Import Test Results

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Import Test Results
Adobepdficon.png [Aeries Web Version Import Test Results - Updated December 9, 2016]
Adobepdficon.png [Permissions Needed for Aeries Web Imports - September 16, 2016]


Contents







Aeries Web Version - Import Test Results

Overview

The Import Test Results screen in the Aeries Web Version will allow users to import state test result data into the Aeries Student Information System. At this time the 2015-16 CAASPP Student Results, the CAASPP Interim Assessment, and the 2016-17 ACT Test Results data can be imported using this screen. As development continues more test result formats will be added.

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NOTE: The 2015-16 CAASPP Student Results data file, the CAASPP Interim Assessment Results data file, and the 2016-17 ACT test result file can only be imported using the Import Test Results screen in Aeries Web Version. They cannot be imported in the Client Version.

The Info button at the top of the screen allows users to review recent modifications to the Import Test Results screen or adjustments to file layouts.

Test results can be imported either at the district or school level. When importing at the school level, the matching process will only match students that have records in the school that the user is logged into.

The procedures to import test results in the Aeries Web Version are similar to those used in the Aeries Client Version:

  1. Select the File Layout for the test scores that will be imported
  2. Select the file(s) that contain the test results data
  3. Load the test results
  4. Match the test results to students
  5. Review/update the default Test Date and Administration
  6. After all students are matched import the test results by clicking on the Update Test Tables button.

This document will go into a detailed explanation of each of these steps.

NOTE: The 2015-16 CAASPP Student Results, the CAASPP Interim Assessment Results and the 2016-17 ACT test result file are the only test results data files that can be imported using Aeries Web Version. As development continues on the Import Test Results screen more file layouts will become available.

Security

The Admin user type automatically has the Import Test Results node in the navigation tree without any additional security setup.

All other users and Portal Groups will need to be given access to the test tables in order to see the Import Test Results screen and perform the import. The permissions to these tables are set up in the Security node of the Navigation Menu. Please see the AeriesNet_Security.pdf for more detailed information on how to set up permissions for users and groups.

User and Portal Group accounts that will be importing the CAASPP Interim Assessment test results will need full permissions to the Test Scores (TST) and Content Standards Scores (CST) tables. In addition, they will need Mass Update to Test Scores (TST) for the Import Test Results node to appear in the Navigation Menu.

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User and Portal Group accounts that will be importing the 2015-16 CAASPP Student Results will need full permissions to the Test Scores (TST), Content Standards Scores (CST), Testing Exclusions (TEX), and Authorizations (AUT) tables. In addition, they will need Mass Update to Test Scores (TST) for the Import Test Results node to appear in the Navigation Menu.

User and Portal Group accounts that will be importing the 2016-17 ACT test result file will need full permissions to the College Entrance Test (CTS) table. In addition, they will need Mass Update to Test Scores (TST) for the Import Test Results node to appear in the Navigation Menu.

Import Test Results

The Import Test Results screen can be found under School Info | Imports and Exports.

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Test results can be imported while logged into either district or school. When logged into a school, however, only test records with students in the school the user is logged into will be matched and updated. A message explaining this will display under the Match Students button.

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Select and Load

On the Import Test Results screen select the file layout for the test data that will be imported. At this time the only test data that can be imported in Aeries Web Version are the 2015-16 CAASPP Student Results, the CAASPP Interim Assessment results, and the 2016-17 ACT test result file. As development continues on the Import Test Results screen more file layouts will become available.

Import Test Results Aeries Web 20161209 05.png

After the file layout has been selected, click on the Select File(s) to Load button to select the test data file(s). Navigate to the test results file(s), select one or more files and click on the Open button.

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NOTE: The Shift key, CTRL key or CTRL-A keyboard command can be used to select many or all files.

The number of files selected will display under the Select File(s) to Load button.

Import Test Results Aeries Web 20161209 07.png

Click on the Load button to load the test scores into temporary storage.

Once the data is loaded a list of the students in the test results file will display under Review Loaded Records. The test Default Date and Testing Administration will also be populated with the earliest non-blank date and testing administration in the test results data file. These fields can be manually updated to different values if desired. The Default Date and Testing Administration will be used to populate the testing date and testing administration for test data records that have blanks in these fields.

