Tool Search: MT Data Upload

Districts that do not use Campus to manage their district data can use the State Edition Upload tool to upload files containing their district's student information to the State System. Files uploaded with the tool must conform to the File Specifications noted in the following information.

Screenshot of the Montana Upload Wizard editor. Montana Upload Wizard

Prior to uploading a file, a calendar for the current year and all required grade levels for that calendar must be setup within the Montana State Edition user interface. If this is not done, an error message will be displayed when an upload is attempted.

Additionally, the upload tool assumes that a School/Year has only one calendar and one schedule structure defined within the State Edition. If multiple calendars or schedule structures are created for that school/year, an error will display when an upload is attempted.

Upload Layouts

See the following pages for detailed information on the available upload layouts.

Upload Wizard

The Upload Wizard provides three actions that can be selected. These actions are chosen in the Work to Perform dropdown list.

Action	Description
Validate and Test	In this mode the file will be uploaded and all data validation will be performed to ensure that the file conforms to the file specifications section. Additionally, a lookup will be performed on the District, School and Student Number to make sure the named District, School and Students actually exist. No data will change as a result of this action. A report will be generated listing errors and their corresponding line numbers and fields of error.
Upload File	This mode will insert or update data for each record from the file that has no errors. If a row has an error, it will be displayed in the report generated after the upload completes. When inserting new data, such as at the beginning of a school year, each student record in the file will create a new enrollment record. When updating data that already exists, the enrollment start date will be used to match the enrollment that should be updated. If an enrollment with a matching start date is not found, a new enrollment will be created. When updating the dated enrollment fields Meal Status and Title 1, the dated record that will be changed is the one with an effective date matching the enrollment start date. If none can be found, a new record with that date is created. When updating the dated fields, SPED, Special Ed Program, Special Ed Category and Disability, the dated field will be matched to existing SPED data within the enrollment based on the Special Ed Start Date field. If a SPED record with that start date cannot be found, a new record is created with that Special Ed start date.

Action

Description

Validate and Test

In this mode the file will be uploaded and all data validation will be performed to ensure that the file conforms to the file specifications section. Additionally, a lookup will be performed on the District, School and Student Number to make sure the named District, School and Students actually exist. No data will change as a result of this action. A report will be generated listing errors and their corresponding line numbers and fields of error.

Upload File

This mode will insert or update data for each record from the file that has no errors. If a row has an error, it will be displayed in the report generated after the upload completes.

When inserting new data, such as at the beginning of a school year, each student record in the file will create a new enrollment record.

When updating data that already exists, the enrollment start date will be used to match the enrollment that should be updated. If an enrollment with a matching start date is not found, a new enrollment will be created.

When updating the dated enrollment fields Meal Status and Title 1, the dated record that will be changed is the one with an effective date matching the enrollment start date. If none can be found, a new record with that date is created.

When updating the dated fields, SPED, Special Ed Program, Special Ed Category and Disability, the dated field will be matched to existing SPED data within the enrollment based on the Special Ed Start Date field. If a SPED record with that start date cannot be found, a new record is created with that Special Ed start date.

Types of Imports

The following is a selection of imports that can be uploaded using the Upload Wizard. Each type will report a different Record Type, noted below.

Record Type	Import	Description
SD	Student Demographics	Imports student demographic data
EN	Enrollments	Imports student enrollment information
LP	English Learner (EL)	Imports EL-specific data en masse.
PP	Program Participation	Imports student participation in school programming
AF	Fall Enrollment Count	Imports attendance data for the Fall reporting period
AS	Spring Enrollment Count	Imports attendance data for the Spring reporting period
AA	EOY Attendance Totals	Imports data on students who were enrolled for at least one day.
CT	Fall CTE	Imports career and technical education information
CE	CTE End of Year	Imports career and technical education information
504	Section 504 Placement	Imports Section 504 placement information
TE	Terms of Employment	Imports staff employment and assignment data.
CU	Course	Imports course data.
SU	Section	Imports course data.
RU	Roster	Imports roster data.
SH	Staff History	Imports course data.
SP	Section Placement	Import section schedule placement.
DA	District Assignment	Imports staff demographic and assignment data.

Uploading Files

Select the desired Import Type from the dropdown list.
Select the appropriate action as defined above in the Work to Perform dropdown list.
Locate the file to upload by selecting the Browse button in the File field.
The Validation Report is available in the Batch Queue once the file has completed the upload. Users can access the report by selecting the Get Report icon in the Batch Queue Detail editor .
Initiate upload of the file by selecting the Submit to Batch button. Selecting this will send the extract to the Batch Queue where it will generate in the background when the system is able to process the request.
Access the upload verification report by clicking the Get the report link in the Batch Queue List. Users can also access the report by heading to the Batch Queue Admin tool or by selecting the link within the Notifications message that appears once the extract is generated.

Screenshot of the upload confirmation message. Upload Confirmation

Retrieve New Student State ID File

When importing Student Demographic data, any students who were imported but did not have a Student State ID value within the import file were automatically given one during the import process. The Retrieve New Student State ID File option allows users to review these new Student State IDs for the last 10 Student Demographic imports. The Refresh State ID File button refreshes the Student State IDs drop list and allows users to retrieve the latest Student State ID files.

This option is only relevant to users importing Student Demographics files. If you are importing via any other Import Type, ignore this functionality as it does not pertain to your imported data.

For more information about this process, see the Retrieving New Student State ID Files section of the Student Demographics Upload article.

Screenshot of the Retrieve New Student State ID File option highlighted. Retrieve New Student State ID File

MT Data Upload

Upload Layouts

Upload Wizard

Types of Imports

Uploading Files

Retrieve New Student State ID File

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