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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.

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Presentation on theme: "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."— Presentation transcript:

1 Hands On File Training November 22, 2013

2 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 (516) Fax: (516)

3 The Regent’s FileThe Regent’s File-Public DistrictCodeLocationCodeVersionAdminMonthStudentIDLastNameFirstNameGradeLevelCourseSectionTeacherNameStateCourseCodeDistrictNameSchool NY Jan DoeJohn00 Mrs. Smith03001 *****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 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 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 (516) Fax: (516)

4 The Regent’s FileThe Regent’s File-Non-Public DistrictCodeLocationCodeVersionAdminMonthStudentIDLastNameFirstNameGradeLevelCourseSectionTeacherNameStateCourseCodeDistrictNameSchool Jan DoeJohn00 Mrs. Smith03001 *****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 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 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 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 (516) Fax: (516)

5 Data ItemMaximum Size of Field Public Schools Sample Data Public Schools DistrictCode8NY LocationCode4 (use leading zeros if needed)0000 Version AdminMonth3Jan StudentID9 (use leading zeros if needed) LastName20Doe FirstName20Jane GradeLevel2 (use leading zeros if needed)09 CourseSection20MA101-2 TeacherName30 (Used only for sorting and IDW reports ) Jane Smith or Mrs. Smith-H (for honors), Smith/Jones StateCourseCode5 (See slide)03001 DistrictName30 (use to override District code) Leave Blank School30 (use to override Location code) Leave Blank Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY (516) Fax: (516) Student/Course File

6 Data ItemMaximum Size of Field Non-Public Schools Sample Data Non-Public Schools DistrictCode LocationCode4 (use leading zeros if needed) Version AdminMonth3Jan StudentID9 (use leading zeros if needed) LastName20Doe FirstName20Jane GradeLevel2 (use leading zeros if needed)09 CourseSection20MA301-2 TeacherName30 (Used only for sorting and IDW reports ) Jane Smith or Mrs. Smith-H (for honors), Smith/Jones StateCourseCode5 (See slide)03001 DistrictName30 (use to override school code) Leave Blank School30 (use to override Location code) Leave Blank Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY (516) Fax: (516) Student/Course File

7 State Course Code 7 Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY (516) Fax: (516) English/Language Arts IIIComprehensive English 01003CCEnglish/Language Arts III Common CoreComprehensive English Common Core 02052Algebra IIntegrated Algebra 02052CCAlgebra I Common CoreIntegrated Algebra Common Core 02072Geometry 02106Trigonometry/AlgebraAlgebra 2/Trigonometry 03001Earth SciencePhysical Settings/Earth Science 03051BiologyLiving Environment 03101ChemistryPhysical Settings/Chemistry 03151PhysicsPhysical Settings/Physics 04052World History and GeographyGlobal History & Government 04101U.S. History-ComprehensiveU.S. History & Government

8 8 Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY (516) Fax: (516) 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

9 9 Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY (516) Fax: (516) 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

10 10 Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY (516) Fax: (516) Student/Course File Where are you getting your data? From a Student Management System? Which one? Hand Entering? Separate into groups 10

11 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 (516) Fax: (516)

12 Working in Excel – Final Save is.csv Public 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!

13 Working in Excel – Final Save is.xls Non-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.

14 How to insert leading 0’s and fix the date: 1.Highlight the cells 2.Right click 3.Format Cell 4.Custom (bottom of the list) 5.Take out “general” in the box 6.Type in 9 0’s – 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

15 Where do you send the file? Non-Public Schools Password protect your file – see directions. Attach the file to an to your coordinator by December 13, Send the password in a separate .

16 Password Protect File > Save As Tools > General Options 16 Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY (516) Fax: (516)

17 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 coordinator the password. In a separate attach the file Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY (516) Fax: (516)

18 Where do you send the file? Post it on the Test Scoring FTP Site NO LATER THAN December 13, your coordinator to let them know you posted your file.

19 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.

20 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

21 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


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