To assist you in creating the student import file, please download the following files. You can use the Sample File as a reference for creating your own import file. Alternatively, you can delete the sample students and populate the file with your own student data. It is important to note that all headers must remain in the file, even if you are deleting the sample student data. Please ensure that you have downloaded and reviewed these files before attempting to create your import file. Refer to the File Layout for important changes from the previous year.
Instructions:
Information on the Student Import file is used to load students into WIDA AMS. Some SEAs also use this file upload (referred to as the Pre-ID file upload) to place the initial order of ACCESS for ELLs testing materials for the state. Refer to your state's ACCESS for ELLs checklist for information about how your state handles initial materials ordering.
To submit your Student Import file, you will need to create or edit it as a CSV file. CSV, which stands for “comma-separated-values,” is a simple file format used to store tabular data, such as a spreadsheet or database. Files in the CSV format can be imported to and exported from databases like the one used by DRC.
Usually, you’ll create or edit CSV data in Microsoft Excel. Use Excel to open the CSV file.
To save if CSV is not the default format:
Excel 2016 or later: File > Export > Change File Type. Under Other File Types, choose CSV (Comma delimited).
Older versions of Excel: File > Save As > Save as type. From the drop-down menu, choose CSV (Comma delimited).
To handle overall formatting and retain leading zeros when a file is opened in Excel, import the file into a blank Excel document by selecting Data > From Text/CSV > Import > Transform Data > Unselect the Changed Type in Applied Steps > Close & Load > Import Data. (This is for Windows only; this is not Mac compatible.) See above instructions for saving as CSV once you have finished with the file. Instructions for CSV formatting may differ between device type and OS version.
Below are some general file and field rules to follow when creating your CSV. Refer to the “Acceptance Values”, “Examples”, and “Required?” columns in the layout below to help you create your Student Import file.
See the “Changes/Notes for 2024-2025” column for changes and previous column locations.
File must contain a header row.
File must contain the data in the order listed in the file layout.
File must be in a comma separated (.csv) format.
Each student must appear ONLY ONCE in the data set.
Fields cannot be longer than the value in the “Max # of Characters” column; fields indicated by an asterisk will be truncated if the submitted data is longer than the specified length.
Fields cannot contain commas.
All fields are not case sensitive.
For fields that are not required, Blank is a valid value.
When entering Mode of Administration and Paper Tier data into this format in your file, column letters AI (Mode of Administration) is required when only the Pre-ID file will be used for ordering student test materials and column letters AJ (Paper Tier) is required when Mode of Administration is Paper = P. These are not required fields if you are ordering materials via Materials Ordering in AMS.
Refer to the Field Lengths for District and School Numbers table on the last page of the WIDA Student Import File Layout for 2024-25 to identify how long your District Number and School Number fields should be.
All accommodations for a student are entered in a single field, separated by a pipe (|).
Refer to the list of available accommodations contained within the example field in the layout below.
Use the Shift + Backslash keys to create the pipe symbol. (|)
Pipes are accepted but not required for a student with no accommodations.
Pipes are accepted but not required for single accommodations, or after the last accommodation in the entry.
Do not use spaces between pipes.
If Braille accommodations are listed for a student, then do not list LP (Large Print) for the same student.
If Braille accommodations are listed for a student, then Mode of Administration (AI) and WIDA Alternate ACCESS Tester (AK) must be blank for the same student.
For subsequent ACCESS testing program imports, rules based on your state’s profile and your WIDA AMS user role may impact the fields that can be updated. If you need a subsequent student import, and have questions about what data you can override, please contact DRC Customer Service at 1-855-787-9615 (TTY: 763-268-2889)