Difference between revisions of "DRC E-Direct Export"

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'''This program gives the user the ability to export the files needed to submit to E-Direct Louisiana testing programs'''.
+
__NOTOC__
 +
=='''UPDATE for 2023'''==
  
−
*LEAP Alternative Assessment (LAA 1)
+
'''The DRC rosters are now automatically built by EDLink.'''
−
*English Language Development Assessment (ELDA)
 
−
*Louisiana Educational Assessment Program (LEAP)
 
  
 +
*DRC gets the SPED accommodation data from EDLink or eSER and not from JCampus.
  
−
On the left navigation panel, select '''Student Master''', '''Interfaces''', and '''DRC E-Direct Export'''.
+
*eSER is where the user enters SPED accommodations. eSER then transfers the SPED accommodations to DRC.  
  
 +
*JCampus does transmit the 504 accommodations to EDLink, and then EDLink transfers the 504 accommodations to DRC.
  
−
'''Setup Box Options'''
+
'''So therefore, the DRC only has SPED accommodations from eSER and 504 accommodations from EDLink; everything else has to be entered in DRC manually.'''
  
−
To find definitions for standard setup values, follow this link: '''<span style="background:yellow">[[Standard Setup Options]]</span>'''.
 
  
−
Other set up values not listed in the standard set up list:
+
'''This program gives the user the ability to build and export the test files needed to submit to "E-Direct" for all of the various Louisiana testing programs.  DRC stands for "Data Recognition Corporation".'''
 +
*For example, it will build a LEAP file of all 9th-12th graders enrolled in an Honors testing subject if honors courses are chosen in the setup filter "Course Name" with the Grades filter of 9-12 (maybe even 8th) and the File Version of LEAP.
  
−
#Export SIS School - Select to report the student's SIS School
+
'''This report is needed for:'''
−
#PII Agreement - This option only applies when exporting student records. Select PII if your district has opted into the LDOE data sharing agreement which exports the student's full name and birth date.
+
*'''LEAP''' (Louisiana Educational Assessment Program)
 +
*'''EOC''' (End of Course)  rosters
 +
*'''LAA 1''' (LEAP Alternative Assessment)
 +
*'''ELDA''' (English Language Development Assessment)
 +
*'''EAGLE''' - The state’s online formative assessment system
  
−
Record Type:
+
==Menu Location==
−
:*'''Student File''' - export student records
 
−
:*'''Teacher File''' - export teacher records
 
  
−
File Type:
+
'''Student > Interfaces > DRC E-Direct Export'''
−
:*'''File Whole District'''- district exports all records in a single file for the whole district.
 
−
:*'''File Each District''' - creates an export file for each school.
 
−
:*'''Limit 99 students each file''' - creates a file with less than 100 student per file.
 
  
−
Click '''OK'''
+
==Setup Option==
  
 +
[[File:DRCE-directsetup.png]]                                 
  
−
'''Column Headers'''
+
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
  
−
To find definitions of commonly used column headers, follow this link: '''<span style="background:yellow">[[Common Column Headers]]</span>'''.
+
'''District''' - Default value is based on the user’s security settings. The user will be limited to their district only.
  
−
Other columns not listed in the common column list:
+
'''School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.
  
−
'''Student's Last Name''' - first three(3) initials of the student's last name
+
'''Grade''' - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level.
  
−
'''Student's First name''' - first initial of the student's first name
+
'''From Date and To Date''' - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range.
  
−
'''Student's Middle Initial''' - middle initial of the student's name
+
'''Transcript Group(s)''' - Select transcript group(s) each time before clicking in the boxes below to select the courses, or empty for all transcript groups.
 +
 
 +
'''Class Period''' - A numeric value that indicated the period of the day a course is offered according to the Master Schedule Editor. To select all class periods leave the field blank or click
 +
in the field and select the check box at the top of the list of class periods; to select one or more class periods click in the field and select the desired class period(s) from the popup list.
 +
 
 +
'''Course Name''' - Select course names needed.
 +
 
 +
'''Special Codes''' - Leave blank if all special codes are to be included into the report.  Otherwise, choose the desired special code.
 +
 
