1 Student Data Upload (SDU): What can an SDU accomplish? An SDU can: –register a student for a...

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Student Data Upload (SDU): What can an SDU accomplish?

• An SDU can:– register a student for a test administration– create a group and add a student to that group (while

not required, if no group is supplied, Pearson will create a group called NO GROUP NAME)

– assign a student to a test• An SDU cannot:

– create an online test session– add students to an already existing online test session– modify a student’s Master Record demographics: First

Name, Last Name, Date of Birth, Gender or State Testing Identifier (STI)

– modify an existing test’s Group Name

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SDU: What resources are needed?

• Student Data File Upload Requirements• Student Data File Template

– Posted on PearsonAccess under Support – Check for the updated versions of these resources at the

beginning of each test administration

Administration (REQUIRED)

This field must contain the code representing the administration for which the student is being registered(e.g., wrtg1415 = Writing 2014-2015 or nwfall14 = Non-Writing Fall 2014). This field is case sensitive.


Student Last Name (REQUIRED):

This field must contain the student’s last name. If thestudent’s last name is longer than 11 characters and/orcontains any spaces, accents, or special characters (e.g.- ` ~ : ; ‘.), the last name will be revised in the followingmanner: First, any spaces, accents, and specialCharacters will be removed. Second, if the remainingcharacters total more than 11, the name will betruncated to 11 characters. For example, Smith-Harrisonwill result in SMITHHARRIS being uploaded.


Student First Name (REQUIRED):

This field must contain the student’s first name. If thestudent’s first name is longer than 9 characters and/orcontains any spaces, accents, or special characters (e.g.- ` ~ : ; ‘.), the student’s first name will be revised in theFollowing manner: First, any spaces, accents, and special characters will be removed. Second, if theremaining characters total more than 9, the first name will be truncated to 9 characters.


Student Middle Initial:

The student’s middle initial is not a required field. Thelimit is 1 character. Valid characters are A-Z or blank.

DoNot use any spaces, special or accented characters inthis field.


Division and School Code (REQUIRED)

• Division Code (REQUIRED): This field must contain thethree-digit division code that is assigned to yourdivision by the state.

• School Code (REQUIRED): This field must contain the four-digit school code that is assigned to a particularschool by the state.


Test Code:

This field should contain a valid test code (see the followingtables). The Test Code represents the level and subject of thetest that will be administered to the student. Submit a separatestudent record for each test administered. For example, if astudent is taking Earth Science and Algebra I, that student willneed two records, one for Earth Science (2010) and a secondfor Algebra I (2009). If the Test Code field is left blank, astudent will be registered for the administration but not assigned to a test.


Group Name:

This field may contain a teacher name and period number, block number, or other common identifier. Themaximum allowable length of this field is 20 characters,and valid characters are A-Z and 0-9.No special characters can be used.


Date of Birth (REQUIRED):

This field must contain the student’s date of birth andmust match the four other associated fields for thestudent within the Educational Information ManagementSystem (EIMS) including the student’s Last Name, FirstName, Gender, and STI. The format of this field must follow the convention MMDDCCYY where MM is the 2-digit month, DD is the 2-digit day, CC is the century, YY is the 2-digit year. Supply leading zeros in the

month and day fields where appropriate and include a 4-digit year. For example, if a student’s date of birth was September 2, 1998, it would be entered into this field as 09021998.


Grade (REQUIRED):

This field contains the student’s grade level and must be one of the following values (leading zeros are required): 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, TT. Grade TT, or Test Taker, should be used for students not currently enrolled, but who already have sufficient standard credits to graduate and Are returning to retake an EOC test for verified credit or retake the Grade 8 Reading and/or Mathematics tests to certify literacy and numeracy for the Modified Standard Diploma. Additionally, Grade TT may be completed for students who are beyond school age but are taking an SOL test for verified credit or to certify literacy and numeracy for the Modified Standard Diploma. Such students may be

enrolled in a class within an adult education program.


Gender and STI (REQUIRED):

• Gender (REQUIRED): This field must contain the code representing the student’s gender and match the fourother associated fields for the student within EIMS including the student’s Last Name, First Name, Date of Birth, and STI. The valid values for this field are F=Female or M=Male.

• State Testing Identifier (STI) (REQUIRED): This field must contain the student’s STI as issued by EIMS andmatch the four other associated fields for the student within EIMS including the student’s Last Name, First Name, Date of Birth, and Gender. Please contact your local EIMS Project Manager if you have students to be tested who have not yet been issued an STI.