The Source and Type fields can be used to further identify how the test records were entered into the system. The Source field has several default values (Local Administration, Records Transfer, Testing Vendor, and Unspecified). Additional values can be added to the Source field dropdown and to the Type dropdown in the Update Code Table (COD) screen by filtering for the TST table and SRC or TY fields and entering the desired codes.

NOTE: The Source and Type fields are optional.

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The Clear Temp Data button can be used to reset the Import Test Results screen. The test results that were loaded will be deleted from temporary storage and all settings will return back to default.

Users can leave the Import Test Results screen for another screen in Aeries Web Version and return to the Import Test Results screen without losing the imported records in temporary storage as long as they remain in the same session (i.e., they do not log out of Aeries Web Version). Once the user logs out of Aeries Web, the test results in the temporary table will be deleted.

The test records that were loaded into the temporary table are displayed under Review Loaded Records. The records are displayed 15 at a time. A summary of the number of records Loaded, Matched and Unmatched is under the list of students. The View Matched Students and View Unmatched Students radio buttons can be used to limit the display of records. Clicking on a Letter button can also be used to limit the display of test records to those where the Last Name begins with that letter.

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The less than, greater than, and page number can be used to display the remainder of the test records loaded into temporary storage.

Match Students

After the test results are loaded into temporary storage they must be matched to the students. Click on the Match Students button to display the match options.

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Test records can be matched to students in the Aeries system using a variety of identifiers (State ID, Permanent ID, or Name and Birth Date). It is important to know what data is available in the test results file so that the best matching options are selected. For example, the CAASPP Interim Assessment test results do not include the students' Perm ID or Birth Date, so these would not be good Match Options to select.

Import Test Results Aeries Web 20161209 11.png

Options are also available to Verify Birth Date and Verify Name as additional checks to ensure that the test records are matched to the correct student. In the above example the records from the test results will be matched to students in Aeries by the State ID. Once a match on State ID is found the student name in the test record will be checked against the student name in the system as a secondary check to ensure that the test records are matched to the correct student.

Some test results may allow for several methods of matching test records to students. Click in the box to the left of the match option to select additional options. The order that the match options are evaluated can be changed by clicking in the up-down arrow box and dragging the option to the appropriate level. In the below example the Last Name, First Name, Birth Date match option was moved to the top of the list. The test records will be matched against the students in Aeries first by name and birthdate, then the match process will attempt to match the remaining records by State ID.

Import Test Results Aeries Web 20161209 12.png

Click on the Start Match button to match the test records to the students in Aeries.

Once the match process has completed the list of records will be refreshed with the Student ID, School and Student # that the test record was matched to. Any unmatched records will display a zero (0) in these fields. The Matched Records and Unmatched Records counts will also be updated as well as a summary of the number of records and % matched next to the Match Students button.

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The Edit button to the left of the test record can be used to manually match test records to students that may not have been matched during the match process or that may have been matched to an incorrect student.

Import Test Results Aeries Web 20161209 14.png

To manually match a test record to a student, click on the Edit icon for the test record. Click on the Search icon to the right of the Student ID. Enter either the student's last name, first name, permanent ID, or state ID. Click on Enter or the Search button. A list of students will display. Click on the student record that will be matched to the test record. Click on the Close button.

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Click on the Save icon to save the changes.

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NOTE: When importing test records at the school level, the matching process will only match students that have records in the school that the user is logged into.

Update Test Tables

After all test records have been matched click on the Update Test Tables button to import the test records into Aeries.

An email will be sent after the import has completed. It will list the number of records that were added, updated and deleted, and the tables that received the records. If any of the records in the data file have invalid test names they will be listed in the email. These records will need to be corrected and re-imported into Aeries. At the end of the email is a list of the file name(s) that were imported

Import Test Results Aeries Web 20161209 17.png

Test Specific Information

CAASPP Interim Assessments

Changes to File Layout after 4/1/2016

After the release of the Import Test Results screen on 4/1/2016 there was a change to the CAASPP Interim Assessment file layout which made the Interim Assessment Block (IAB) imported scores inaccurate. Any IAB scores that were imported prior to the 4/29/2016 update will need to be deleted and re-imported. A macro has been added to Aeries AdminCS to facilitate deleting all Interim Assessment scores.

