Custom Data File Management

Before starting custom data file management, read Custom Data Files: Overview.

The four main components of custom data file importing are:

1. 1. Creating and Managing Custom Import Test Types 
   2. Custom Data File Management (this article)
   3. Importing Custom Data Files
   4. Viewing Custom Data Files

Files used in Custom Data Importing need to be managed to match the Extensions created for their Test Type. The User will manage the file for import.

File will be a .csv

• Best Practice: manage the file and keep it saved as a regular Excel file in case it needs to be fixed later; save as a separate .csv file when it is ready
• It is recommended that files have specific naming conventions to help manage them.

Headers in .csv file will be the display names for each Field in Aware

• “Student State ID”
• “Student Local ID”
• “Student Last Name”
• “Student First Name”
• “Student DOB”
• “Test Grade”
• “Test Subject”
• “Raw Score”
• “Percent Score”
• “Date Tested”
• “Campus ID”
• "Test Staff ID"

Additional information about headers:

• Headers/columns can be in any order in the file
• Some Headers are auto-recognized in Aware (spelling counts but case does not)
• Most Headers will be customized Extensions (see below)

Imported data has two options for linking to Student records in Aware:

• “Student State ID” OR “Student Local ID”
• “Student Last Name” AND “Student First Name” AND “Student DOB”

About Student ID fields:

• Can be Number or Text
• Be careful with leading zeros for Numbers
• Text fields will not lose leading zeros

About “Test Grade”

• Pre-Kindergarten
• Prekindergarten
• Pre-Kindergarten
• Early Elementary
• Early Elementary
• EE
• Kindergarten
• 0
• K
• Kinder
• Kindergarten
• Grade 1
• 1
• 1st
• First
• One
• Grade 1
• Grades 2 - 12 continue with the same pattern as Grade 1
• Graduated
• 13
• 14
• Secondary (as a grade group, usually reserved for high school students of varying grade levels)
• Secondary

Additional information about "Test Grade"

• A data file can include either a single tested grade level or multiple tested grade levels
• If multiple grade levels are represented in a single file, the field header “Test Grade” MUST be included
• If “Test Grade” is used, every student record MUST include a value for “Test Grade”

About “Test Subject”

• English
• English Language Arts
• ELA
• E

• Mathematics
• Math
• M

• Reading
• Read
• R

• Writing
• W

• Science
• Sc
• Biology
• Bio
• Chemistry
• Chem
• Physics
• Phys

• Social Studies
• SS
• History
• Hist

• Foreign Language
• FL

Additional Information about Test Subject

• A data file can include either a single tested subject level or multiple tested subjects
• If multiple subjects are represented in a single file, the field header “Test Subject” MUST be included
• If “Test Subject” is used, every student record MUST include a value for “Test Subject”

Scoring

• Raw Score: Number
• Percent Score: Can have the % or not - will display with it regardless

Date Tested

• Supports multiple date formats - if the spreadsheet knows it’s a date, then it will be treated as a date
• Date Tested actually provides the student records with a date. If no date is provided, the data will not appear on the Test and Scores page of the student profile when the StudentExt extension is used. It will appear in the "show all scores" section of the Test and Scores page without a date. 

Campus ID

• Must match the full State ID Number located in Manage Schools in the Management application

Additional Information about Formatting Data Files and Extensions:

• Ex: a Number-type Extension should contain number values in that column; a FieldCode-type Extension should contain only pre-defined text value possibilities
• Note: a Percent-type field CAN but does not need the % in the data file; Aware will create a % in the view
• Any column Header included in a Custom File must match either one of the Aware fields above or one of the pre-managed Extension fields added to the Test Type
• Data in an Extension field must match the managed features of that Extension
• Results Headers (all optional) already in Aware - Inclusion of any of these Field Names in the Headers of the data file will make the results appear in the default Aware view