Level 0
Help Document
Overview
i) Access and Sign-in
ii) Importing/Uploading Files
a. Electronic Import
i. Select File Type
ii. Insert/Update Choices
iii. Import File Location
iv. Prepare for Validation
v. Validate Data: First level of data checking
iii) Reports
vi. Verification 1: Import Errors
vii. Verification 2: Run Verification Report
viii. Information Report
iv) L1 Data Prep
ix. Validate
x. Lock – check
xi. Create File for L1 Submission
Navigate to cnyric.org and click on web applications
Access and Sign-In
1. User ID and Password: the RIC Administrator will create your initial User ID and Generic Password.
- Type in your User ID and Password and click the ‘Log In’ button. A successful log in will take you to the Main Menu where you can change your password. An unsuccessful log in will give you an invalid log in message and will prompt you to try again.
Importing and Uploading Files
** The Main Menu is the starting point for every function in Level 0. You will always be just one click away from this page, and will return to it every time you want to start a task. Use the blue ‘Menu’ button in the top right corner of any page to return the Main Menu.
1. My Available Districts box: The district information will always be filled in for you.
2. School Year box: The 3 options here are to work with current school year data, previous school year data, or the next school year data. The default is the current school year, so you will only need to change this selection if you are adding data for the next school year or looking for something in the previous school year. **Be sure you are in the current year before making changes. **
3. Select Function List: Choose one of the following:
· Electronic Data Import & Validation: Make this selection when there is a .txt or .csv data file for the program to import and validate automatically.
· Manual Data Input & Validation: Make this selection when you want to add or update one student record at a time. This function will also allow you to search for a student record in the database based on the student id or last name, district, and school year.
· Data Preparation for Level 1: This selection will enable the creation of a .txt file containing validated data that can be sent to Level 1.
**Note: The user must be designated as a Dist. Administrator to perform this function**
· Reports: This selection will enable you to view various reports based on the selected school year.
Electronic Import
4. Select Data Type List: After choosing the function you wish to perform, next choose the data type for that function. For instance if you choose the ‘Elect. Import’ function and click on the ‘Demographics’ data type button, you will be directed to the ‘Demographics Import’ web page.
Demographics Electronic Import Screen
5. Import file type selection: Select the type of import file you are using. When importing demographics data (screen shown above) the data can be formatted in a student lite template format, or a student full template format. Also the data in the file can be separated by commas or it can be a fixed format file meaning each line of data will be exactly the same length.
** Please make sure the first row of data contains a student record. A blank record or column header name in the first row will cause undependable results. **
6. Insert/Update Choices: Here there are 2 choices. As the data file is being read, it will look at each line and see if the student id number is found in Level 0 for the selected school year. If a match is found the Level 0 data will be replaced with the latest data from the import file if the choice ‘Update Existing Records in Level 0 AND Insert New Records’ is selected. On the other hand, if the second choice ‘Insert NEW Records Only’ is selected, then the matching student id record in Level 0 will not be replaced. In this situation only a line of data from the import file with no matching student id in Level 0 will be added to the database.
7. Import File Location: This is the location of the import file on your computer or networked drive. The program needs to know where to find the import file and what it is called so it can save a copy on the web server. The browse button is a convenient way to navigate to the import file.
**Note: only .txt files and .csv files will be accepted**
8. Prepare Import File: This step is needed to upload a copy of the import file to the web server. It could be time consuming if the file is very large or if you have a slower internet connection speed. Please be patient as this could take 5 minutes or more.
9. Validate Data: The final step is to validate the data. Again, this process can be quite time consuming if the import file is large so please be patient. This process could take 20 minutes or more if there are many thousands of records to validate. However it is important to note that all of the validation process is being done on the web server – not your computer. You should be able to do other work on your computer while waiting for this process to finish.