Ethnicity: Hispanic and Race (REQUIRED):

• Ethnicity: Hispanic (REQUIRED): This field must contain a Y if the student’s ethnicity is Hispanic or an N if the student’s ethnicity is Not Hispanic.

• Race (REQUIRED): This 2 character numeric field should contain a code representing the student’s race. The value in this field must be one of the following and must be populated for each test the student is taking (leading zeros are required):


Title I/Targeted Assistance Services (TAS):

For students attending schools with school wide Title I programs, this field should not be completed.

Otherwise, if the student is receiving Targeted Assistance Services (TAS) under Title I, this field should contain the code representing the subject area(s) in which the student is Receiving assistance. The valid codes that may be submitted for this field are as follows: 1 - Reading2 - Math3 - Reading & Math4 - Science


Student Category-Neglected or Delinquent and Economically Disadvantaged• Student Category-Neglected or Delinquent

Students in a Detention Facility = YStudents in a Hospital Facility = Leave blank

• N-Code/Economically Disadvantaged: All SOP facilities code as Yes


ELL Test Tier , ELL Composite Score, and ELL Literacy Score• ELL Test Tier: If the student participated in WIDA® ACCESS for ELLs® testing in

Spring 2014, this field must be A, B, or C to represent the tier of the test completed. This information is available on the ACCESS for ELLs® score reports. See Appendix C for additional information regarding other English Language Proficiency (ELP) Assessments.

• ELL Composite Score: If the student participated in WIDA® ACCESS for ELLs® testing in Spring 2014, this field must contain the student’s ACCESS for ELLs® Composite Proficiency Level. This score contains a decimal value as shown on the ACCESS for ELLs® score reports; however, the decimal point must be removed when entering the number in PearsonAccess or in the SDU template. The possible range of values for this field in PearsonAccess is 10 to 60 or 99. See Appendix C for additional information regarding other ELP Assessments.

• ELL Literacy Score: If the student participated in WIDA® ACCESS for ELLs® testing in Spring 2014, this field should contain the student’s ACCESS for ELLs® Literacy Proficiency Level. This score contains a decimal value as shown on the ACCESS for ELLs® score reports; however, the decimal point must be removed when entering the number in PearsonAccess or in the SDU template. The possible range of values for this field in PearsonAccess is 10 to 60. See Appendix C for additional information regarding other ELP Assessments.

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Disability Status:

The disability status field must be used for any student who is identified as having a disability. Use categories 02 through 14, category 16, and category 19 for students who are eligible for services under the Individuals with Disabilities Education Improvement Act of 2004 (IDEIA) and who have Individualized EducationPrograms (IEPs). Use category 15 for “Otherwise Qualified Handicapped” students who are eligible for services under Section 504 of the Rehabilitation Act of 1973. If more than one disability exists, select the student’s primary disability.


Formerly LEP:

Formerly LEP: This field should be Y for students who met the English Language Proficiency (ELP) criteria.WIDA® ACCESS for ELLs®: Students who tested on Tier C and earned a Composite Proficiency Level of 5.0 or greater and a Literacy Proficiency Level of 5.0 or greater in Spring 2013 and/or Spring 2014 are classified asFormerly LEP.

OR

English Language Proficiency (ELP) Checklist for Limited English Proficient (LEP) Students in Kindergarten through Grade 12 with Hearing and Visual Impairments: LEP students who were assessed with the Proficiency Level 5 checklist in spring 2013 and 2014 may now be classified as Formerly LEP.

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SOA Adjustment-LEP:

This field should contain a value of Y if the student has not met the English Language Proficiency (ELP) criteria (See field 27 for additional details on ELP criteria) AND the student has been Enrolled in a Virginia public school for less than 11 semesters. Students who are in membership for the majority of days in a

semester are considered to have been enrolled for that semester.


SOA Adjustment-Transfer:

This field should contain a Y if the student meets any of the following criteria:

• Grades 3 - 8 and Content Specific History tests – Regular Schedule: Students enrolled from another school division, another state, private school, or home instruction AFTER the 20th instructional day following the opening of school.

OR • Grades 3-8 and Content Specific History tests – Block Schedule: Students

enrolled from another school division, another state, private school, or home instruction AFTER 20 instructional hours have elapsed since the beginning of the semester.

OR• End-of-Course tests: Students enrolled from another state, private school, or

home instruction AFTER 20 instructional hours have elapsed since the beginning of the school year (or beginning of the semester, if on block schedules) following the opening of school.

