Nassau BOCES Regional Summer School

Nassau BOCES Regional Summer School

Hands On File Training November 22, 2013 January Regents Files Due NO LATER than December Feel Free to send the files sooner if ready!!! Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit The Regents File-Public DistrictCode LocationCode Version NY280123 0001 AdminMonth StudentID 2014-06-30 Jan LastName FirstName GradeLevel CourseSection TeacherName StateCourseCode DistrictName 123456789 Doe John 00 Mrs. Smith

School 03001 *****PLEASE READ THE DIRECTION BELOW CAREFULLY***** Please create a separate file for each Regents exam Row 2 is just a sample - Delete it before you add your own records Do not touch Row 1 - Headings - Do not reformat - some fields are formatted as text to accommodate leading zeros All fields must be labeled exactly as above. Please do not add or delete (even if empty) any fields If the student is taking more than one exam, each exam should be on a separate line. DELETE ALL ROWS (DIRECTIONS) AFTER YOUR LAST RECORD. Save as a .csv and Rename ( your schools name_2014 Jan Regents) Once saved as a .csv DO NOT OPEN in Excel. You will lose your formatting and will have to reformat Post file to the Test Scoring FTP site This is the 4 digit location Copy and Paste Copy and Paste student's Local This is the code or 6 digit the date into Jan into each Student's Home code for OOD each record for record for each ID from their District ID Home School placements each student student or district 4 or 6 digits use

leading zeros if necessary DO NOT change to exact For June change 9 digits: use date. to Jun leading zeros Actual Grade May be used if May be used if See course code list Level for the you want answer you want answer that identifies the 13-14 school sheets sorted by sheets sorted by Regents Exam to be year CourseSection Teacher taken by the student 2 digits: Use leading zero Leave Blank 5 digits: Use leading zero Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit Leave Blank

The Regents File-Non-Public DistrictCode LocationCode Version 80011111 011111 AdminMonth StudentID 2014-06-30 Jan 123456789 LastName FirstName GradeLevel CourseSection TeacherName StateCourseCode Doe John 00 Mrs. Smith DistrictName School 03001 *****PLEASE READ THE DIRECTION BELOW CAREFULLY***** Please create a separate file for each Regents exam

Row 2 is just a sample - Delete it before you add your own records Do not touch Row 1 - Headings - Do not reformat - some fields are formatted as text to accommodate leading zeros All fields must be labeled exactly as above. Please do not add or delete (even if empty) any fields If the student is taking more than one exam, each exam should be on a separate line. DELETE ALL ROWS (DIRECTIONS) AFTER YOUR LAST RECORD. Save, Rename ( your schools name_2014 Jan Regents) and Password Protect file Email file to your COORDINATOR Just copy Last 6 This is the digits of Student's Home Instituton ID into School's each record for Institution ID each student 6 digits use leading zero This is the Copy and Paste Copy and Paste Local the date into Jan into each student's ID from their each record for record for each Home School each student student

or district DO NOT change In June 9 digits: use to exact date. change to Jun leading zeros Actual Grade May be used if May be used if See course code list Level for the you want answer you want answer that identifies the 13-14 school sheets sorted by sheets sorted by Regents Exam to be year CourseSection Teacher taken by the student 2 digits: Use leading zero Leave Blank 5 digits: Use leading zero Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit Leave Blank Student/Course File

Data Item Maximum Size of Field Public Schools Sample Data Public Schools DistrictCode 8 NY280999 LocationCode 4 (use leading zeros if needed) 0000 Version 10 2014-06-30 AdminMonth 3

Jan StudentID 9 (use leading zeros if needed) 000123456 LastName 20 Doe FirstName 20 Jane GradeLevel 2 (use leading zeros if needed) 09 CourseSection 20

MA101-2 TeacherName 30 (Used only for sorting and IDW reports ) Jane Smith or Mrs. Smith-H (for honors), Smith/Jones StateCourseCode 5 (See slide) DistrictName 30 (use to override District code) 03001 Leave Blank School 30 (use to override Location code) Leave Blank Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 6086616 www.nassauboces.org/cit

Student/Course File Data Item Maximum Size of Field Non-Public Schools Sample Data Non-Public Schools DistrictCode 8 80012345 LocationCode 4 (use leading zeros if needed) 012345 Version 10 2014-06-30 AdminMonth 3

Jan StudentID 9 (use leading zeros if needed) 000123456 LastName 20 Doe FirstName 20 Jane GradeLevel 2 (use leading zeros if needed) 09 CourseSection 20