 +
'''Custom Codes''' - Select Custom Codes created in the [[Custom Code Management]] to filter the student list.
 +
 
 +
'''[[File Version]]''' - Select the file version to export practice or live.  This only applies when exporting the  '''Record Type''' of '''Student''' records. It can be left blank for '''Teacher''', '''User''' and '''Test Session'''.
 +
*'''1.0 Practice, 1.4 Live, 2.0 Live, 3.0 Live''' - This only applies when exporting '''Student''' records.
 +
*'''3.0 Live''' - Use for accommodations that pull from the 504 tab and/or the Country Entry on Student Master. The accommodations do not pull from special ed accommodations at this time.
 +
*'''Diagnostic, EAGLE, Interim, and Practice''' - The only option selections that should display the teacher`s email is when this is selected for the File Version and '''Teacher''' is selected for the '''Record Type.'''
 +
*'''LEAP''' - Use the LEAP version that is needed for the year listed.
 +
 
 +
'''Export SIS School''' - Select to report the student's "SIS" school.
 +
 
 +
'''PII Agreement''' - This option only applies when exporting '''Student''' records.  Select PII if your district has opted into the LDOE data sharing agreement which exports the student's full name
 +
and birth date.
 +
 
 +
'''Fix State ID Character Length''' - Select to make the state ID 10 characters long by adding three zeros to the front of a student's SIDNO.
 +
NOTE: This is for private schools who do not have State Assigned ID Numbers (SASID).
 +
 
 +
'''Record Type''' - Select the record export type. Student exports student records and teacher exports teacher records.
 +
 
 +
*'''Student File''' - export student records
 +
 
 +
*'''Teacher File''' - export teacher records '''(no longer used)'''
 +
 
 +
*'''User File''' - currently (2016) used to export teacher records (instead of the Teacher File)
 +
 
 +
*'''Test Session''' - connects the student file to the user file. The user will need to fill in the empty columns.
 +
 
 +
'''File Type''' - Select the file type export.  Whole district exports all records in a single file for the whole district.  Per School creates an export file for each student. Per 99 Students
 +
creates a file with less than 100 records per file.  Select a box:
 +
 
 +
*'''Whole District''' - District exports all records in a single file for the whole district.
 +
 
 +
*'''Per School''' - Creates an export file for each school.
 +
 
 +
*'''Per 99 Students''' - Creates a file with less than 100 students per file.
 +
 
 +
'''Semester''' - Click inside the box to choose semester. 
 +
 
 +
'''OK''' - Click to continue.
 +
 
 +
To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
 +
 
 +
==Main==
 +
 
 +
[[File:DRCmain.png]]
 +
 
 +
===Column Headers===
 +
 
 +
'''District Code''' - Student's district of enrollment
 +
 
 +
'''School''' - Student's school of enrollment
 +
 
 +
'''Louisiana Secure ID Number''' - Student's state assigned identification number
 +
 
 +
'''Student's Last Name''' - Last name
 +
 
 +
'''Student's First Name''' - First name
 +
 
 +
'''Student's Middle Initial''' - Middle initial
 +
 
 +
'''Gender''' - Student's gender
 +
 
 +
'''Date of Birth''' - Student's date of birth
 +
 
 +
'''Grade''' - Student's grade of enrollment
 +
 
 +
'''Hispanic or Latino''' - Student is Hispanic or Latino
 +
 
 +
'''American Indian/Alaskan Native''' - Student is American Indian or Alaskan Native
 +
 
 +
'''Race/Asian''' - Student is Asian
 +
 
 +
'''Black or African American''' - Student is Black or African American
 +
 
 +
'''Native Hawaiian/Other Pacific Islander''' - Student is Native Hawaiian or Other Pacific Islander
 +
 
 +
'''White''' - Student is white
 +
 
 +
'''COE on File for Migrant Student''' - Coe on file for migrant student
 +
 
 +
'''Student's Special Education Student Status''' - 0=Regular, 1=Special Education, and 2=Gifted/Talented
 +
 
 +
'''Special Education Exceptionality''' - Exceptionality Code
 +
 
 +
'''Limited English Proficient''' - Student's limited english proficient status
 +
 
