New
York
Wicked Good Software has
developed tools to help our
- Make sure you are using web2school version 1.60.9 or higher
- Import the category file e-mailed to you by WGS
- Assign category data to all of your students
- Import the special template file e-mailed to you by WGS.
- Export the data for the state
Checking The web2school Version
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Step |
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1 |
In web2school click on the Help Menu. |
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2 |
Select About web2school. The
program displays the version number of the server and the client. Make sure these numbers are at least at
version 1.60.9. |
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3 |
If they are not, go to www.web2school.com
to the Downloads page and install the latest updates. If you need assistance installing the
update, contact our tech support line at 1-800-237-5530. |
Importing the State Category File
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Step |
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1 |
You will receive 1 file via e-mail called NYCats.txt. This contains the category setup for the NY export. |
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2 |
Save the file to a folder on your hard drive. |
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3 |
Go into web2school and make sure you are in the 2005-2006 school
year. |
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4 |
|
|
5 |
Click Yes on the import warning to display a browse
window. Browse to the folder where the
zip files are stored. Select the
folder but do not open it and click OK. |
|
6 |
When the import is complete, select Setup-State
Data Elements-Category. Click Get
List and you should have
three categories (Grade Level, Post Graduate Activity and Status). Close that window. |
|
7 |
Select Setup-State Data
Elements-User Defined. Click Get
List. You should have twenty-one user defined
fields. |
|
|
NOTE: Not all of these fields
are required at this time. |
Assigning Category Data To Students
Category data can be assigned globally to all students in your database, to students in a particular year of graduation or to a list of students. The steps below explain that process.
Mass Assign State
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Step |
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1 |
Go into web2school and make sure you are in the 2005-2006 school year. |
|
2 |
Select Tools-Global-State Data
Elements-Assign Category. |
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3 |
On the Assign Category window in the
Select ID field, select
the first category (i.e. Grade Level).
In the Select Sub-ID field, select the first Grade Level to be
assigned. |
|
4 |
In the Student Option section under Assign Data To select the appropriate group of students. If you are assigning Grade Level you would
typically choose Year of Graduation, for other categories you may prefer to
choose school. |
|
5 |
If you choose Year of Graduation, type the appropriate year of
graduation in the Enter Year of Graduation field. Click Assign. |
|
6 |
Continue updating categories until all students have been assigned. |
Mass Assign State
|
Step |
|
|
1 |
Go into web2school and make sure you are in the 2005-2006 school
year. |
|
2 |
Select Tools-Global-State Data
Elements-Assign User Defined. |
|
3 |
On the Assign User-Defined window select the first User Defined Category to be assigned. In the
Enter Data for Category
field, type the data to be entered for the selected students. |
|
4 |
In the Student Option section under Assign Data To select the appropriate group of students. |
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5 |
If you choose Year of Graduation, type the appropriate year of
graduation in the Enter Year of Graduation field. Click Apply. |
|
6 |
Continue updating categories until all students have been assigned. |
Modify Categories For A Single Student
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Step |
|
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1 |
Go into web2school and make sure you are in the 2005-2006 school
year. |
|
2 |
Select Administration-State
Utility. Search for the appropriate student and
double-click on his name. |
|
3 |
On the Student Information window you can modify a category by
clicking on it and selecting a the appropriate sub-category from the pop-up
list. |
|
4 |
To modify a User Defined field, click on the User Defined tab. Click in the Data field next to the appropriate
category and type the data needed. |
Importing the NY Template
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Step |
|
|
1 |
You will receive 1 file via e-mail called CustomV01.zip. This contains the template to export data for the state. |
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2 |
Save this file to a folder on your hard drive. Do not unzip it. |
|
3 |
Go into web2school and make sure you are in the 2005-2006 school
year. |
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4 |
Select Management-Data
Management-Import-Import Custom Templates. On the import window make
sure that Append Data is selected. Click the Get Path button to browse to the
file you saved on your hard drive. |
|
5 |
Click on CustomV01.zip to select it and click OK. Click OK on the import window to import the
template. |
Exporting Data For The State
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Step |
|
|
1 |
In web2school select Management-Data Management-Export-Custom Export-Advanced Custom Export. |
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2 |
On the Export window click Get List. Click once on NY-Student Lite Extract V7 to select it. |
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6 |
Click on the Export button at the top of the window. Click in the File Name field and give the
export file a name. This file will
automatically be saved to the hard drive of your computer in the web2school\desktop
folder. |
|
7 |
Do not click Include Header.
That is not required for this export. |
|
8 |
Click Filter to select the group of students that should be included
in this export. In the Status field,
the program defaults to All Students.
