Embedded Files
The HSE assessment imports allow the state director or other LACES user at the state SEA level to import high school equivalency (HSE) assessment scores or diploma/credential information through the All Assessments tab. This process allows multiple student records to be updated with one import, instead of updating the records manually. The information is imported from a .csv file prepared by the user.
The HSE assessments and diploma/credential information that may be imported are:
GED 2014
HiSET
TASC
Getting Started
Please read all instructions prior to importing High School Equivalency assessment scores or diploma info records.
The first step in the import process is preparing the data file to be imported into LACES. This is a critical step. The import updates existing LACES data. The import cannot be undone once the import process is complete.
The data may come from different sources, or you may create your own import file. Regardless of the source, the import file must be specifically formatted and must contain column names specific to each HSE assessment.
You may export students from LACES at the Student area or All PoP Summary areas and copy/paste into the import file. A template for each import with the required columns and required column headings may be downloaded, saved to your computer, and edited for importing.
Things to keep in mind:
Students who attain a HSE during the current FY may potentially count on Table 4 as Attaining SSD (MSG).
Students who attain a HSE after leaving may potentially count on Table 5 only if their entry or exit level was ABE L5 or ABE L6.
When the same SSN is found in multiple agencies or in multiple student records in the same agency, the HSE data will be added in each student record.
Exporting from the Student Area
1. At the LACES student area, filter the student list to include the students who will have HSE assessment scores or Diploma Info imported into their student record. Change the view to include Student ID and SSN.
2. You may add additional fields to the view, such as Last Name, First Name, and Birthdate but additional columns have no effect on the import.
Export the list.
Copy/paste into the HSE import file.
If you exported additional fields, be sure to add columns for these on the import file before copying and pasting the student list.
Preparing the Import File
1. Each student record is identified by either the Student ID or the SSN. When both the Student ID and SSN are provided, the import will look for a match on the Student ID. If only the SSN is provided, the student will be matched on SSN.
2. When a student with the same SSN is in multiple agencies, the student record in each agency will be updated appropriately with the imported HSE information. If both Student ID and SSN are provided, the HSE data will only import to the agency with the Student ID on the file.
3. If both Student ID and SSN are missing for a student record, nothing will be imported from the record and an error will be returned.
4. Enter the appropriate values on each row.
5. Make sure the file is saved in the .csv format.
6. When editing the file, make sure that you delete sheet rows and sheet columns instead of only deleting the text in a cell. To make sure you have done that, open the file in a text editor (Notepad) to look for rows where only the text has been deleted instead of sheet rows or sheet columns, and delete. These rows will display with all commas.
Entering the values on the import file
Enter diploma info or scaled scores on the import file. When the file is imported, records will be created at the student Diplomas/Credentials panel or at the assessment tab, or both.
For students who passed or failed an HSE test, enter the date in the Diploma Date column and Pass or Fail in the Diploma Pass Fail column.
Pass will add a record in the Diploma Info folder with 'Date Earned.'
Fail will add a record in the Diploma Info folder with 'Date HSE or Certification Exam Last Taken But Not Passed.'
2. When diploma values and assessment scores have been entered on the import file, records will be created at both the Diplomas/Credentials panel and at the assessment tab.
3. If a Diploma Date is not entered but the 'Diploma Pass Fail' cell contains information, the row will not be imported even if there is data contained in the other columns.
A Diploma Date is required for processing failed HSE records.
4. For students who took a HSE assessment, enter the appropriate information on the correct import file.
Keep in mind that entering assessment information on the import file is the same as entering assessments in the student record, so be sure to enter correct dates, and scores in the proper range.
5. The HiSET and TASC allow the user to indicate whether a student passed or failed the writing subtest. Indicate Pass or Fail in the Writing Pass Fail column on the TASC import file, or the Language Arts Writing Pass Fail column on the HiSET import file. When this is blank, Pass is assumed.
6. Partial scores for students who did not take all the subtests for a HSE assessment may be imported. The subtest dates and scaled scores entered will be imported. When an assessment already exists in the student record, imported assessment records will be considered retakes when the assessment date on the import file is different from the existing data.
When importing diploma records, the following rules will apply:
It is important to validate the data on the import file prior to importing. This will result in fewer errors.
A sample GED 2014 file ready for import. Remember, the column headings on each HSE import must be exact.
Remember: The import cannot be undone once the import process is complete, so it is important to make sure your import file has the correct data.
Import the File
Sign in to the SEA agency.
Select All Assessments from the More area drop down list.
Click More on the toolbar.
Select the appropriate import type from the drop down list.
Browse for the import file.
Click Import.
Close the import window.
To check the status of the import, select All System Tasks from the More area drop down list. Any error messages will display in the import record at All System Tasks.
Fiscal Year summaries are not updated by this import.
Please contact LiteracyPro tech support to update the appropriate fiscal year summaries if you import HSE assessments for a prior FY after the state rollover but before the reporting deadline of 10/1.
IMPORTANT NOTES:
Always verify the data on the import file prior to importing.
Only .csv files may be imported.
Until you are familiar with the import process, importing files with fewer records is easier to manage, especially if there are records with errors.
You must have the required columns on the import file. For example, if you import only by Student ID, you must still have a column for SSN even though the SSN column will contain no data, or if you are only importing pass or fail diploma records, the import file must still have the columns for the subtests.
An identical import record will not be imported again.
If any part of an import record cannot be imported because it is in error, the record is not imported and returned with an error.
Assessment data or diploma info records that were imported may be edited or deleted by the user.
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