Before you begin: The DRC Assessment import review process works the same way everywhere in LACES, but who can access it depends on your state's configuration:
Agency-level states: Local agency staff can review import errors and re-import corrected data directly, without involving the SEA.
SEA-only states: Only state staff at the SEA can access the Imports area and perform these steps. Local agencies should route these issues to their SEA contact.
If you're not sure which applies to your state, check whether the Imports area appears in your agency-level LACES menu. If it doesn't, your state has not yet enabled agency-level DRC review, and these steps must be completed by SEA staff.
Sign into LACES — at the agency level if your state has agency-level DRC review enabled, or at the SEA level if it does not — and go to the Imports area.
Locate the import record you need and open the record. Typically, the import record you need will be the first one with a Start Date/Time that is after the date the student in question was assessed. If you don't know the date assessed, you may want to check the most recent import and also one from approximately 60 days ago to see if the student appears on either, since assessments are exported from DRC for 60 days after the assessment.
In the Import Messages, search (using CTRL+F) for the name of the student.
If the student is included in the Import Messages, check the Status and Message to see why the record was not imported.
If there are records you want to review, click the Download Imported File icon at the top of the window.
Download the file.
If a record was not imported because there was not an exact match of First Name, Last Name, Birthdate, and Gender, the information will need to be corrected in either LACES or DRC.
Assessment within the previous 60 days
Data error in LACES — The agency will need to correct the data in LACES. Once the data is corrected, if the assessment in question was within the previous 60 days, it will be captured the next time the data is integrated between DRC and LACES.
Data error in DRC — You will need to update the file that includes the student's assessment data so it matches what is in LACES, and then re-import the corrected file or manually enter the assessment in the student record.
Agency-level states: Agency staff may manually import the corrected file for their own agency.
SEA-only states: Only state users at the SEA may manually import DRC files. Agency staff will need to send the corrected file to their SEA contact for import.
Either way, the data will also need to be corrected in DRC so future assessments import to LACES correctly.
Assessment more than 60 days ago — If the assessment was more than 60 days ago from today's date, it will no longer be included on the DRC file.
If an assessment was not imported because it was not included on a file from DRC within 60 days, contact DRC.
If an assessment was included on the export file from DRC and the First Name, Last Name, Birthdate, and Gender are an exact match on the file and in LACES, contact LiteracyPro tech support.
A row may show a Status of Error for several reasons, including:
Not enough hours — "Student does not have the minimum required hours for this assessment (xx.xx), and no override reason was provided." This occurs if the student doesn't meet the minimum hours rule for the assessment, if that rule is implemented for your state, and no override reason was entered.
Not enough hours (rule-based) — "[Rule: AddAssessment] The student needs xx hours or more before this assessment." Another version of the minimum hours check, tied to a specific hours threshold rule for the assessment.
Assessment form not available — "Assessment Form 'xxx' is not available in Client or Agency, skipping row." This occurs if the assessment type/form isn't set up for use at the client or agency level in LACES.
Back-to-back assessment forms — "[Rule: AddAssessment] Cannot have back to back assessment forms with the same name in the same fiscal year." This occurs if LACES' back-to-back assessment rule blocks the same assessment form from being entered twice in a row within the same fiscal year.
Sign into LACES — at the agency level or the SEA level, depending on your state's configuration — and go to Imports.
Open the import record and download the import file.
If you need to correct data in the file from DRC because a data entry error in DRC wasn't found until more than 60 days past the assessment date, make the necessary updates and save the file to your computer as a .CSV file.
Note: This section applies to agency-level states (agency staff importing for their own agency) and to SEA staff in states where agency-level import is not yet enabled. If your state does not have agency-level DRC review, agency staff should send the corrected file to the SEA rather than attempting to import it themselves.
Sign into LACES — at the agency level or the SEA level, as applicable — and go to the Imports area.
Click the Import Data button.
Select DRC from the Imports drop-down list.
Click Select File and navigate to the import file on your computer.
Click Import.
To verify that the assessment in question imported, go to the Imports area.
The most recent import displays at the top of the grid.
Once the status shows Completed, you may open the record.
Click the Import Messages tab for the import messages.