 +
'''Section 504''' - Student's section 504 status
 +
 
 +
'''McKinney-Vento Act''' - Student's McKinney-Vento Act status
 +
 
 +
'''English Language Arts''' - ELA text to speech accommodation if needed by the student
 +
 
 +
'''English 1''' - English 1 text to speech accommodation if needed by the student
 +
 
 +
'''English 2''' - English 2 text to speech accommodation if needed by the student
 +
 
 +
'''Mathematics 3-8 TTS''' - Mathematics grades 3-8 text to speech accommodation if needed by the student
 +
 
 +
'''Geometry TTC''' - Geometry translated test content to Spanish accommodation if needed by the student
 +
 
 +
'''Soc Studies TTS''' - Social Studies text to speech accommodation if needed by the student
 +
 
 +
'''US History TTS''' - US History text to speech accommodation if needed by the student
 +
 
 +
'''Virtual Learning''' - Students participation in Virtual Learning.  (This uses the custom codes of VIR, VIRT or VIRTUA. The program first tests special codes for selected virtual and uses if found. If not special coded, then it tests custom codes and uses it if found. The code first found by the program, in no special order, will be used for the test. Only one code is processed if user selects more than one `virtual` code.)  (NOTE: If the student`s start date is in the virtual date range then the student's start date will be the virtual start date.  If the student's start date is earlier (or empty) than the virtual date range then the virtual start date will be the start date.  If the student's start date is after the end of virtual date then the student will not be virtual.  If the student has a leave date that is prior to the virtual start date then the student will not be virtual.  If the student's leave date is in the virtual date range then the leave date will be the virtual end date.  If the leave date is after the virtual end date then the virtual end date is used for virtual end date.)
 +
 
 +
1=100% virtual learning
 +
 
 +
2=Half or more but less than 100% academic year virtually learning
 +
 
 +
3=Less than half but more than 0% academic year virtually learning
 +
 
 +
Empty=0% virtual
 +
 
 +
 
 +
To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
  
  
 
'''To Export the file'''
 
'''To Export the file'''
  
−
When the user clicks Export, the files will be saved to the new JDrive.  
+
When the user clicks Export, the files will be saved to the JDrive.  
  
 
Click '''export''' on the bottom of the page and you will get a note that the file(s) were successfully created.
 
Click '''export''' on the bottom of the page and you will get a note that the file(s) were successfully created.
  
−
[[File:DRC export1.png]]
+
[[File:DRCnote.png]]
 +
 
 +
 
 +
'''The JDRIVE File System symbol is located in the upper right corner of your welcome page'''.
 +
 
 +
Click on the JDRIVE symbol (cloud) to view the folder where the files are stored.
 +
 
 +
[[File:jdrive.png]]
 +
 
 +
 
 +
Double click the DRC folder and you will see another folder.
 +
 
 +
[[File:file.png]]
 +
 
 +
 
 +
The icon will be in the bottom left corner. Right click on the file icon and choose "Show in Folder". DO NOT OPEN THE FILE.  This will show you where in your
 +
 
 +
computer it was saved. You can then choose to drag it to the desktop for an easier way to locate the file.
 +
 
 +
 
 +
[[File:drcfile.png]] 
 +
 
 +
 
 +
The file opens in a "print preview".   
 +
 
 +
 
 +
[[File:export.png]]
 +
 
 +
 
 +
'''Now go to the Louisiana DRC Insight portal / e-DIRECT site to log on and upload your file(s)'''. https://la.drcedirect.com/
  
 +
==Bottom==
  
−
'''The JDRIVE File System symbol is located in the upper right corner of your welcome page'''. Click on the JDRIVE symbol to view the folder where the files are stored.
+
[[File:DRCbottom.png]]
  
−
[[File:J-Drive.png]]
 
  
 +
'''Export''' - Click to build the files and export them to JDrive.
  
 +
'''Setup''' - Click to go back to the Setup box.
  
 +
'''Help''' - Click to view written instructions and/or videos.
  
−
[[File:JDRIVE image.png]]
+
='''Q & A'''=
  
−
Double click the DRC folder to view the file created.
+
'''Question:'''  Is it possible to have the capability to complete an export by selecting specific students? This will be helpful when adding transferred students.
  
