Roster Import Layout Instructions

Before you begin

Imported Accommodations must use a CSV roster file layout that can be read by the portal. To access the CSV roster sample file and information to help you complete it, see Accommodations Import Layout Instructions.

When the CSV files are complete, follow these steps

To import an Accommodation file, do the following:

1. Click Select a Site ... and enter the name or code of the school or district to which you want to import.
   Note:
   • Teachers can import for multiple schools by selecting a district instead of an individual school. They can then include rosters for each school in the district in a single CSV file.
   • If you only want to import for a single school the CSV file must contain rosters for only that school.
2. On the Import Management page, click the Start New Import button and the New Import window displays.
3. Complete the fields as follows:
   • Import Job Title: Enter a recognizable name.
   • Select Import Type: Select Accommodations.
   • Registration Window: Select the registration window to which you want to import.
   • Import Action:
     • Update/Replace Accommodations: Select to update or replace an accommodation
     • Append Accommodations: Select to append accommodations
   • Click Browse to navigate to the files on your system or you can drag and drop the files into the drag and drop area of the window.
4. Click the Start Import button to import the files into Import Management. The import job displays in the Import Management grid. While the job is being processed, the status for the job is In Progress.
5. When the import job completes, it will be in COMPLETED status or VALIDATION ERRORS status.
   • If the job is in VALIDATION ERRORS status, click the job to display the error report. Update your CSV file to fix all of the errors shown in the error report.Once you have corrected the errors in the CSV file, restart the import process (return to Step 2).
   • If the job is in COMPLETED status, click the job to display the Details report.

Accommodations Import Layout Instructions

This topic shows you how to complete the CSV Accommodation Import file layout. First, download the CSV Accommodation file layout and save it to your system.

Note: The file download as an .xlx file. You must save it as a CSV file after downloading it (See Save the Excel File as a CSV File).

Use the table and rules listed below to help ensure the MSU Import file is completed correctly and will upload to the MSU.

When the CSV is completed and saves to your system, you can import the file.

Ref #	Column Name	Max Length	Acceptable Values	Description
1	District Code	3	Numeric 0-9, right justified and zero filled 3-digits	DOE assigned 3 digit system code The district code must match the district code displayed in the eDIRECT District dropdown menu. The district code must be the same for all records in the file.
2	Student State ID	10	Numeric 0-9	Student’s State ID
3	Student Last Name	50	Alphanumeric A-Z, a-z, hyphen, period, apostrophe, space	Last name of student.
4	Student First Name	50	Alphanumeric A-Z, a-z, hyphen, period, apostrophe, space	First name of student.
5	Student Date of Birth	8	Alphanumeric YYYYMMDD YYYY = Numeric MM = 01-12 DD = 01-31	Student date of birth. Must be in format YYYYMMDD as of September 2nd of this school year
6	Content Area	21	English Language Arts Mathematics	For each student, one row for each Content area for which Accommodations the students is assigned.
7	Accommodation	N/A	Online.SignLanguageASL Online.EnableAudioReadingPassage Online.Audio Online.Braille Online.ClosedCaptioning	Sign Language ASL Video Text-to-Speech (Items & Passages) Text-to-Speech (Items Only) Braille Closed Captioning (CCAPTION)

 

Rules for the CSV Accommodations Import File

• The CSV file must contain a header row that includes all Column Name Titles in the table above.
• If a header row is not included, the first student will be removed from the file.
• The CSV file must contain data in the order listed in layout.
• The fields cannot be longer than the value in the Maximum Length Column in the table above.
• The file must be in a comma delimited (.csv) format. Commas are not allowed in any field.
• Accommodations will be assigned by Content area on the Import file.
• If multiple Content area are needed for Accommodations then include multiple lines identifying the Content Area.

Rules for Accommodation Field #7

• Accommodation will be turned ON if included. Turned OFF if not included.
• New Accommodation Import file will update all Accommodations accordingly.
• Accommodations will be updated based on the Content Area specified on Import.
• Accommodations Import Needs to be completed Before Registering Student
• Accommodation not available for a Content Area will not be updated
• Multiple Accommodations can be included in the Accommodation field and should be pipe delimited with no spaces
  Example:  Online.Audio|Online.Braille