Generic Assessment Import

Users with the Agency Full Access role may import student assessment records into LACES via a "generic" assessment import.  This allows users to import assessments with different instruments/forms/levels on one import file for multiple students rather than entering the assessment records manually. This import is intended for state clients and independent literacy agencies who are not integrated with 3rd party assessment vendors.  Keep in mind that the number of assessment records you need to enter may determine whether or not you should import, since preparing the import file can be time consuming.  For example, it may be quicker to manually enter 20 assessment records than to prepare an import file. 

The import file must contain the following column headings and be saved as a .CSV file before importing.  Assessments are imported by Student ID. Student ID must be on the import file.

Generic Assessment Import Column Headings

Student ID

Student Unique ID

Gender
Assessed Date

Staff

Instrument

Form

Level

Subtest Name or Measure

Scaled

SPL/GLE

Raw

ABE/ESL

Additional Info:

• Student ID, Gender, Assessed Date, Instrument, Form, Level, Subtest Name or Measure, and Scaled are required data for the record to import.  All other fields are optional.

• When importing a TABE assessment, SPL/GLE overrides the scaled score.  For example, a TABE Reading scaled score of 555 populates ABE L4, and an SPL of 5.0 populates ABE L3.  If both of these are on the same row of the import file, the SPL/GLE will be used to populate the level. This is applicable ONLY to the TABE. 

• The instrument, form, and level must display exactly as they appear when adding the assessments manually.  Make sure there are no extra leading or trailing spaces in the column headings or in the assessment information in the cells.  If you get an import error, check to make sure there are no extra spaces on the import file. 

Step 1:

Prepare the import file. 

You may download the  template here: Assessments Generic Import Template

If creating your own file:

1. Open Excel or other spreadsheet program.

2. In the new file, enter the column headings shown above and in the screenshot below.  Make sure the heading names are correct and exact with no additional spaces either before or after the column heading. 

3. Add the assessment data to be imported.

4. Save the file to your computer in .CSV format. You may name the file anything you want, but the file type MUST be .CSV.

If downloading the Assessments Generic Import Template:

1. Download the template.

2. Save the file to your computer in .CSV format. You may name the file anything you want, but the file type MUST be .CSV.

3. Add the assessment data to be imported. 

4. Make sure to save the file. 

Step 2:

Import the file.

1. Go to the All Assessments area.

2. Click the down arrow on the All Assessments MORE toolbar icon.

3. Select 'Import Assessments (Generic).'

Remember that only users with the role Agency Full Access will see the import on the MORE toolbar drop-down list. 

4. Click Select Files.

5. Locate the import file on your computer. 

6. Select the file and then click Open.  

7. Click Import.

8. A success message will briefly display if the import has begun successfully.

Step 3:

Check the status of the import at All System Tasks. 

1. Click MORE on the area menu. 

2. Click All Systems Tasks to check the status of the import. 

   • An error will be returned on the import file if the student did not have enough hours to be assessed when imported in clients with assessment and hours customizations. 

Step 4:

1. Go to the All Assessments area and search by Creation Date to see the imported assessments.

Example import file

Last update:  3/14/2024