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.

1 General Bulk Export Information
- 1.1 CSV Upload File
  - 1.1.1 SSID only
- 1.2 Process/Save Export File
- 1.3 Possible Errors
2 Assessment Export
- 2.1 CSV Upload File
  - 2.1.1 SSID and Local Student ID
  - 2.1.2 Mixed Format
- 2.2 Local Student ID Format
- 2.3 Filter Options
- 2.4 Process/Save Export File
3 Special Education Export
- 3.1 Filter Options
- 3.2 Process/Save Export File
4 Special Education Grad Required Export
- 4.1 Filter Options
- 4.2 Process/Save Export File
5 Grad Cohort Export
- 5.1 File Output Format
- 5.2 CSV Upload File
  - 5.2.1 SSID and Year
  - 5.2.2 Mixed Format
  - 5.2.3 SSID only
- 5.3 Process/Save Export File

General Bulk Export Information

CSV Upload File

A comma separated value (CSV) file will need to be uploaded to the application to indicate the students to be included in the export. The first column of the CSV file must contain the SSID's to be included in the extract.

Column 1 = SSID, required
Column 2 = 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

SSID only

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.

Possible Errors

The following error messages may be seen if there was a problem during the export process.

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

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.

The following are examples of CSV file formats that are valid for upload and processing by the Assessment Bulk Export option in addition to the SSID only example shown above in the General Bulk Export Information section.

SSID and Local Student ID

YY1234567,ABCDEFGHI
WW1234567,SHORT321
XX1234567,000001101
AA1234567,NAN000100

Mixed Format

FF1234567,STUDENT15
CC1234567,SHORT8
DD1234567,
EE1234567,000123456
GG1234567,
HH1234567,880001010

Local Student ID Format

If the student data source system uses local student ids with leading zeroes or spaces, it will be necessary to include the leading zeroes/spaces in the CSV file. If, for example, only five characters/digits are supplied for the local id in the CSV file, the result in the export file will be the five characters/digits with four trailing spaces.
'ABCDE '
'12345 '
If the local student id '12345' has leading zeroes, it needs to be supplied in the CSV file as
AA1234567,000012345

Filter Options

For the export of assessment data, the type of assessments to be included in the export may be defined using the filter options.

The Clear button will reset all the query filter options to empty/default values resulting in all assessments for the students being included in the export.

Assessment Type allows for selection of a specific assessment type. This includes assessments that may have been given in the past and are no longer assessed. The drop down list includes all available assessment types, past and present.

Subject allows for selection based on a subject area. The list of available subjects will include all available subject areas for all assessment types, past and present. Care will need to be taken to select the appropriate subject area based on the assessment type being targeted. For example, there are several math related subject areas

'M' is valid for many of the assessment types; AC, GA, GD, GN, GO, GX, SA and WK whereas 'MTH1' and 'MTH2' are valid for the GE assessment type only.
If 'GX' was selected for the assessment type and 'MTH1' was selected for the subject, this would result in nothing being found as there will never be an MTH1 subject area for a GX (OGT) assessment type.
The subject filter may be used standalone. For example, selecting 'M' for Math, leaving the other filter options clear would result in any assessment type with a subject area of 'M'.

Test Grade Level allows for selection by test grade level. The list includes all possible testing grade levels.

Assessment Group allows for selection of assessments based on a grouping category. Available options are:

Graduation Tests = AC, AP, GE, GW, GX, IB, SA, and WK assessment types
Other Tests = All other assessment types not listed above for Graduation

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 FA-xxxxxx-yyyymmddhhmmss.txt where 'xxxxxx' is the selected agency IRN.

Special Education Export

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

The special education records to be extracted may be filtered based on several different options.

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 Event Date Since option, any special education records 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.

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

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

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.

SSID and Year

Mixed Format

SSID only

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.