To delete all Interim Assessment scores select View All Forms in AdminCS. Next select View All Macros. Then select Delete CAASPP Interim Assessment Data and click on OK.

Import Test Results Aeries Web 20161209 18.png

A message will display explaining that the macro will delete all CAASPP Interim Assessment data from the TST and CST tables. To continue click the mouse on Yes, to cancel click the mouse on No.

A message will display asking if you would like to delete all Interim Comprehensive Assessment (ICA) data as well as all Interim Assessment Block (IAB) data. Click on Yes to delete all ICA scores and IAB scores. Click on No to delete only the IAB scores.

Import Test Results Aeries Web 20161209 19.png

NOTE: Only the Interim Assessment Block (IAB) data was affected by the changes to the CAASPP Interim Assessment file layout.

After the macro has completed deleting the test scores a message will display with the number of TST records and CST records that were deleted.

Once the CAASPP Interim Assessment scores have been deleted they can be re-imported using the Import Test Results screen. The data can be re-loaded using the old layout format, new files do not need to be downloaded from the vendor. Import Test Results has been updated to accommodate the old layout as well as the new.

CAASPP Interim Assessments Records

The CAASPP Interim Assessments are comprised of two different types of test. The Interim Comprehensive Assessment (ICA) mirrors the summative assessments in scope and format. ICA tests can be taken up to 3 times in a school year. The Interim Assessment Block (IAB) includes a smaller, focused set of items that measure several assessment targets. IAB tests can be taken many times in a school year.

Since these tests can be taken multiple times in the same school year the Testing Administration dates will be in a YYMMDD format, derived from the date the student took the test.

ICA results usually include the overall subject area scaled score and performance level as well as performance levels for the associated claims. ICA results will produce test records in both the Test Scores (TST) and Content Standard Scores (CST) tables.

The TST.ID for the ICA tests is SBICA, TST.PT of 1 will be the ELA test and 2 will be the Math test:

Import Test Results Aeries Web 20161209 20.png

The CST.ID for the ICA will be either ICAELA or ICAMATH depending upon the test that was taken:

Import Test Results Aeries Web 20161209 21.png

IAB results only include claim performance levels. IAB results will produce a "blank" holding record in the Test Scores (TST) table and scored records in the Content Standard Scores (CST) table.

The TST.ID for the IAB tests is SBIAB, TST.PT of 1 will be the ELA test and 2 will be the Math test:

Import Test Results Aeries Web 20161209 22.png

The CST.ID for the IAB tests is dependent upon the test that was taken:

Import Test Results Aeries Web 20161209 23.png

NOTE: The IAB test parts are derived from the AssessmentGuid field in the Interim Assessment data file. Since the vendor has not provided a mapping of all possible test GUIDs to test parts, it is possible that a new AssessmentGuid value may not be mapped to a test part in Aeries. The Import Test Results process will report any invalid or unknown AssessmentGuid records in the summary email. If the AssessentGuid appears to be valid but cannot be associated with a Part # please contact Aeries Support with the AssessmentGuid so that we can add the mapping into the system.

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The TST.ID descriptions for the ICA and IAB tests are imported into the Testing Control (CTL) table during the AdminCS update process. The CST.ID descriptions for the ICA and IAB tests are imported into the Content Standard Names (CSN) table also during the same AdminCS update.

The CAASPP Interim Assessment test results do not include the students' Perm ID, Student Number or Birth Date. This is important to note when matching records as these would not be good Match Options to select.

015-16 CAASPP Student Results

The 2015-16 CAASPP Student Results can only be imported from the Import Test Results screen in the Aeries Web Version. It will not be able to be imported from Aeries Client Version.

Select the CAASPP Test Results - SY:2015-16 file layout to import the 2015-16 CAASPP Student Results.

Import Test Results Aeries Web 20161209 25.png

Districts can download both a text (.dat) file and a caret-delimited (.csv) file from the testing vendor. The Import Test Results screen has been programmed to import only the caret-delimited (.csv) file. If the text (.dat) file is selected to load, a message will appear explaining that files with a .dat extension are not supported.

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If this message displays, click OK, click on the Select File(s) to Load button, select the file with the .csv extension, and click on Open. Then continue to load and match the records.

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The Default Date for the 2015-16 CAASPP Test Results is the oldest date in the data file. The Testing Administration for the 2015-16 Test Results is SPRG16.

