bulk upload of students standardized tests report

Jyoti Srivastava

Hi,

Our students recently took the standardized testing and I would like to do the bulk upload of their score report to blackbaud…any tips or pointers will be highly appreciated.

Joy Campbell

@Jyoti Srivastava
Have you received any help with this? We would like to know as well.

Kathy Hannon

@Jyoti Srivastava - I have uploaded the .pdf files to manage user files and have given student & parent access to see the uploaded file. You can do this as bulk upload

Jyoti Srivastava

@Joy CampbellHi Joy, Yes I was able to do it . I downloaded the .csv file and uploaded it. Thanks so much for following up on this..

Joy Campbell

@Jyoti Srivastava Where do the files go? Can you tell me the steps to do it?

Bryna Gleich

@Joy Campbell This might help get you started.

First:

Then

Brian LeBlanc

@Jyoti Srivastava @Joy Campbell There are a few steps you'll need to take to do this, in order, but as long as you do them all it's remarkably simple.

1. Go to Core>System tools>Bulk upload>Manage user files and create a folder for your reports, then create the file types you'll need. There are a few different ways you can go about doing this:
   • The school I work at uses multiple tests but they're given only once per year. We have folders for each test - CLT, ITBS, PSAT, etc. - and the file types are the grade level in which the test was taken. For example, within the CLT folder there is a 3rd grade test results file, a 4th grade test results file, and so on.
   • My child's school, which also uses Blackbaud, only gives one test per year, the MAP assessment, but it's given three times per year. As a result, they're set up with folders as school years, and file types as the MAP season within that school year (fall, winter or spring).
2. The file types need to be set up with access granted, at a minimum, to platform managers and parents (assuming you want parents to be able to view them), and other roles as needed. You have to grant access to each individual file type; there's no way to grant access to a folder at large and have those access rights apply to all file types within it.
3. Make sure all of your score reports have a uniform naming convention, and each student's report is its own file. This probably goes without saying, but bulk uploads only work as a 1:1 relationship between student and file. I typically use {firstname}{lastname}{year}.pdf for the naming convention because it's easy to generate the filename in a spreadsheet, which you'll need in a subsequent step.
4. Save the score reports in an easily accessible folder, with the files grouped by whatever grouping you set up in step 1.
5. Once file types and folders are set up, run a students list of all students who took the test. You'll need to include columns for, at minimum, first name, last name, and user ID. If you want, you can include school level and grade level, but you can also filter for these if you want to export multiple CSVs rather than filtering in Excel. Export to a CSV and open in Excel.
6. Assuming first names are in column A, last names in B and user IDs in C, change the heading of column C to “user_id” and add a heading to column D of “filename”. Remember that naming convention from step 3? Here's the magic formula to place into cell D2: =lower(a2&b2&"2024.pdf") (or replace 2024 with whatever year, and pdf with whatever filetype you have)
7. Then apply that formula down the rest of column D, copy all of column D and paste values back into column D, delete columns A and B, save, and voila - you have a ready to upload CSV with nothing but user_id and filename - just what the bulk uploader is looking for.
8. Go back into Core>System tools>Bulk upload>Bulk upload user files and click Upload User Files. Upload the CSV into step 2, and select the folder and file name. The bulk uploader will validate the file, then you'll upload the files from the folder you saved the files in step 4. It will tell you if there are any files for which it didn't find a match; you'll need to rename those files and reupload them to match them. Do that and you're done!

Jyoti Srivastava

@Jyoti Srivastava Thanks Brian LeBlanc- this is very helpful.

Jyoti Srivastava

@Joy CampbellOnce I downloaded the csv template form print utility in ERB portal, downloaded individual student PDf report, then uploaded to manager user files and gave parent, student, teacher and non-teaching staff access according to the relevant dates.