It is recommended that you set this to Active so that inactive
students are not exported. |
|
|
NOTE: Currently this export
sends out all students unless you change the Filter to Active. If you have students who have withdrawn who
must be part of this export, you must either set them back to Active or create
a regular Descriptive Category indicating students who should or should not
be exported. Then, you would export based on that category
instead of based on Active/Inactive. |
|
9 |
Click the Export button on the filter window to export students. |
|
|
NOTE: Opening the export file in Excel alters the format of the data
fields. If you open the file in Excel
to verify that the data is there, do not save it. We recommend re-exporting and uploading a
file that has never been opened by Excel to ensure data integrity. |
Data Fields In This Export
Not all fields listed by the state are required at this time. The table below lists the every field and where web2school stores each one. Fields in gray are not required at all but must be part of the export so that the export has the correct number of columns. You do not need to assign any data to students for those fields. Contact your Data Warehouse representative for a list of required fields.
#
|
Field Name
|
Where It Is In w2s |
Notes |
|
1 |
DISTRICT CODE |
State
User Defined field |
"NY" and first 6 characters of Beds Code |
|
2 |
LOCATION CODE |
State
User Defined field |
This is the school building or organization where the student
primarily attends school or to which the district has assigned the student
for regular daily attendance |
|
3 |
SCHOOL YEAR |
State User Defined field |
The school year (reported as the June 30 date) that encompasses
the data being collected/reported. |
|
4 |
STUDENT ID |
Student’s web2school System ID |
Currently we take the web2school system ID and add zeros
to make it a 9 digit number. If you do
not have unique system IDs across your District, you may need to use a
different field for this information.
You could use the District ID field if your students have a 9 digit
district ID. |
|
5 |
LAST NAME |
Student Info window |
Record only the student's last name, including any
hyphenated portion of the name. If you enter a suffix on the student
information window, we will include it with the student last name. |
|
6 |
FIRST NAME |
Student Info window |
|
|
7 |
MIDDLE INITIAL |
Student Info Window |
If you have the student’s full middle name, do not change
it. We will only export the first
letter of the middle name. |
|
8 |
CURRENT GRADE LEVEL |
State Category |
|
|
9 |
HOMEROOM |
Student Info window Homeroom Field |
Note that web2school allows 10 character homerooms. The state accepts only 6 characters for
homeroom. We will take the first six
characters in the homeroom field. |
|
10 |
BIRTHDATE |
Student Info window – General Tab |
The export template will reformat this date in the
YYYY-MM-DD format required. |
|
11 |
GENDER |
Student Info window |
|
|
12 |
ETHNIC CODE |
Student Info window – General Tab |
This export will not look at previously entered Race categories
on the Categories Tab. You must enter ethnicity for all students or your
export will be rejected. |
|
13 |
HOME LANGUAGE CODE |
State User Defined field |
Use the codes defined by the state. Language routinely
spoken in the student’s home. Leave
blank for English. |
|
14 |
CHALLENGE TYPE |
NO LONGER BEING USED |
Fields are not being used but must remain part of the
export as place holders. Just ignore them. |
|
15 |
LEVEL OF INTEGRATION |
NO LONGER BEING USED |
|
|
16 |
LEP PARTICIPATION |
NO LONGER BEING USED |
|
|
17 |
DURATION OF LEP |
State User Defined field |
Number of consecutive years a student has received LEP
services. |
|
18 |
POST GRADUATE ACTIVITY |
State Category |
Postgraduate activity planned by the student. |
|
19 |
STATUS |
State Category |
Active or Inactive |
|
20 |
LAST STATUS DATE |
State User Defined |
YYYY-MM-DD format
For students who have withdrawn, but were enrolled during this school
year, enter their withdrawal date. For
students who have been enrolled during this school year, we will supply the
default date of 2006-06-30 |
|
21 |
POVERTY CODE |
NO LONGER BEING USED |
Fields are not being used but must remain part of the
export as place holders. Just ignore them. |
|
22 |
POPULATION CODE |
NO LONGER BEING USED |
|
|
23 |
MOBILITY CODE |
NO LONGER BEING USED |
|
|
24 |
DIPLOMA TYPE CODE |
State User Defined field |
Type of credential received by the student. Make sure to enter the appropriate 3 digit
code |
|
25 |
PROGRAM SERVICES CODE |
NO LONGER BEING USED |
Field is not being used but must remain part of the export
as place holder. Just ignore. |
|
26 |
DATE OF ENTRY GRADE 9 |
State User Defined |
Year, month, and day on which the student first entered
grade 9 anywhere. |
|
27 |
SERVICE PROVIDER |
State User Defined field |
Building or location that the student came from. |
|
28 |
INOCULATION DATE |
State User Defined field |
Date the student was first vaccinated for Polio. |
|
29 |
ADDRESS 1 |
Guardian 1 Physical Address |
|
|
30 |
ADDRESS 2 |
Guardian 1 Physical Address |
|
|
31 |
CITY |
Guardian 1 Physical Address |
|
|
32 |
STATE |
Guardian 1 Physical Address |
|
|
33 |
ZIP CODE |
Guardian 1 Physical Address |
|
|
34 |
HOME PHONE |