Changing Functions: Demographics Manual Data Entry Screen
10. Choose Demographic Data Type: manual data entry can be done for demographics, enrollment, program fact, etc.
Manual Data Entry Screen
11. Find a Student in Level 0: Enter a student ID in the ‘Student ID’ search box and click the ‘Search’ button. If the student ID is found for the current selected school year then the data will display on the screen. If no record is found then the screen will clear.
If you do not know the student ID then you can perform a ‘Last Name Search’. Enter the last name of the student in the ‘Last Name Search’ box and click the ‘Search’ button. If more than one record is found with this last name then the search results will be visible in the ‘Last Name Search Results’ grid (See step 2 for further details). If only one record is found with this last name then the record will be displayed on the screen.
**Note: The ‘Student ID’ search box must be blank to perform a last name search**
12. Last Name Search Results: This grid will display the results of your search for students by last name. This grid uses paging with a maximum of 3 records on each page. So if there were 9 records found for a last name search, then the grid will contain 3 pages with 3 records on each page. Click on the page numbers at the bottom of the grid to view all of the records. When you find the student you are searching for, Click View next to the student ID in the search box to make this student’s record visible on the screen.
13. Delete button: Clicking this button when a record is visible on the screen will delete this student from Level 0 for the current selected school year. It is also a cascading delete so any enrollment, program service, and assessment data will also be deleted. After clicking the ‘Delete’ button once, you will see a message in the ‘Validation Messages’ box asking if you are sure you want to do this. If you really want to delete this student then click the delete button one more time, which will read ‘Delete-Proceed’ at this point.
14. Validate & Save Student Data button: Click on this button anytime you make any additions or changes to data displayed on the screen. If any errors are found a message will appear in the ‘Validation Messages’ box describing the errors. If no errors are found then you will receive a Success message.
15. Clear/Add New button: Click on this button to clear the page in preparation for adding a new record.
Enrollment Screen
16. Toggle buttons: between Demographics, Enrollment, and Program Services etc.
Reports:
17. Reports for Demographics: reviewing data imported into Level 0 starts here.
18. Error Rpt #1 and #2: data that had errors during import will show in this screen. Further verification error checking can be done hear as well by clicking on the ‘Run Verification Rpt’
icon.
19. Additional Checks: data reports are available for total demographic record counts by building (Dist. School Summary), duplicate student unique identifiers (Dist. Dup. IDs), number of times import files have been brought into level 0(Import log), demographic records with blank fields( Blank Fields), whether or not the data has been locked for editing(Lock History), second verification report( View Verif. Errors) and the data unlock history (Unlock History).
Information Reports:
20. Information Report for Demographics Data Type: these reports are not fatal errors but warnings only. This warning is usually due to missing data.
21. Download .txt or .csv file: the error file would be downloaded for additional feedback and follow up.
Demographics Data Preparation for Level 1:
22. Choose Data Type for L1 Data Prep.: Files needed for the data warehouse will be extracted from Level 0 in this function.
23. Final Validation: Before sending any demographic data to Level 1, a final validation must be performed on all demographic records for the selected school year. The final validation will only be successful if there are no demographic records in error for the selected school year.
24. Check box and Locking Data: This check box needs to be checked by a district administrator before any demographic data can be sent to level 1. By checking this box the district administrator is asserting that the data is ready for level 1. Also checking this box will lock the data for the district until the file that will be sent to Level 1 has been created. If needed, this check box can also be manually unchecked which will unlock the district’s data so updates/additions can once again be made. If there are still errors found for the district then the upload process cannot continue and an error message will be displayed in the message box. If a duplicate student ID was found in the previous import file then a reminder warning will be displayed. You will be prompted to check the ‘Dist. Duplicate IDs’ report and check on this student ID, however the upload process will be allowed to continue as long as there are no error records for the district.
25. Create File for Level 1 Submission: This will allow the exported file to save on the CNYRIC server. **This is the most critical step in the upload/export process. The data upload to L1 is not complete without it.**
26. Save As: Using this button will allow the file to save on your desktop for a backup copy.
12 / Created by John Donegan 3-2-15