OR• All tests: Students who have transferred out of and back into the division

during the school year and have been carried in your division’s membership for 50% or less of the school year (or 50% of the semester for those on block schedules).

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AYP Adjustment Codes A and B

• AYP Adjustment-A (Transfer from within division): This field should be A if the student was enrolled in the division on or before September 30 of the school year and has been continuously enrolled in the same division after that date. The student must have transferred to another school within the same division anytime between the initial enrollment date and the date of testing.

• AYP Adjustment-B (Transfer from outside division from within Virginia): This field should be B if thestudent was enrolled in a Virginia public school on or before September 30 of the school year and has beencontinuously enrolled in a Virginia public school after that date. The student must have transferred betweenschool divisions anytime between the initial enrollment date and the date of testing.


AYP Adjustment Codes C and D

• AYP Adjustment-C (Transfer from outside the state): This field should be C if the student was not enrolledin a Virginia public school on or before September 30 of the school year and transferred into a Virginia public school between October 1 and up to the date of testing and/or has not been continuously enrolled in a Virginia public school throughout the school year up to the first date of testing.

• AYP Adjustment-D (Student Classified as LEP and enrolled in U.S. schools less than 12 months): This

field should be D for students who are classified as LEP and who have been enrolled in U.S. schools for less than 12 months. This includes LEP students who enrolled in a U.S. school on or after the first day of school in the 2014-2015 school year.

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Online Testing:

For a test that will be administered ONLINE, the field must contain a value of Y


Recovery, Retest and D-Code

• Recovery: This field should contain a Y if the student is classified as described in Appendix B in the Student Data Upload Manual

• Retest: This field should contain a Y if the student is classified as described in Appendix B in the Student Data Upload Manual

• D-Code: This field should contain a Y if the student is in grades 9, 10, 11, or 12; taking Grade 8 Reading and/or Grade 8 Mathematics; and pursuing a Modified Standard Diploma.


Term Grad and Project Graduation

• Term Grad: For the Fall 2014 Writing Administration, this field should contain a Y if the student is attempting to accrue sufficient verified credits to graduate by August 31, 2015. Although a Term Graduate student may take two EOC Writing tests, the student’s record should be uploaded with only one test assignment for the EOC Writing test

• For the Fall 2014 Non-Writing Administration, this field should

contain a Y if the student is attempting to accrue sufficient verified credits to graduate by the end of the Fall 2014 semester.

• Project Graduation: This field should contain a Y for all Writing and Non-Writing SOL tests administered tocurrent Project Graduation students.


End of Record (REQUIRED):

This field must contain a Y at the end of a student record.


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SDU: Tips for a Successful Upload

• Students who are eligible to be tested must exist in the Education Information Management System (EIMS)

• SDU student information must match student information in EIMS for the following fields: Last name, First name, Date of Birth, Gender and STI.

• NEVER delete or add columns to the Excel template prior to submission.

• The header row MUST be removed prior to submission.

SDU: Tips for a Successful Upload (continued)

• SDU file must be saved as a “.csv” (comma-separated) file and uploaded in that format. Do not submit the file using “.xls” (Excel template default). Opening a “.csv” file in Excel before uploading removes formatting. Use Notepad or a text editor to review your file without losing formatting.

• Path of the file name should not contain extra periods. Invokes error: File Format is Invalid– BAD file names

i.e. C:\Documents and Settings\Tracey.Oehler\Desktop\FA06010.csv

i.e. C:\Documents and Settings\Administrator.GCHS-SASI\Desktop\Fall writing Test Upload files 06\WRFA06084.csv

– GOOD file names i.e. Writing14/15.cvs i.e. NWfall2014.csv


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SDU: Overview of How to Submit an SDU File within PearsonAccess

On the Student Data File Submission page, verify the Administration, click Browse to search for your Student Data File and then click Send.

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SDU: Overview of How to Submit an SDU File within PearsonAccess (continued)

Processing: It could take up to 24 hours for the file to be processed.

Successfully Completed SDU:

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SDU: Error Messages

Up to 100 errors can appear per Data Problem

Locate this student in the SDU file and compare it to the information provided in EIMS and/or the Student Data information in PearsonAccess.

All student data must match in the five critical fields (First Name, Last Name, Gender, Date of Birth, and STI).

Click to expand or collapse details

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SDU: Error Messages (continued)

• Example of SDU Error Message (this message is repeated for every instance of the error found in the SDU file)

Leading zeros missingon school code.

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