Helpful Hints

When Selecting Data Elements:

Most data elements are grouped logically. For example, when selecting "Grade 4 & 7, Writing, 2010," a group of 25 variables will be included in the downloaded data.

When Selecting File Format:

When using comma delimited, tab delimited, or fixed format, the data element or variable name will be on the first row of the downloaded file.

These files may be viewed using database software such as Access or Excel, or an editor such as Wordpad.

Determining Column Names and Description:

Go to the Master Reference for Data Elements Used in the Accountability System for a detailed description of the downloaded elements.

When Using Excel to Open Files:

Opening data downloads in Excel works best if Excel is open and the download document is accessed by going to File/Open. (You may need to enable 'All Files.') The Text Import Wizard window will appear automatically.

Step 1 of 3 - You will see a choice for how the fields in the data are separated. Select one of the data types in Excel:

• Delimited - Columns are separated by commas or tabs. Click on  Next>

                  OR

• Fixed Width - Columns are aligned with spaces between each column. Click on  Next>

Step 2 of 3 - Depending on which format you selected in the Step 1, you will be asked to do one of the following:

• Delimited: Select either comma or tab for your download. Once selected, you will see lines appear, separating the columns. Click on   Next>

                  OR

• Fixed Width: Set the field widths by inserting or deleting column breaks. Double-click a column break to remove it, or drag a column break to move it. Click on  Next>

Step 3 of 3 - In this step select the data format.

• Highlight each column in the ‘Data preview’ screen.
• In the ‘Column data format’ section, select the data format. Click on  Finish>

It is important to convert columns with numerical values such as CAMPUS, DISTRICT, COUNTY, and REGION numbers to a 'Text' format, otherwise Excel will automatically eliminate leading zeroes. For example, campus number '001902101' will appear as '1901101' because Excel does not accept leading zeroes for numerical values.