Reorganizing Students Within Online Registrations

You can also use Import Management to reorganize your WIDA ACCESS Online registrations. Before starting your import for the first time, review the WIDA Registration Import File Layout for 2025-2026 PDF. This details the required layout of the CSV file you will import to WIDA AMS, including the rules and instructions.

This PDF and Sample File can always be found in Online Help under Import File Instructions. 

Notes:

• In order to select the Registration Import options in WIDA AMS, you must have the “Import Management” and the “Import Management – Registration” permissions, which are included in the default permission set for District users.
• Starting in 2025-26, there are now two Registration Import sample files. Both the 25_26 ACCESS Registration Import Sample file and the 25_26 Screener Registration Import Sample file contain valid and relevant values for each differing administration.
• The Export Details export under Test Management can help build your Registration Import File, please see Using Export Details to Help Build a Registration Import File.

Importing a Registration Import File

Once you have prepared your CSV files, follow these steps to import a Registration Import File:

1. Select Import Management from the WIDA AMS My Applications Menu.
2. Select Select a Site ... and enter the name or code of the school or district to which you want to import.
3. On the Import Management page, click the Start New Import button and the New Import window displays.
4. Complete the fields as follows:
   • Import Job Title: Enter a recognizable name that will help you identify the import.
     Example: Sample School ACCESS Students 20XX.
   • Select Import Type: Select Registration Import.
   • Registration Window: Select your Registration window.
   • 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.
   • It is important to note that the assessments in the import file will be validated against the Registration Window drop-down, so if you select an ACCESS registration window, you must use the ACCESS Assessment valid values in column H of the layout. If you select a Screener registration window, you must use the Screener Assessment valid values in column H of the layout. The import will fail if the registration window and the assessments do not align.
5. Click the Start Import button to import the files into Import Management. The import job is displayed in the Import Management grid. While the job is being processed, the status for the job is In Progress.
6. When the import job is completed, the job status will either show COMPLETED (success on all records) or VALIDATION ERRORS (one or more student records failed import).
   • Students that have a Completed or In Progress registration status cannot be moved from their original registration.
   • 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). 
   • If the job is in COMPLETED status, you may move on to Test Management to view the updated registrations. If you wish to see the details of your completed import, click the job to display the Details report, which includes information about each imported roster.
   • For more information on Error Reporting, please see Import Management Error Guide. 

Using Export Details to Help Build a Registration Import File

Instead of building a Registration Import File from scratch, you can use the Test Management Export Details function to help draft your import file.

1. Select Test Management from the WIDA AMS My Applications Menu.
2. Confirm or enter your site criteria in the upper right corner. Click Save.
3. Confirm or select your Registration Window in the drop-down. Make sure to select the correct year.
4. From View Registration(s), locate the registration(s) you are trying to reorganize and select the checkbox(es) next to the Registration Name. Click Export Details to download an export of the registration’s student details. After the download is complete open CSV file to clean up the file for the import.
5. In the Export Details CSV file, delete columns P-AA, keeping A – O. 
6. Remove any students that do not need to be reorganized into a new registration.
7. Update Registration Name (column F) with the new registration name.
   • We recommend selecting a unique registration name to avoid having multiple registrations with the same name.
   • The WIDA Registration Import File Layout for 2025 – 2026 provides additional guidance on the valid values for new registration names and examples.
8. Save as a .csv file and follow Importing a Registration Import File to import this file.