Imports

Student Import

"Import Students" at the Student area More toolbar menu may be used to initially add student records in CBO agencies.   The import template includes all the fields on the student intake page. 

WA Import Students template

Student Import (Partial Intake)

"Import Students (Partial Intake)" at the Student area More toolbar menu may be used for updating required LACES fields that are not sent on the ctcLink integration/import files in the colleges agencies, or fields that are included on the ctcLink integration/import file but need added or updated in LACES.  CBO users may also use this import.

A view called "Student Intake Partial Import Fields" is available at the student area View Manager.  This view can be applied to a selection of students and exported with the import fields as well as student data for easier editing and importing.  The same fields are in the view as the downloadable "Student Partial Import Template."

Student Partial Import Template

User documentation:  

WA student imports 

Import Staff

The staff import is available to College Full Access and Agency Full Access users at the staff area More toolbar drop-down. The staff import template and import documentation may be downloaded from the LACES Data Imports user news page.  The template includes all of the fields on the staff intake page.  The template file MUST include all of the fields.  If you remove any of the columns on the staff import template, the import will fail.

Note that there is NOT a standard view that includes the staff intake fields, but you may create your own custom staff view that includes the fields on the template.  A custom view allows you to see which staff records are missing the required data. 

Generic Assessment Import

The Generic Assessment Import can be used to import any available assessments to LACES, including the Alternative Placement ABE and Alternative Placement ESL "assessments."  

One modification has been made to the standard Generic Assessment Import for WA.  Assessments will import based on either the Student ID or the Student External ID.  On your import file, you can include either the Student ID, Student External ID, or both.

The following fields are required data to import.  Other fields can be included on your import file but only Student ID or Student External ID will be used to determine a match to import assessments to LACES.

• Student ID or Student External ID

• Student Unique ID (can be blank)

• Gender (can be blank)

• Assessed Date

• Instrument

• Form, Level

• Subtest Name or Measure

• Scaled Score

College Templates

The College Templates for the Generic Assessment Import are based on the Student External ID.

• Student External ID Generic Assessment Import Template - blank

• Student External ID Generic Assessment Import Template - Alternative Placement Examples

CBO Templates

The CBO Templates for the Generic Assessment Import are based on the LACES Student ID.  Keep in mind that although the Student Unique ID is on the import template, it will not be used to determine a match in LACES.  The Student ID must be included on the file.

• Student ID Generic Assessment Import Template - blank

• Student ID Generic Assessment Import Template - Alternative Placement Examples

Using the Generic Assessment Import for Alternative Placement

The Generic Assessment Import can be used to import Alternative Placement "assessments." Please note that when importing Alternative Placement assessments or entering them manually, only I-BEST students should have a Scaled Score of 5 or 6 on an Alternative ABE Placement assessment.  A Scaled Score of 5 on an Alternative ABE Placement will place the student at ABE L5 and a Scaled Score of 6 will place the student at ABE L6 and makes the student eligible for inclusion in the denominator of the "Attained a Secondary School Diploma/Recognized Equivalent and Employed or Enrolled in Postsecondary Education or Training within one year of exit" outcome measure for NRS reporting.

Preparing file to import Alternative Placement

In addition to the relevant ID and Gender, 

• Assessed Date - Enter the Date of the Alternative Placement, for example 1/1/2025

• Instrument - Alternative ABE Placement or Alternative ESL Placement

• Form - (not applicable)    This must be entered in the file as indicated, including the parentheses.

• Level - (not applicable)   This must be entered in the file as indicated, including the parentheses.

• Subtest Name or Measure - Alternative ABE Placement or Alternative ESL Placement   This should match what was entered for the Instrument

• Scaled Score - 1, 2, 3, 4, 5, or 6    This determines the Assessed Level the student will be placed at.  If 1 is selected and the Instrument is Alternative ABE Placement, the Assessed Level will be ABE L1.  If 1 is selected and the Instrument is Alternative ESL Placement, the Assessed Level will be ESL L1.  Remember:  Alternative ABE Placement with a Scaled Score of 5 or 6 should only be entered for I-BEST students.

SEA Enrollments Target Import

The "Agency Enrollment Target Import" is available at the SEA ONLY for a state level user to import enrollment targets for individual agencies. 

Enrollment Target Template

1. Download the template and prepare the import file.

2. Go to the All Agencies area from the Additional area drop-down at the SEA agency.

3. Select "Import Agency Enrollment Targets" from the More toolbar drop-down. 

4. Upload the file and click Import. 

All imported enrollment targets display at the SEA.

1. Select Agency Settings from the Person Profile icon. 

2. Select the Funding tab. 

3. Click the Enrollment Targets panel to open. 

The imported targets for each agency display on the grid at the SEA.  Users at each individual agency may view the targets imported for their agency at the Agency Settings area by clicking the Funding tab/Enrollment Targets panel to open. 

Targets are generally imported at the beginning of the FY.  If a target for a particular enrollment type changes mid-year, the new value must be imported.  Agency targets that have not changed must still be on the new import file.  Do not leave any blank cells on the import file or you may accidentally overwrite existing targets.  

For example, in the screenshot below, the enrollment targets for 2024-2025 were imported for the agency.  Note that the ABE Enrollment target beginning in July of the 2024-2025 FY is 150. 

If the target of 150 is incorrect, change the value for that cell on the import file but do NOT delete or change the other values for IET/WPL, ESL, or IELCE.  Import the file again.  

If the target changes in a later month in the FY, add a new row to the import file with the start month of the changed target but do NOT delete or change the values in the other columns.  Import the file again.  

In this example screenshot, the ABE target was updated to 225 and an IET/WPL target of 35 added beginning in September. The IET/WPL target of 15 would be in effect from 7/1 to 8/31.  The IET target of 35 would be in effect from 9/1 until the end of the FY. 

Last update:  1/31/2025