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Hands On File Training

Hands On File Training. November 22, 2013. January Regents. Files Due NO LATER than December . Feel Free to send the files sooner if ready!!!. Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services •

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Hands On File Training

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  1. Hands On File Training November 22, 2013

  2. January Regents Files Due NO LATER than December Feel Free to send the files sooner if ready!!! Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit

  3. The Regent’s File-Public Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit

  4. The Regent’s File-Non-Public Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit

  5. Student/Course File Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit

  6. Student/Course File Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit

  7. State Course Code Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit

  8. Student/Course File Do not assign “PRETEND ID’s” the student ID must be the student’s home school ID!!! Create a separate file for each type of Regents exam. If a student is taking more than one Regents exam, The student will be listed on separate files for each exam. DistrictCode: NY280### (Pubs) or 800##### (Non-Pubs) If a student’s or teacher’s name contains an apostrophe (O’Toole) or a comma (Doe, Jr.), the name has to be in quotes. Example: “O’Toole”. Some Basic Rules Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit 8

  9. Student/Course File GradeLevel must be 2 digits Do not change the headings. They should be EXACTLY as in the sample If you have co-teachers, both names can be listed in the teacher field (Smith/Jones). Do not exceed 30 characters. Do not use a comma to separate names. The StateCourseCode identifies the test to be printed within the printing program. It must have the leading 0 or it will not print. Some Basic Rules Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit 9

  10. Student/Course File Where are you getting your data? From a Student Management System? Which one? Hand Entering? Separate into groups Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit 10

  11. Let’s Play • Open the file that was sent to you. • Work with a partner or by your self. • Figure out what is wrong with the file. • See if you can fix it. Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit

  12. Working in Excel – Final Save is .csvPublic schools • Enter all the student information. Save as a CSV (Comma delimited) (*.csv) If you re-open it will open with Excel. • You can either format cells as text before you start or custom format later. • If you want to custom format you do not have to worry about formatting column B, C, E, H, and K until the very last time you modify the file and are ready to send it to us. • Use the instructions on inserting the leading 0’s. • If you want to see that they are there, open the file with notepad. • Opening the .csv file in Excel allows you to make modifications but you will loose the “custom” formatting that just puts in your leading 0”s. • So, just do it again. No big deal!

  13. Working in Excel – Final Save is .xlsNon-Public schools • Use the sample file. It is already formatted. • If you want to create your own, format cells as text before starting. This will keep the leading zeros. • Or you can custom format after you are done. Directions to follow. • Enter all the student information. • Remove extra rows. • Save as an Excel and password protect.

  14. How to insert leading 0’s and fix the date: • Highlight the cells • Right click • Format Cell • Custom (bottom of the list) • Take out “general” in the box • Type in 9 0’s – 000000000 for student ID, 4 0’s for the location code, 5 0’s for state course code. • For the calendar type in yyyy-mm-dd

  15. Where do you send the file?Non-Public Schools • Password protect your file – see directions. • Attach the file to an email to your coordinator by December 13, 2013. • Send the password in a separate email.

  16. Password Protect • File > Save As • Tools > General Options Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit

  17. Password Protect • Enter a password in the Password to open box. • Press OK and re-enter password • Press OK and Continue to save as usual • E-mail coordinator the password. • In a separate e-mail attach the file Robert E. Lupinskie Center for Curriculum, Instruction and Technology • Student Support Services • One Merrick Avenue, Westbury, NY 11590 • (516) 608-6612 • Fax: (516) 608-6616 www.nassauboces.org/cit

  18. Where do you send the file? • Post it on the Test Scoring FTP Site NO LATER THAN December 13, 2013 • Email your coordinator to let them know you posted your file.

  19. Configuring Client • Double click on icon • In Site Manager Window Click on New Site in the window on the left • Using the next slide as a reference, fill in Information in the right window.

  20. Site Manager Enter your District’s Name between the FTP and the TS Your District Testing Coordinator should have this if not contact your BOCES coordinator and they will assist you This port MUST be open Click Here to connect to FTP site

  21. Transferring Files • Once connected the left window will be YOUR computer and the right window will be the BOCES server • Destination/Origination Folder on your computer can be selected in the left window • To transfer files, highlight desired file and click the arrow in the top section of the window containing the file you selected Click here to transfer file Navigate to Destination/Origination folder Select folder/file to transfer

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