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The Student State ID is the primary identification in the 2015-16 CAASPP Student Results data files. It should be the first method used for matching students.

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The 2015-16 CAASPP Student Results import will add/update records to the Test Scores (TST), Content Standards Scores (CST), Testing Exclusions (TEX), and Authorizations (AUT) tables. After the import process has completed an email with summary information will be sent to the user that initiated the import.

Import Test Results Aeries Web 20161209 30.png

016-17 ACT Test Results

The 2016-17 ACT Test Results can only be imported from the Import Test Results screen in the Aeries Web Version. It will not be able to be imported from Aeries Client Version.

Select the ACT Test Results - SY:2016-17 file layout to import the 2016-17 ACT Test Results.

Import Test Results Aeries Web 20161209 31.png

The Import Test Results screen has been programmed to import only the fixed length (.txt) file.

Using the Select Files to Load button, navigate to the ACT Test Results data file and select it. Click on the Load button to load the students.

The Default Date for the 2016-17 ACT Test Results is the oldest date in the data file. The Testing Administration for the 2016-17 Test Results will display 2016.

Import Test Results Aeries Web 20161209 32.png

The Student Name and birthday is usually the primary identification in the 2016-17 ACT Test Results data files. It should be the first method used for matching students.

Import Test Results Aeries Web 20161209 33.png

The 2016-17 ACT Test Results import will add/update records to the College Entrance Test (CTS), table. After the import process has completed an email with summary information will be sent to the user that initiated the import.

Import Test Results Aeries Web 20161209 34.png

The ACT test results can be viewed in the ACT tab of the College Entrance Tests screen.

Import Test Results Aeries Web 20161209 35.png

The Print button at the bottom of the form will bring up a selection of tests that can be printed for the student. Selecting the ACT test will produce the following report:

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The same report can be run for all students in a school from View All Reports | College Entrance Tests. This report is only available at the School level, it cannot be run from the District.

Import Test Results Aeries Web 20161209 37.png

Reports

CAASPP Test Results

The CAASPP Test Results report is a new one page per student report that displays the student's SBAC ELA and Math scaled scores and performance levels. The report is only available in the Aeries Web Version but can be run either at the District level or at the School level.

The Testing Control Tables (CSN, CTL and TNP) must be updated with the new Scale Score Ranges prior to running the CAASPP Test Results report. The Client AdminCS (version 8/19/2016 or later) must be run to add the 2015-16 Scales Score ranges into the Aeries database prior to running the CAASPP Test Results report.

The CAASPP Test Results report can be found in View All Reports, filter for CAASPP. Click on the CAASPP Test Results report name.

When run from a school the following screen will display:

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The CAASPP Test Results report can only be run for the SPRG16 testing administration forward.

The Use Section Selector option will allow the report to be run for one or more Sections, Periods, Courses, Subject Areas or Departments. Select the Filter By option to bring up the sections that fall within that selection.

In the below example clicking on the Filter By Course brings up a list of all of the courses at the school. By default, all courses are selected. Use the mouse to click on one or more courses to run the report for. The CTRL key or the Shift key can be used in conjunction with the mouse click to select more than one course. In the below example three Algebra courses were selected, and then three sections were selected. When the Run Report button is clicked the CAASPP Test Results report will include the students in the three selected sections that have SBAC ELA or Math test results for the 2015-16 testing administration. The report will be sorted by teacher name, period, student name.

Import Test Results Aeries Web 20161209 39.png

The Use Student Selector option will bring up a list of students. Use the mouse to select the students to print a report for. The CTRL key or Shift key can be used in conjunction with the mouse click to select more than one student. If no students are selected, then the report will include all students. The Sort by option at the bottom of the page will sort the report by student name, or grade then student name, or Couselor/Teacher# (STU.CU) and then student name.

Selecting the Print Graph in Gray option will print the graph portion of the report in grey-scale rather than color.

Import Test Results Aeries Web 20161209 40.png

There are fewer options when the CAASPP Test Results report is run at the District level. A KEEP or SKIP query must also be run to limit the output of the report. The Run Report button will remain greyed-out until the KEEP or SKIP query has been run. The report is sorted by student name when run at the district level.

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Below is an example of the CAASPP Test Results report.

Import Test Results Aeries Web 20161209 42.png


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