Importing Participants and Registrations (GA Milestones)

Users can access data for all Georgia Testing Programs (EOC, EOG, ICT Pilot, GAA 2.0). Note that participants cannot be imported for the GAA 2.0.

Before you begin

All imports are program agnostic.
Records successfully uploaded using the Participants and Registration file are automatically registered for a test session. For this reason, DRC recommends uploading the Participants and Registrations file after uploading the Accommodations file.
Restricted Access will default to off. To turn on, see Register Participants for an Assessment.

After you have created the Participants and Registrations File Import file, follow these steps to import them into the Portal

To import a Participant and Registration file, do the following:

Confirm (change if needed) the district and enter the name or code of the school or district to which you want to import.
Note:
- Users can import for multiple schools by selecting a district instead of an individual school. They can then include student records for each school in the district in a single CSV file.
- If users want to import for a single school, the CSV file must contain student records for only that school.
On the Import Management page, click the Start New Import button and the New Import window displays.
Complete the fields as follows:
- Import Job Title: Enter a recognizable name.
- Select Import Type: Select Participants and Registrations.
- Click Browse to navigate to the files on your system or you can drag and drop the files into the drag and drop area of the window.
Click the Start Import button to import the files into Import Management. The import job displays in the Import Management grid. While the job is being processed, the status for the job displays as In Progress.
When the import job completes, the status is COMPLETED or VALIDATION ERRORS.
- If the job is in VALIDATION ERRORS status, click the job to display the error report. Update your CSV file to fix all of the errors shown in the error report. Once you have corrected the errors in the CSV file, restart the import process (return to Step 2). Although the records that do not have errors are not required to be uploaded again, it is often faster and easier to simply upload the entire file again.
- If the job is in COMPLETED status, click the job to display the Details report, which includes information about each imported record.

Participants and Registrations Import Layout Instructions

The file layout is provided in the table below and the sample import file is provided here (link). Note, the sample import file downloads in Excel (i.e., XLSX) format rather than in CSV format. If districts wish to use the sample import file for a test run, they must first re-save it as a CSV file.

This topic shows you how to complete the Participants and Registrations Sample Import File. First, download the Participants and Registrations Sample Import File and save it to your system.
Note: The file downloads as an .xlsx file. You must save it as a CSV file after downloading it (See Save the Excel File as a CSV File).

Use the table and rules listed below to help ensure the Import file is completed correctly and will upload.
When the CSV is completed and saves to your system, you can import the Participants and Registrations file into Import Management.

