comma to separate names.
• The StateCourseCode identifies the test to be printed within the printing program. It must have the leading 0 or it will not print.
9
Some Basic Rules
10Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit
Student/Course File• Where are you getting your data?
From a Student Management System?Which one?
Hand Entering?
• Separate into groups
10
Let’s Play
• Open the file that was sent to you.• Work with a partner or by your self.• Figure out what is wrong with the file.• See if you can fix it.
Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit
Working in Excel – Final Save is .csvPublic schools
• Enter all the student information. Save as a CSV (Comma delimited) (*.csv) If you re-open it will open with Excel.
• You can either format cells as text before you start or custom format later.
• If you want to custom format you do not have to worry about formatting column B, C, E, H, and K until the very last time you modify the file and are ready to send it to us.
• Use the instructions on inserting the leading 0’s.• If you want to see that they are there, open the file with notepad.• Opening the .csv file in Excel allows you to make modifications but
you will loose the “custom” formatting that just puts in your leading 0”s.
• So, just do it again. No big deal!
Working in Excel – Final Save is .xlsNon-Public schools
• Use the sample file. It is already formatted.• If you want to create your own, format cells as
text before starting. This will keep the leading zeros.
• Or you can custom format after you are done. Directions to follow.• Enter all the student information.• Remove extra rows.• Save as an Excel and password protect.
How to insert leading 0’s and fix the date:
1. Highlight the cells2. Right click3. Format Cell4. Custom (bottom of the list)5. Take out “general” in the box6. Type in 9 0’s – 000000000 for student ID, 4 0’s
for the location code, 5 0’s for state course code. 7. For the calendar type in yyyy-mm-dd
Where do you send the file?Non-Public Schools
• Password protect your file – see directions.
• Attach the file to an email to your coordinator by December 13, 2013.
• Send the password in a separate email.
Password Protect• File > Save As • Tools > General Options
16Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit
Password Protect• Enter a password in the
Password to open box.
• Press OK and re-enter password
• Press OK and Continue to save as usual
• E-mail coordinator the password.
• In a separate e-mail attach the file
Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit 17
Where do you send the file?
• Post it on the Test Scoring FTP Site NO LATER THAN December 13, 2013
• Email your coordinator to let them know you posted your file.
Configuring Client• Double click on icon
• In Site Manager Window Click on New Site in the window on the left
• Using the next slide as a reference, fill in Information in the right window.
Site Manager
Enter your District’s Name between the FTP and the TS
This port MUST be open
Your District Testing Coordinator should have this if not contact your BOCES coordinator and they will assist you
Click Here to connect to FTP site
Transferring Files• Once connected the left window will be YOUR computer and the right window will be the
BOCES server• Destination/Origination Folder on your computer can be selected in the left window• To transfer files, highlight desired file and click the arrow in the top section of the window
containing the file you selected
Click here to transfer file
Navigate to Destination/Origination folder
Select folder/file to transfer