Importing Rosters (Georgia Milestones)

Before you begin

Imported rosters must use a CSV roster file layout that can be read by Rostering. To access the CSV roster sample file and information to help you complete it, see the Roster Import Layout Instructions.

When the CSV files are complete, follow these steps

If there are participant roster CSV files saved on your system, you can import them into Rostering as follows:

1. Click  Select a Site ... and enter the name or code of the school or district to which you want to import a roster. 
   
   Notes:
   • Teachers only access the Portal to view reports reports; imports are done by System or School Test Coordinators.
   • If you only want to import a roster for a single school the CSV file must contain rosters for only that school. 
2. On the Roster tab, click the Import Roster button and the Import Management page displays.
3. Click Start New Import. 
4. Complete the fields as follows:
   • Import Job Title: Enter a unique name for the roster. 
   • Select Import Type: Select Rosters. Once Rosters is selected, the Roster Designations field will display. 
   • Select a Roster Designation (all the rosters in your CSV file will be created with the same designation):
     
     Note: Both designations may be selected if the Roster import applies to both administrations. All rosters included in the CSV file will import with both designations.
     • EOC: End of Course
     • EOG: End of Grade 
   • 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.
5. Click the Start Import button to import the files into Rostering. The import job displays in the Import Management grid. While the job is being processed, the status for the job is In Progress.
6. When the import job completes, it will be in Completed status or  Validation Errors status.
   • If the job is in VALIDATION ERRORS status, click the job to display the error details. Update your CSV file to fix all of the errors shown in the error details.
   • Once you have corrected the errors in the CSV file, click the Re-import button, then select the file. Click Start Import to import the updated file.
   • If the job is in Completed status, your new rosters will be assigned to the Roster Designation you selected and can be viewed on the Rosters tab. Click the job to display the Details report, which includes information about each imported roster. 

 

Roster Import Layout Instructions

This topic shows you how to complete the CSV roster file layout, shown above. First, download the CSV roster 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 CSV roster file is completed correctly and will upload to Rostering. When the CSV is completed and saved to your system, you can import the roster into Rostering (see Importing a Roster above).

 

Ref #	Column Name	Maximum Length	Required (Y/N)	Acceptable Values	Description
A	State Student ID	15	Y	A-Z, a-z 0-9	The State Student ID must already exist in DRC INSIGHT Portal
B	Student Last Name	35	N	A-Z, a-z	The Student Name fields are included in the layout to assist the user creating the file, or DRC staff researching file errors. The fields are not used in the upload process.
C	Student First Name	35	N	A-Z, a-z
D	Teacher First Name	35	N	A-Z, a-z	The Teacher Name fields are included in the layout to assist the user creating the file, or DRC staff researching file errors. The fields are not used in the upload process.
E	Teacher Last Name	35	N	A-Z, a-z
F	Teacher Email	50	Y	Must match the teacher’s email address (username) as it is defined in User Management	The Teacher Email must already exist in DRC INSIGHT Portal User Management in order to be assigned to a Roster
G	Roster Name	50	Y	Alphanumeric A-Z, a-z, 0-9, “-”, “ ‘ “, space	The Roster Name within the CSV file must be unique. If a file is uploaded with the same Roster Name and the same Teacher Email, the students imported in the new CSV file will be added to the existing Roster.

Rules for the CSV roster file:

• The Roster Name within the CSV file must be unique. If a file is uploaded with the same Roster Name and the same Teacher Email, the students imported in the new CSV file will be added to the existing Roster. 
• Roster files can be for both EOC and EOG designations. However, all rosters within the file must have the same designations selected. 
• Teachers can import rosters for multiple schools by including the rosters in the CSV file and selecting a district instead of an individual school. They must also include each school's roster in the CSV file. 
• The CSV file must contain a header row that includes all the Column Name titles in the table above.
• The CSV file must contain data in the order listed in sample CSV. 
• The fields cannot be longer than the value in the Maximum Length column in the table above. 
• The file must be in comma delimited (.csv) format. Commas are not allowed in any field. 
• In the Portal, students and teachers must already exist within the district and school for which the student roster is being created. 
• In order to update an existing roster, the teacher email and roster name must be an exact match to the roster being updated.

 

Save the 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: 

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