1. The webinar will start at 12:10pm.
Making the most of the learner, group and educator upload file for the Literacy and Numeracy for Adults Assessment Tool
The webinar will start at 12:10pm.
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2. Full Screen
List participants
Public Chat Area
Graeme 2

3. Q & A
We will pause during the webinar to respond to any questions that you have written in the Public Chat Area.
Any questions on the numeracy questions before we move onto numeracy assessments?
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4. The advantages of using the upload function
How to create a successful learner upload file from a basic spreadsheet
Addressing possible errors
Some Excel tips that may be useful
Additional features - adding groups and educators
Knowing where to access further support
Any questions on the numeracy questions before we move onto numeracy assessments?
Tertiary Education Commission 4

5. The advantages of using the upload function
Enables a clean dataset
Saves administration time
Allows for reliable updating
Improves Integration / Interoperability
Clean dataset – The potential for error if you are manually typing in learner demographics is very high, particularly the NSN’s
Speed - Well worthwhile taking the time to learner about uploading, particularly with organisations that have 50 or more learners
Updates – By using the upload function, you will be able to reliably reupload the learner, educator, group data to ensure your assessment tool data set is kept up to date
Integration – Increasingly organisations have a need to be able to exchange their data from one platform to another. Using the upload facility means that organisations can take the learner data out of their SMS – upload to the assessment tool – and then in the future, once assessments have been completed, export the data out of the assessment tool so that it can be uploaded back into the SMS

6. Todays Webinar uses the Training environment
Access is given to this site at the same time as access to the live production environment.
You use the same ESAA login details
The URL is different and it will have a different colour
This site is designed for you to experiment, explore and is the perfect place to practice any of the learner, group and educator upload functions
Real NSN’s and real learners are good to use

7. How to create a successful learner upload file from a basic spreadsheet

8. Learner upload - summary
Login in to Training Environment
Click on “Administration” tab
Click on “Help”
Click on “File Format for Bulk Uploads”
Download the “Leaner Only Upload.csv”
Edit this file – change EDUMIS number and replace learner details with your own SMS records
Save and upload

9. Q & A
Questions?
Any questions on the numeracy questions before we move onto numeracy assessments?
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10. Addressing possible errors
Error validating Learner record - There was an incorrect number of columns - expecting 12 but was 11
An error has been found validating the organisation: 1234,,,,,,,,,,,The Insitution Number provided '1234' is unknown.

11. Addressing possible errors
The row count in the Learner section does not match the number of rows in that section.
There was a problem uploading the Learner/Educator file specified. Please download the Error Log from the link above, correct the errors in the Learner/Educator file and try again.

12. Some Excel tips that may be useful - 1
To create extra commas in a file
Sometimes an error message requires that a section does not have the correct number of columns. By typing in the following: =“” this will trick excel into thinking there is something in the column and it will then create the required additional commas
=“”
=“”
=“”
=“”
=“”
=“”
=“”
=“”
=“”
=“”
=“”
=“”
=“”
=“”
=“”

13. Some Excel tips that may be useful - 2
Changing text to the number format
You may find that the SMS ID numbers are sometimes
stored as text fields – these can be easily converted by
Selecting them and then clicking on the symbol.
You then click on ‘Convert to Number’

14. Some Excel tips that may be useful - 3
Changing sections into the correct format
You may find your SMS exports data in a
Different format to what is required.
Select the text you need to convert, the click
on “Edit” then “Replace”. From here you can
put in. What you see in the “Find what” box
and then enter in what you require in the
“Replace with”.

15. Some Excel tips that may be useful - 4
Using the VLOOKUP formula
This formula can be used to convert a list of
written ethnicities into the required list of
codes. It’s also useful for matching user IDs
to group IDs.
Lookup_value = what you have and need to convert
Table_array = the conversion list, ie MoE ethnicity list
Col_index_num = the column number of the result you want
[Range_lookup] = always type in the word: FALSE

16. Additional features - adding groups and educators
This has the same learner section in the middle, with two new sections. The Group section lists the groups and gives them an ID, the Group Membership section associates a learner to one or more groups

17. Q & A
Questions?
Any questions on the numeracy questions before we move onto numeracy assessments?
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18. Knowing where to access further support
Three options for uploading support:
Training or Live Assessment Tool sites
Assessment Tool Service Desk for personal support

19. Support and Help Files

21.
Support and Help Files

22. Assessment Tool Service Desk
Personal support can be accessed via:

23. Q & A
Questions?
Any questions on the numeracy questions before we move onto numeracy assessments?
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