Data Files and the SFTP Site
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      3. Data Files and the SFTP Site

      Location Data File Template Fields

       

      Field descriptions for the Location Data File Template

       

      Important: The location data you enter (the District/Area, School/Building, and Class columns) must be identical across all templates (Location, Staff/User, and Student). For example, if the location data file has a school named Oak Hill Elementary, the school must be entered as Oak Hill Elementary in the Staff/User and student data files, and not as Oak Hill or Oak Hill Elem.

       

      Field Name

      Description

      Maximum Field Length

      Valid Values

      Sample Entries

      District/Area*

      Enter the name of the District or Area (required).

      30

      A–Z, 0–9, blanks, and supported special characters

      Lakeview

      School/Building*

      Enter the school name or building. Both numbers and letters can be entered (required).

      30

      A–Z, 0–9, blanks, and supported special characters

      Horace Greely School

      School/Building Code

      Use code to uniquely identify schools or buildings and to avoid duplicates. Code is displayed in the hierarchy within parenthesis (optional).

      15

      A–Z, 0–9, blanks, dashes, and period acceptable

      StMary02

      Class*

      Enter the classroom number or the teacher’s name or both (required). See Class-level Guidelines below.

      30

      A–Z, 0–9, blanks, and supported special characters; class names must be unique

      Mrs. Smith

      Mrs. Smith 203

      Grade*

      Enter a grade assignment that corresponds to the class level location (required).

      2

      00 to 13

      05

      11

      Code

      Use code to uniquely identify each class and to avoid duplicates. Code is displayed in the hierarchy within parenthesis (optional).

      5

      A–Z, 0–9, blanks, dashes, and period acceptable

      001

      Address

      Enter the street address for the location, including PO box number, unit or suite number (optional).

      40

      A–Z, 0–9, blanks, dashes, and all supported special characters

      653 W. Melrose St.

      City

      Enter the city of the location (optional).

      20

      A–Z, 0–9, blanks, and dashes acceptable

      Chicago

      State

      Enter the state of the location. The two letter state abbreviation is used in this field (optional).

      2

      A–Z acceptable

      IL

      Zip Code

      Enter the zip code of the location (optional).

      10

      Five Numeric or Five Numeric plus "-" and Four numeric (for example, 12345-6789)

      60657

      60657-0434

       

      * Required fields; required fields for Location files may vary based on your school system's specific account.

      Creating Unique School/Building Names

      DataManager requires that all school/building names be unique so that test results can be accurately reported. If you have two or more schools or buildings with the same name, you can use the School/Building Code field to differentiate each school/building.

      For example, if a single archdiocese contains three different schools with the name "St. Mary's School," use the School/Building and School/Building Code fields to differentiate among the schools, as shown below:

      All School/Building + School/Building Code entries in the data file must be unique.

       

      Class-level Guidelines

      Class-level locations are required, but do not need to correspond to a single classroom teacher assignment. You may format class data to reflect a homeroom assignment:

      • Mrs. Anderson

      You may also format course data to reflect a course period:

      • Mrs. Anderson Math P1
      • Mrs. Anderson Math P2

      In some cases, such as district-wide screening for participation in gifted and talented programs or high school testing, reporting of test results for a classroom teacher may not be necessary. You may instead choose to set up class-level locations as a whole grade:

      • Grade 10

      For each class listed in the Class column, you must enter a grade in the Grade column. If a teacher is responsible for testing students in more than one grade, make separate entries that identify each grade they teach in the Class column:

      • Mrs. Wilson G4
      • Mrs. Wilson G5

      Creating Unique Class Names

      DataManager requires that all class names be unique so that test results can be accurately reported. If you have two or more classes with the same name, you can use the Code field to uniquely identify each class. DataManager checks for duplicate class names based on comparing the following data string for each class:

      Class Name + Grade + Code

      For example, suppose teacher “Smith J” teaches three grade 2 classes and one grade 3 class. To ensure the four classes have unique names, you can use the Grade and Code fields to differentiate among the classes, as shown below:

      All Class + Grade + Code entries in the data file must be unique.

       

      Supported Special Characters

       

      @ * # & ' ( ) +
      ; \ / < > - _ .