Importing Class Rosters in ExamView

1. You can export a roster from Aspen for importing into and ExamView class. If you are in the Kaiserslautern district, the ET can assist with get rosters from ExamView. There is a report called Roster with Demographics which will provide race and ethnicity data along with the other fields necessary for ExamView. 2. Once you have an excel spreadsheet, it is important to clean it up prior to importing it into ExamView. Make sure each student has a unique student ID number. If you have imported race data from Aspen, only one race if permitted for each student some parents list multiple races. In this case, just use the first one listed (delete the others). Aspen separates races by commas, so just remove the comma and everything after it. Some columns are not needed such as birthday, phones numbers, etc. These can be deleted or just ignored when importing into ExamView. Aspen exports the entire student ID number, if you want you can shorted it to the last four numbers make sure there are no duplicates ID Numbers for the class!

3. Once the spreadsheet is ready, you need to save it as a text file .txt file. To do this, click on File Save-As. You will click the small down arrow next to the Save as type: field, and select the option, Text (MS-DOS) (*.txt) Make sure you remember where you are saving this file to because you will need to know for the next step. A couple of prompts will appear asking you to confirm that you are saving the file in the .txt format confirm these prompts.

4. Open up the ExamView Test Manager. If this program is not installed on your computer, contact your ET. Choose the Start a new class option. Enter the required information: Class name, Instructor Name, School Name, City and State

5. Click on File > Import > Class Roster from Text

6. Navigate to where you saved the .txt file you saved in step #3 and select it. Click on Open Note: the file cannot still be open in Excel you will get an error. Just close the Excel document and do this step over.

7. You will select Start a new import definition profile if you have not yet imported a class. Once you do one, you can select to save the profile so that you can use it with each of your other classes. This will save some time and effort.

8. You need to select how the Student Name shows up in your .txt file. If you exported from Aspen, it is likely the student name is listed by Last Name, First Name in a single field (column). Make the appropriate selection and click on Next

9. Now you need to drag the source text fields into the correct Test Manager Imported Fields. Just drag from the box on the right to the appropriate place on the left. Use the Custom fields for items such as Period number and Federal ethnicity. For groups with multiple teachers, you can also put the teacher name in one of the custom fields (example: for grade level wide classes/testing). You can leave imported fields empty only the name and student ID fields are required.

10. In this step, you will need to verify the type of content that exists in your .txt file. The ExamView program needs to know how to handle the different types of data. This is what takes the most time, so if you save your import profile, you will not have to do this step for each class, as long as your .txt spreadsheets are the same. If a class spreadsheet has an extra column or different types of data, this dialog box will reappear and request verification. Click on the Edit Mapping button next to each item with the yellow triangle and follow the next step.

11. You must copy and paste the Unique File Entries so that they match up with the Test Manager Categories. Some may appear exactly the same but for some reason; the test manager does not recognize them. When you copy and paste, use the ctrl + C key combination to copy and the ctrl + V key to paste or you can type the Text matches into the box (they must be typed exactly as the appear in the Unique File Entries. Click Ok when done 11. Continued For column headers or other unwanted data put them in the Ignored Entries field. In this case, the 8 goes with the 8: Test Manager category and the Grade goes in the Ignored Entries

Here is how the Race category can be matched up. Notice that a coma between multiple ignored entries.

12. When all the mappings are correctly done, you will see green check marks. You can now click on Finish. You will be prompted on whether you want to Save the import definition profile. If you plan to import multiple classes, it is a good idea to save the profile.

13. You will now see the list of student in your class. You can double click on individual students to bring up their student information. Clicking on the More or Less option give you access to change or update any of the information you imported for each student. Make sure you save your class. It is suggested you save on the C: drive to avoid corrupting your class by opening it in multiple locations. You can make a backup of your class occasionally by using SaveAs and selecting an alternate backup location (maybe on your H:drive).