−
Double click on the DRC student file, right click on the '''.csv''' file and click download
+
'''Answer:''' When uploading a file to DRC E-Direct, the system automatically deletes all records before uploading the data in the file. Therefore doing a partial file would not be possible.
  
−
The file opens in a print preview
 
  
−
Save the file and upload to DRC Website
+
----
 +
[[Student Master|'''Student Master''' Main Page]]
  
−
Go to the Louisiana DRC e-DIRECT site to log on and upload your file(s)'''. https://la.drcedirect.com/
+
----
 +
[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 09:21, 26 March 2024

UPDATE for 2023

The DRC rosters are now automatically built by EDLink.

  • DRC gets the SPED accommodation data from EDLink or eSER and not from JCampus.
  • eSER is where the user enters SPED accommodations. eSER then transfers the SPED accommodations to DRC.
  • JCampus does transmit the 504 accommodations to EDLink, and then EDLink transfers the 504 accommodations to DRC.

So therefore, the DRC only has SPED accommodations from eSER and 504 accommodations from EDLink; everything else has to be entered in DRC manually.


This program gives the user the ability to build and export the test files needed to submit to "E-Direct" for all of the various Louisiana testing programs. DRC stands for "Data Recognition Corporation".

  • For example, it will build a LEAP file of all 9th-12th graders enrolled in an Honors testing subject if honors courses are chosen in the setup filter "Course Name" with the Grades filter of 9-12 (maybe even 8th) and the File Version of LEAP.

This report is needed for:

  • LEAP (Louisiana Educational Assessment Program)
  • EOC (End of Course) rosters
  • LAA 1 (LEAP Alternative Assessment)
  • ELDA (English Language Development Assessment)
  • EAGLE - The state’s online formative assessment system

Menu Location

Student > Interfaces > DRC E-Direct Export

Setup Option

DRCE-directsetup.png

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user’s security settings. The user will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

Grade - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level.

From Date and To Date - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range.

Transcript Group(s) - Select transcript group(s) each time before clicking in the boxes below to select the courses, or empty for all transcript groups.

Class Period - A numeric value that indicated the period of the day a course is offered according to the Master Schedule Editor. To select all class periods leave the field blank or click in the field and select the check box at the top of the list of class periods; to select one or more class periods click in the field and select the desired class period(s) from the popup list.

Course Name - Select course names needed.

Special Codes - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code.

Custom Codes - Select Custom Codes created in the Custom Code Management to filter the student list.

File Version - Select the file version to export practice or live. This only applies when exporting the Record Type of Student records. It can be left blank for Teacher, User and Test Session.

  • 1.0 Practice, 1.4 Live, 2.0 Live, 3.0 Live - This only applies when exporting Student records.
  • 3.0 Live - Use for accommodations that pull from the 504 tab and/or the Country Entry on Student Master. The accommodations do not pull from special ed accommodations at this time.
  • Diagnostic, EAGLE, Interim, and Practice - The only option selections that should display the teacher`s email is when this is selected for the File Version and Teacher is selected for the Record Type.
  • LEAP - Use the LEAP version that is needed for the year listed.

Export SIS School - Select to report the student's "SIS" school.

PII Agreement - This option only applies when exporting Student records. Select PII if your district has opted into the LDOE data sharing agreement which exports the student's full name and birth date.

Fix State ID Character Length - Select to make the state ID 10 characters long by adding three zeros to the front of a student's SIDNO. NOTE: This is for private schools who do not have State Assigned ID Numbers (SASID).

Record Type - Select the record export type. Student exports student records and teacher exports teacher records.

  • Student File - export student records
  • Teacher File - export teacher records (no longer used)
  • User File - currently (2016) used to export teacher records (instead of the Teacher File)
  • Test Session - connects the student file to the user file. The user will need to fill in the empty columns.

File Type - Select the file type export. Whole district exports all records in a single file for the whole district. Per School creates an export file for each student. Per 99 Students creates a file with less than 100 records per file. Select a box:

  • Whole District - District exports all records in a single file for the whole district.
  • Per School - Creates an export file for each school.
  • Per 99 Students - Creates a file with less than 100 students per file.