MA301-2 TeacherName 30 (Used only for sorting and IDW reports ) Jane Smith or Mrs. Smith-H (for honors), Smith/Jones StateCourseCode 5 (See slide) DistrictName 30 (use to override school code) 03001 Leave Blank School 30 (use to override Location code) Leave Blank Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 6086616 www.nassauboces.org/cit

State Course Code 01003 English/Language Arts III Comprehensive English 01003CC English/Language Arts III Common Core Comprehensive English Common Core 02052 Algebra I Integrated Algebra 02052CC Algebra I Common Core Integrated Algebra Common Core 02072 Geometry

Geometry 02106 Trigonometry/Algebra Algebra 2/Trigonometry 03001 Earth Science Physical Settings/Earth Science 03051 Biology Living Environment 03101 Chemistry Physical Settings/Chemistry 03151 Physics

Physical Settings/Physics 04052 World History and Geography Global History & Government 04101 U.S. History-Comprehensive U.S. History & Government Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit 7 Student/Course File Some Basic Rules Do not assign PRETEND IDs the student ID must be the students home school ID!!! Create a separate file for each type of Regents exam. If a student is taking more than one Regents exam, The student will be listed on separate files for each exam. DistrictCode: NY280### (Pubs) or 800##### (Non-Pubs) If a students or teachers name contains an apostrophe

(OToole) or a comma (Doe, Jr.), the name has to be in quotes. Example: OToole. Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit 8 8 Student/Course File Some Basic Rules GradeLevel must be 2 digits Do not change the headings. They should be EXACTLY as in the sample If you have co-teachers, both names can be listed in the teacher field (Smith/Jones). Do not exceed 30 characters. Do not use a comma to separate names. The StateCourseCode identifies the test to be printed within the printing program. It must have the leading 0 or it will not print. Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit 9 9 Student/Course File Where are you getting your data? From a Student Management System? Which one? Hand Entering?

Separate into groups Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit 10 10 Lets Play Open the file that was sent to you. Work with a partner or by your self. Figure out what is wrong with the file. See if you can fix it. Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit Working in Excel Final Save is .csv Public schools Enter all the student information. Save as a CSV (Comma delimited) (*.csv) If you re-open it will open with Excel. You can either format cells as text before you start or custom format later. If you want to custom format you do not have to worry about

formatting column B, C, E, H, and K until the very last time you modify the file and are ready to send it to us. Use the instructions on inserting the leading 0s. If you want to see that they are there, open the file with notepad. Opening the .csv file in Excel allows you to make modifications but you will loose the custom formatting that just puts in your leading 0s. So, just do it again. No big deal! Working in Excel Final Save is .xls Non-Public schools Use the sample file. It is already formatted. If you want to create your own, format cells as text before starting. This will keep the leading zeros. Or you can custom format after you are done. Directions to follow. Enter all the student information. Remove extra rows. Save as an Excel and password protect. How to insert leading 0s and fix the date: 1. 2. 3. 4. 5. 6.

Highlight the cells Right click Format Cell Custom (bottom of the list) Take out general in the box Type in 9 0s 000000000 for student ID, 4 0s for the location code, 5 0s for state course code. 7. For the calendar type in yyyy-mm-dd Where do you send the file? Non-Public Schools Password protect your file see directions. Attach the file to an email to your coordinator by December 13, 2013. Send the password in a separate email. Password Protect File > Save As Tools > General Options Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit 16 Password Protect Enter a password in the Password to open box. Press OK and re-enter

password Press OK and Continue to save as usual E-mail coordinator the password. In a separate e-mail attach the file Robert E. Lupinskie Center for Curriculum, Instruction and Technology Student Support Services One Merrick Avenue, Westbury, NY 11590 (516) 608-6612 Fax: (516) 608-6616 www.nassauboces.org/cit 17 Where do you send the file? Post it on the Test Scoring FTP Site NO LATER THAN December 13, 2013 Email your coordinator to let them know you posted your file. Configuring Client Double click on icon In Site Manager Window Click on New Site in the window on the left Using the next slide as a reference, fill in Information in the right window. Site Manager Enter your Districts Name between the FTP and the TS

Your District Testing Coordinator should have this if not contact your BOCES coordinator and they will assist you This port MUST be open Click Here to connect to FTP site Transferring Files Once connected the left window will be YOUR computer and the right window will be the BOCES server Destination/Origination Folder on your computer can be selected in the left window To transfer files, highlight desired file and click the arrow in the top section of the window containing the file you selected Click here to transfer file Navigate to Destination/ Origination folder Select folder/file to transfer

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