Data Imports/Exports

Documentation on exporting and importing data from and into applications.

Import DIBELS Demographics
Import NWEA Programs
Student Photo Imports

Import DIBELS Demographics

This document provides instructions for exporting DIBELS specific demographic data from PowerSchool and importing that data into Acadience (DIBELS).

DIBELS demographic data includes:

Ethnicity
Race
Gender
English Learner
Section 504
Special Education

Primary disability

Title I (Math and Reading)
Accommodations - Required field but no data exported/imported

Required:

Oracle SQL Developer with PowerSchool connection
DIBELS_Demographics.sql script

Data must be current in PowerSchool for it to be exported. Work with Pupil Accounting and Special Education departments to ensure PowerSchool is up-to-date.

Export from PowerSchool

Open the DIBELS_Demographics.sql script in SQL Developer
Run the script
Spot check results
Right click on data and select Export…

Format: Delimited

Delimiter: Tab

Left/Right Enclosure: none
File: Set path and filename (note: use .csv file extension)
Next and Finish

Import into Acadience (Note: students must exist in Acadience for the current year)

Import NWEA Programs

This document provides instructions for exporting NWEA specific program (demographic) data from PowerSchool and importing that data into NWEA.

NWEA Program data includes:

Special Education
Economically Disadvantaged
Special Education
At-Risk (Section 31a)
Section 504
Title I
English Learner

Required:

Oracle SQL Developer with PowerSchool connection
NWEA_Programs sql script
NWEA_Roster sql script

When Programs are imported into NWEA a roster file must be included that contains an entry for every student in the Programs file.

Export from PowerSchool

Roster File

Open the NWEA_Rosters2.sql file in SQL Developer
Make sure the desired building set is uncommented in both the upper and lower query
Adjust the TermID if necessary
Run the query
Right click and select Export

Format: csv
Left/Right Enclosure: none
File: Set path and filename (note: use .csv file extension)
Next and Finish

Program File

Open the NWEA_Programs.sql script in SQL Developer
Make sure the desired building set is uncommented in each Select statement
Run the query
Right click and select Export

Format: csv
Left/Right Enclosure: none
File: Set path and filename (note: use .csv file extension)
Next and Finish

Format Roster File for Importing into NWEA

Note: The roster file must be formatted correctly prior to importing into NWEA. The Programs file should export in the correct format.

Open the NWEA_Roster file with Microsoft Excel.
Copy and paste (not paste values) the data to the NWEA Roster_File_Template making sure you don’t copy over the first line of the template file.
Make the following changes:

Delete instruction rows (2-5)
Delete all columns after Student Email (W)
Format School State Code column (A) to 00000 – length 5 with leading zeros
Format Student State ID column (N) to 0000000000 – length 10 with leading zeros
Format Student DOB column (R) to mm/dd/yyyy

Save the data as a CSV file
Use this file for importing into NWEA
Make sure not to save anything to the Template file (Exit without saving)

Import into NWEA

Login to NWEA
Select Import Profiles/Rostering
Select Start New Import

Roster Type: Standard
Term: Select the active term
Add/Update or Overwrite data for selected term: Standard

Under Roster File use the Add button to select the modified roster file
Under Program File us the Add button to select the exported programs file
Select Choose File - Select previously exported file
Click on Next
Preview and Confirm File: Review and select Confirm
The initial file check may take a couple minutes
If you get a File Format Validated with Errors

Select Review Roster Errors
Remove students from the Programs file that are not in the Rosters file
Click on Start Over

If you get a Data Validated with No Errors message

Select Review Import Summary
Select Post Valid Records

Note: You may get Data Validated with Errors. This scenario will allow you to correct some errors prior to posting records. In some cases you may need to adjust the sql query to better match fields. There are many other possibilities.

Student Photo Imports

Upload student photos for the following applications

Destiny
PowerSchool
Meal Magic
PolyPlot

Destiny

Do for each building

Create Map file named idlink.txt which contains “Student ID”, “Student ID.jpg”
Name Pictures Student Number.jpg
Zip all pictures and Map file into a .zip file
Login to Destiny and go to school
Destiny - Admin - Upload Patron Pictures
Select file and click on Upload Pictures button
Verify upload in Job Manager

PowerSchool

Name pictures Student Number.jpg
Include all pictures in .zip file
Create Map File: Student Number, picture file name
Login to PowerSchool Admin
System Administration - Photo Management
Import Pictures
Select Zip File
Select Map File
Click on the Upload button

Meal Magic

Name Pictures Student Number.jpg
Copy photos to tech share - \Pictures\MealMagic (delete any existing pictures first)
Open Task Manager on ccsfp
Enable MM Upload Student Photos task
Run MM Upload Student Photos task Note: may take several minutes
Disable MM Upload Student Photos task

Or, just send to Betty and she can do it