Semester - Click inside the box to choose semester.

OK - Click to continue.

To find definitions for standard setup values, follow this link: Standard Setup Options.

Main

DRCmain.png

Column Headers

District Code - Student's district of enrollment

School - Student's school of enrollment

Louisiana Secure ID Number - Student's state assigned identification number

Student's Last Name - Last name

Student's First Name - First name

Student's Middle Initial - Middle initial

Gender - Student's gender

Date of Birth - Student's date of birth

Grade - Student's grade of enrollment

Hispanic or Latino - Student is Hispanic or Latino

American Indian/Alaskan Native - Student is American Indian or Alaskan Native

Race/Asian - Student is Asian

Black or African American - Student is Black or African American

Native Hawaiian/Other Pacific Islander - Student is Native Hawaiian or Other Pacific Islander

White - Student is white

COE on File for Migrant Student - Coe on file for migrant student

Student's Special Education Student Status - 0=Regular, 1=Special Education, and 2=Gifted/Talented

Special Education Exceptionality - Exceptionality Code

Limited English Proficient - Student's limited english proficient status

Section 504 - Student's section 504 status

McKinney-Vento Act - Student's McKinney-Vento Act status

English Language Arts - ELA text to speech accommodation if needed by the student

English 1 - English 1 text to speech accommodation if needed by the student

English 2 - English 2 text to speech accommodation if needed by the student

Mathematics 3-8 TTS - Mathematics grades 3-8 text to speech accommodation if needed by the student

Geometry TTC - Geometry translated test content to Spanish accommodation if needed by the student

Soc Studies TTS - Social Studies text to speech accommodation if needed by the student

US History TTS - US History text to speech accommodation if needed by the student

Virtual Learning - Students participation in Virtual Learning. (This uses the custom codes of VIR, VIRT or VIRTUA. The program first tests special codes for selected virtual and uses if found. If not special coded, then it tests custom codes and uses it if found. The code first found by the program, in no special order, will be used for the test. Only one code is processed if user selects more than one `virtual` code.) (NOTE: If the student`s start date is in the virtual date range then the student's start date will be the virtual start date. If the student's start date is earlier (or empty) than the virtual date range then the virtual start date will be the start date. If the student's start date is after the end of virtual date then the student will not be virtual. If the student has a leave date that is prior to the virtual start date then the student will not be virtual. If the student's leave date is in the virtual date range then the leave date will be the virtual end date. If the leave date is after the virtual end date then the virtual end date is used for virtual end date.)

1=100% virtual learning

2=Half or more but less than 100% academic year virtually learning

3=Less than half but more than 0% academic year virtually learning

Empty=0% virtual


To find definitions of commonly used column headers, follow this link: Common Column Headers.


To Export the file

When the user clicks Export, the files will be saved to the JDrive.

Click export on the bottom of the page and you will get a note that the file(s) were successfully created.

DRCnote.png


The JDRIVE File System symbol is located in the upper right corner of your welcome page.

Click on the JDRIVE symbol (cloud) to view the folder where the files are stored.

Jdrive.png


Double click the DRC folder and you will see another folder.

File.png


The icon will be in the bottom left corner. Right click on the file icon and choose "Show in Folder". DO NOT OPEN THE FILE. This will show you where in your

computer it was saved. You can then choose to drag it to the desktop for an easier way to locate the file.


Drcfile.png


The file opens in a "print preview".


Export.png


Now go to the Louisiana DRC Insight portal / e-DIRECT site to log on and upload your file(s). https://la.drcedirect.com/

Bottom

DRCbottom.png


Export - Click to build the files and export them to JDrive.

Setup - Click to go back to the Setup box.

Help - Click to view written instructions and/or videos.

Q & A

Question: Is it possible to have the capability to complete an export by selecting specific students? This will be helpful when adding transferred students.

Answer: When uploading a file to DRC E-Direct, the system automatically deletes all records before uploading the data in the file. Therefore doing a partial file would not be possible.


Student Master Main Page

JCampus Main Page

Retrieved from EDgear Wiki