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.

The file is 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 it as a separate CSV file when it is ready.

It is recommended that files have specific naming conventions to help manage them.

Headers in the CSV file have the following 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).
• Column Headers can be a maximum of 64 characters, excluding spaces.
• 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:

• Fields can be Numbers or Text.
• Be careful with leading zeros for Numbers.
• Text fields will not lose leading zeros.

About the Test Grade field:

• 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 the Test Grade field:

• 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 the Test Subject field:

• English
• English Language Arts
• ELA
• E
  
  
• Language Arts
• LA
• RLA

• Mathematics
• Math
• M

• Reading
• Read
• R

• Writing
• W

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

• Social Studies
• SS
• History
• Hist
  
  
• Languages Other Than English
• LOTE

• Foreign Language
• FL

Additional Information about the Test Subject field:

• 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; Must be a whole number, decimals are not accepted for this field type

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:

• Extensions can be a maximum of 64 characters, excluding spaces.
• A Number-type Extension should contain number values in that column. 
• A FieldCode-type Extension should contain only pre-defined text value possibilities.
• A Percent-type field can have 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.
• For Results Headers (all optional) already in Aware, the inclusion of any of these Field Names in the Headers of the data file will make the results appear in the default Aware view.