File Management App
- Nancy Nguyen
- Narasimhan Ganesh
Our new File Management App enables districts to upload their assessment files easily and securely to DataZone Analytics. You can view an overview video for File Management on our online video library here: DataZone Support - Video Library.
Note: The SFTP server has been phased out and SFTP access was no longer available after December 31, 2023.
State Assessment Files
Visit the State Assessment Imports knowledge base article for more information on where to find your state assessment student data files from TOMS.
Accessing the File Management App
The File Management app is enabled for select 1-2 select district staff members, typically the DZ Lead or person who previously uploaded to the DataZone SFTP site by default. If you are one of these roles for your district and do not see the File Management app, please submit a ticket.
Uploading an Assessment File
Follow the following steps to upload an assessment file for your district.
NOTE: From TOMS, you will download the zip file and upload only the csv file from the zip. The File Management app will accept these two files, Enrolled in LEA and Tested in LEA. We recommend you upload both files to the app.
Steps and Descriptions
District site - This is the district where the file will be uploaded to.
Location options - This is relevant only for DZ File Management administrators with access to multiple districts (e.g. county level staff). Make sure that the District site on the upper left corner (step 1) is showing the district that you want to upload to.
+Upload New File button - Click here to select the assessment file to upload.
NOTE: For state assessments, ETS/TOMS will provide you with multiple file types in a zip folder. Do not make any modifications to the file provided by ETS/TOMS and select the csv file for upload. Upload both csv files, one for Tested in LEA and one for Enrolled in LEA. View Data Integration Requirements.
Upload File button - Once you have downloaded the assessment file (from TOMS for state assessments and from your vendor site for local assessments), select the location of the downloaded file from your computer.
Description - To aid in cross checking files being uploaded, please include your district’s name, academic year the assessment was taken, and assessment name
File Type - Click on Choose File and select the assessment description from the drop down menu
NOTE: Other-Miscellaneous type files are not processed and file are for exchange with DataZone team. They will be in archived state.
School Year - Select the school year for when the assessment was administered.
Upload button - Click on the Upload button to start the file upload process.
File Status
District users with permissions to File Management will see a running list of what assessment files have been uploaded along with who uploaded the file and the file status.
There are four different statuses for the file uploads:
Status | Description |
|---|---|
Uploaded | The file has been successfully uploaded from your computer to DataZone’s File Management app.
|
Processed | The file has been picked up by the automated script on and has been processed. View the data processing schedule below. |
Partial | This status is only relevant for College Board assessments. It means that records that were successfully matched to students in your district were processed. It will show how many records successfully processed and provide a file for rejected records that can be corrected and re-uploaded. |
Failed | There was an error during process and the data was not able to be loaded into DataZone. Please check that no modifications were made to the csv file provided by ETS/TOMS or the assessment vendor before it was uploaded. Submit a ticket, if needed, for assistance from our support team. |
Deleted | The file has been deleted and was not processed. |
Archived | Files uploaded with “Other-Miscellenous” file type. These are for data exchange with DataZone team. Files uplodaed as Other can be deleted by the owner who uploaded it. |
Search Files Previously Uploaded
You can search or filter any of the column fields that have a bar on top. Review the image below to learn more about the new search functionality.
Descriptions
File Name - Type in a word or phrase to search all file names uploaded.
File Type, School Year, Status, and Uploaded By fields - When you click inside the box, all results available will display for you to select the option to search by.
Sorting
- For any column fields with an arrow , you can click on it to sort in ascending or descending order by date or alphabetically.
Rejected File - If a file has any records that has been rejected, a link with the rejected files will display in this column and can be downloaded. These rejected records can be corrected and then uploaded again into File Management for processing. Common reasons records are rejected are due to incorrect/mismatched names, birth dates, or student IDs.
Deleting
- The delete icon is only visible for files that have been uploaded by you before it is processed. You cannot delete files after it has already been processed or if it is uploaded by other users.
Page Size - Click on the arrow icon to change how many transactions show up on your page.
Data Integration Requirements
Assessment Type | Assessment Name | File Type |
|---|---|---|
College Assessments | AP | csv |
College Assessments | SAT | csv |
College Assessments | PSAT | csv |
State Assessments | ELPAC | csv |
State Assessments | Initial ELPAC | csv |
State Assessments | CAASPP / SBAC | csv |
District Assessments | NWEA MAP | csv |
District Assessments | Fountas and Pinnell | csv |
District Assessments | DIBELS Data Services | csv |
District Assessments | DIBELS mCLASS | csv |
District Assessments | FastBridge | csv |
District Assessments | NSGRA | csv |
District Assessments | MDTP | csv |
Other | Miscellaneous | Any type |