Ref#	Column Name	Max Length	Required (Y/N)	Acceptable Values	Description
1	District Code	3	Y	Numeric 0-9, right justified and zero filled 3-digits	DOE assigned 3 digit system code. The district code must match the district code displayed in the DRC INSIGHT District dropdown menu. The district code must be the same for all records in the file.
2	School Code	4	Y	Numeric 0-9, right justified and zero filled 4-digits	DOE assigned 4 digit school code. The school code must match the school code displayed in the DRC INSIGHT Portal School dropdown menu.
3	GTID	10	Y	Numeric 0-9	Student’s State ID.
4	Student Last Name	50	Y	Alphanumeric A-Z, a-z, hyphen, period, apostrophe, space	Last name of student.
5	Student First Name	50	Y	Alphanumeric A-Z, a-z, hyphen, period, apostrophe, space	First name of student.
6	Student Middle Initial	1	N	Alphanumeric A-Z, a-z May be blank	Middle initial of student.
7	Student Gender	1	Y	Alphanumeric F M	Indicates student’s gender.
8	Student Date of Birth	8	Y	Alphanumeric CCYYMMDD MM = 01-12 DD = 01-31 CC = 19, 20 YY = each position: 0-9	Student date of birth. Must be a valid date. Must be in format: CCYYMMDD. Age cannot be less than four as of September 2 of the current school year.
9	Grade Level	2	Y	Numeric 0-9 EOC: 04-12 EOG: 03-08	Grade Level in which the student is currently enrolled for the current school year.
10	SRC Code	1	Y	Alphanumeric P = Mild Intellectual Disability Q = Moderate Intellectual Disability R = Severe Intellectual Disability S = Profound Intellectual Disability T = Emotional/Behavioral Disorder U = Specific Learning Disability V = Orthopedic Impairment W = Hearing Impairment X = Deaf Y = Other Health Impairment Z = Visual Impairment 1 = Blind 2 = Deaf and Blind 3 = Speech/Language Impairment 6 = Autism 7 = Traumatic Brain Injury 8 = Significant Developmental Delay Blank if no disability.	Indicates student’s Primary Area of Disability If SRC Code = ‘8’, then Grade Level must be < ‘06’ and TestID = EOG; SRC Code = 8 is not applicable for EOC.
11	EL	1	Y	Allowable Characters: Alphanumeric Y = Student is Limited English Proficient 1 = First year out of EL Program, monitored year one; 2 = Second year out of EL Program, monitored year two; 3 = Former EL student, no longer monitored, tested out of EL 3 years ago; 4 = Former EL student, no longer monitored, tested out of EL 4 years ago; F = Former EL student, no longer being monitored, tested out of EL 5 or more years ago; I = Student incorrectly reported as ‘EL’; N = Student is Not Limited English Proficient	Indicates the EL status of student.
12	Section 504	1	Y	Allowable Characters: Alphanumeric Y = Yes N = No	At the time of the test, this student qualified for Section 504.
13	Migrant	1	Y	Allowable Characters: Alphanumeric Y = Yes N = No C = Continuation of Services	Indicates whether or not the student was enrolled in the Migrant Education Program at the time of test.
14	Ethnic Hispanic	1	Y	Allowable Characters: Alphanumeric H = Yes N = No	Hispanic or Latino Not part of race indicators. Identifies Hispanic ethnicity.
15	Race American Indian	1	Y	Allowable Characters: Alphanumeric I = Yes N = No	American Indian or Alaska Native - One of the five race indicators that can be set to yes or no for a student. More than one can apply.
16	Race Asian	1	Y	Allowable Characters: Alphanumeric S = Yes N = No	Asian - One of the five race indicators that can be set to yes or no for a student. More than one can apply.
17	Race Black	1	Y	Allowable Characters: Alphanumeric B = Yes N = No	Black or African American - One of the five race indicators that can be set to yes or no for a student. More than one can apply.
18	Race Pacific Islander	1	Y	Allowable Characters: Alphanumeric P = Yes N = No	Native Hawaiian or Other Pacific Islander One of the five race indicators that can be set to yes or no for a student. More than one can apply.
19	Race White	1	Y	Allowable Characters: Alphanumeric W = Yes N = No	White - One of the five race indicators that can be set to yes or no for a student. More than one can apply.
20	Filler	1	N	Blank	Please upload blank for all students.
21	Course Number	10	Y	Alphanumeric A-Z, 0-9, period Blank	For EOC: Course Number for the assessment the student should take for the EOC administration. Must contain the correct number of numerical digits to the right of the decimal (including zeroes) For EOG Grade 8 only: Upload only one record for each student When a Physical Science course number is specified for grade 8 student, register student for Gr 8 HS Physical Science and for all other grade 8 assessments. When blank is specified for a grade 8 student, register the student for the regular Gr 8 Science assessment and for all other grade 8 assessments. For EOG Grades 3-7: Only blank accepted. Register the student for all assessments available for their grade. For ICT Pilot: Not required; Blank accepted for all grades, including high school.
22	Teacher Last Name	50	Y	Alphanumeric A-Z, a-z, 0-9, hyphen, period, apostrophe, space	The entered teacher name will appear in the Registration Name in the generated registrations.
23	Teacher First Name	50	Y	Alphanumeric A-Z, a-z, 0-9, hyphen, period, apostrophe, space
24	Test ID	3	Y	Alphanumeric EOC = Georgia Milestones EOC EOG = Georgia Milestones EOG ICT = Georgia Milestones ELA ICT Pilot	This field identifies the test administration.
25	Purpose for Taking the EOC	1	Y	EOC only: Numeric 1 = Completion of Course 2 = Makeup from previous administration 3 = Retest 4 = Test-Out 5 = Validation of credit EOG only: Must be Blank	Must be blank when Test ID = ‘EOG’. Blanks not accepted when TestID = 'EOC'. For ICT Pilot: Not required; Blank is accepted for all grades, including high school.

Save an Excel file as a CSV file

Open file in Excel.

On the menu bar, click File, then Save As… The Save As dialog box displays. The line at the bottom of the dialog reads: Save as type:

Click on the down arrow to the right of the line to open a drop-down menu.
Scroll down and select CSV (Comma delimited) (*.csv).
Click Save.