The bulk export option provides a means for an LEA to mass export data for any given number of students at one time. The user will be required to provide a comma separated value (csv) file that contains the SSID's of the students to be included in the data export. If the user has access to multiple LEA's, the desired LEA will need to be selected.
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General Bulk Export Information
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- Column 1 = SSID, required
- Column 2 = Local student id, optional. This is currently only used by the Assessment export if included.This column will vary depending upon which export option is being used. Some export options utilize only the first column of the CSV file. For those export options that allow for a second column, the second column is optional. Refer to the information included below to determine what value, if any, may be supplied in this column for each of the export options.
- File must have a .txt or .csv extension
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AB1234567 BB1234567 CC1234567 |
Depending upon the browser, the user may see 'Choose File' or 'Browse' for the button that allows the CSV file to be selected for uploading.
Process/Save Export File
After selecting any filter options and selecting the CSV upload file, clicking on the Upload button will begin the export process. Depending on the browser used and settings within the browser determines if the user will be prompted where to save the file and file name to be used. A default filename will be provided that will include the agency IRN and timestamp.
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The following error messages may be seen if there was a problem during the export process.
In this case, verify there are no blank lines/SSIDs in the CSV upload being used.
In the case of the 'Unable to process' error, verify the format of the CSV upload file. Ensure the SSID is in the first column. Each SSID needs to be it's own row within the file. See the CSV format examples above for further details.
Verify there are no blank lines/SSIDs in the CSV upload being used.
In the case of 'No records matched', ensure that the correct Agency has been selected to coincide with the SSID's provided in the CSV file. Verify that all nine characters of the SSID are present in the first column of the CSV file.
Assessment Export
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Assessment data is exported in flat file format as defined in the EMIS Guide for the FA records.
CSV Upload File
If desired, the local ID may be supplied in the second column of the input CSV file. If the local student ID is included, that value will be used in the resulting flat file export for the student id element. If a local student ID is not provided, the SSID will be used for the student id element of the extract file.
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The Clear button will reset all the query filter options to an empty state, /default values resulting in all assessments for the students being included in the export.
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After selecting any filter options and selecting the CSV upload file, clicking on the Upload button will begin the export process. The default file name will be in the format of FA-xxxxxx-yyyymmddhhmmss.txt where 'xxxxxx' is the selected agency IRN.
Special Education
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Export
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The special education data export will include the full details of the special education records in tab delimited format. The special education bulk export option will only use the first column of the CSV upload file, containing the SSID's to be included in the extract. If there is data in any additional columns of the CSV file, it will be ignored.
Filter Options
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By entering a number in the Days to IEP End Date, any special education records for the specified SSID's that have an IEP that will be expiring within the number of days entered will be included in the extract. Using the Outcome End date from the special education record, it determines if the IEP will be expiring within the number of days entered.
Process/Save Export File
After selecting any filter options and selecting the CSV upload file, clicking on the Upload button will begin the export process. The default file name will be in the format of Special-Education-Extract-xxxxxx-yyyymmddhhmmss.txt where 'xxxxxx' is the selected agency IRN.
Special Education Grad Required Export
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The special education grad required export will include the full details of the special education event and the grad requirements for that event in tab delimited format. This data includes, but is not limited to, event date and type, exemption flag, manifest code from which the data was last reported and when it was previously reported.
The grad required bulk export option will only use the first column of the CSV upload file, containing the SSID's to be included in the extract. If there is data in any additional columns of the CSV file, it will be ignored. If there are SSID's included in the upload file that do not have grad requirement data, those SSID's will not be included in the resulting export.
Filter Options
The Grad Required data to be extracted may be filtered based on a couple different options.
Grad Event Type allows the user to select a specific event type to be included in the extract. This is a drop down selection that will list all the valid event types, past and present.
Using the Grad Event Date Since option, any special education event records with qualifying Grad Required data for the specified SSID's that have an event date beginning with the date entered up through the current date will be included in the extract.
Process/Save Export File
After selecting any filter options and selecting the CSV upload file, clicking on the Upload button will begin the export process. The default file name will be in the format of Grad-Special-Education-Extract-xxxxxx-yyyymmddhhmmss.txt where 'xxxxxx' is the selected agency IRN.
Grad Cohort Export
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The grad cohort data export will include the full details of the grad cohort records in tab delimited or comma separated format (depending on user selection). The grad cohort bulk export option will use the first and second columns of the CSV upload file, containing the SSID's to be included in the extract, and the optional cohort year. If there is data in any additional columns of the CSV file, it will be ignored.
File Output Format
The user can choose the file output format. The options are Tab Delimited (.txt) and Comma Separated (.csv). Tab Delimited is selected by default.
CSV Upload File
The user has the option to include the cohort year on each row in the second column of the CSV file.
If the year is provided, grad cohort data from only that year will be included in the output file. If a year is not provided, grad cohort data for all years will be included in the output file.
The following are examples of CSV file formats that are valid for upload and processing by the Grad Cohort Bulk Export option in addition to the SSID only example shown above in the General Bulk Export Information section.
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YY1234567,2021
WW1234567,2022
XX1234567,2020
AA1234567,2019 |
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FF1234567,2019
CC1234567,2022
DD1234567,
EE1234567,2022
GG1234567,
HH1234567,2020 |
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FF1234567
CC1234567
DD1234567 |
Process/Save Export File
After selecting the file output format and the CSV upload file, clicking on the Upload button will begin the export process. The default file name will be in the format of Grad-Cohort-Extract-xxxxxx-yyyymmddhhmmss.txt where 'xxxxxx' is the selected agency IRN.
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