hands on file training

21
Hands On File Training November 22, 2013

Upload: maille

Post on 22-Feb-2016

26 views

Category:

Documents


0 download

DESCRIPTION

Hands On File Training. November 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 • - PowerPoint PPT Presentation

TRANSCRIPT

Page 1: Hands On File Training

Hands On File TrainingNovember 22, 2013

Page 2: Hands On File Training

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

Page 3: Hands On File Training

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

Page 4: Hands On File Training

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

Page 5: Hands On File Training

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

Page 6: Hands On File Training

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

Page 7: Hands On File Training

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

Page 8: Hands On File Training

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

Page 9: Hands On File Training

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

Page 10: Hands On File Training

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

Page 11: Hands On File Training

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

Page 12: Hands On File Training

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!

Page 13: Hands On File Training

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.

Page 14: Hands On File Training

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

Page 15: Hands On File Training

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.

Page 16: Hands On File Training

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

Page 17: Hands On File Training

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

Page 18: Hands On File Training

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.

Page 19: Hands On File Training

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.

Page 20: Hands On File Training

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

Page 21: Hands On File Training

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