The Field Mapping and Pre-Check screen provides 3 very important functions:
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- It conducts a check of the uploaded file and presents a summary of that check to you
- It allows you to view each column of your file upload and gives you the ability to map each of those columns to a specific field in the Pathways to Graduation system.
- It allows you to choose how to import each column: whether to overwrite previous data with the new data, etc.
Select the file you wish to work with. The most recently uploaded file is selected by default. If you have uploaded multiple files or need to work with a previous file, use the drop down to select the appropriate file.
The Pre-Check Summary appears at the top of the page and shows you if there are any issues with your file. It is best to check this section after ensuring that the columns are appropriately mapped to the correct Pathways to Graduation Fields.
Review the Columns section first to ensure that each of the columns from your import file are mapping to the correct field and using the proper import rule. The system will attempt to match your column names with a field in the Pathways to Graduation Tool. You should confirm the selected field is correct. In the event that the system is unable to match a field, that row will be crossed out (see the second row "Alg" in the image below). You may correct that by using the drop down menu in the Pathways to Graduation Field column to select the appropriate field.
Choose the best Import Rule for your data using the information below:
- If Student PA Secure ID field is selected, the import rules available are:
- Add: The Student PA Secure ID will be used to identify students for data upload (match). If any input Student PA Secure IDs are not currently in the system, the AUN, Branch, and Graduation Year will be used to add the new student (user must have permissions to the school). If the student has a current school, the input AUN and Branch will be ignored, and the student will not be transferred.
- Add / Transfer: The Student PA Secure ID will be used to identify students for data upload (match). If any input Student PA Secure IDs are not currently in the system, the AUN, Branch, and Graduation Year will be used to add the new student (user must have permissions to the school). If the input AUN and Branch/School number is different than the student's current school, the student will be transferred (user must have permissions to both schools). If you do not have permissions to the student's current school, a new student account will be created at the provided institution.
- Match only: The Student PA Secure ID will be used only to identify students for data upload. AUN and Branch fields will be ignored. No new students will be added, and any new student's data will be ignored. If the current student belongs to a school you do not have permissions to, the student and their data will be ignored.
- If AUN or Branch fields are selected, the import rules available are:
- Using Student PA Secure ID rule: The AUN and Branch fields do not have their own import rules. These fields inherit whatever import rule you select for the Student PA Secure ID
- If an exam score field is selected, the import rules available are:
- Add / replace lower: If no score currently exists for a student, this input score will be added. If a score currently exists for a student, this input score will replace the current score only if the current score is lower. Blank/missing values will be ignored.
- Add / replace all: If no score currently exists for a student, this input score will be added. If a score currently exists for a student, this input score will replace the current score even if the current score is higher. Blank/missing values will be ignored.
- Add only: If no score currently exists for a student, this input score will be added. Existing scores will not be replaced. Blank/missing values will be ignored.
- Sync: Add, replace, or delete: If no score currently exists for a student, this input score will be added. If a score currently exists for a student, this input score will replace the current score even if the current score is higher. If the input score is blank, the current score will be deleted.
- If a question/response field is selected, the import rules available are:
- Add / replace all: If no response currently exists for a student, this input response will be added. If a response currently exists for a student, this input response will replace the current response. Blank/missing values will be ignored.
- Add only: If no response currently exists for a student, this input response will be added. Existing responses will not be replaced. Blank/missing values will be ignored.
- Sync: Add, replace, or delete: If no response currently exists for a student, this input response will be added. If a response currently exists for a student, this input response will replace the current response. If the input response is blank, the current response will be deleted.
- If Graduation Year field is selected, the import rules available are:
- Add / replace: If this is a new student, the graduation year will be used for the student creation. Existing students will have their graduation year updated. Blank/missing values will be ignored.
- Add only: If this is a new student, the graduation year will be used for the student creation. Existing students will NOT have their graduation year updated (the input graduation year will be ignored). Blank/missing values will be ignored.
- If the Deactivate field is selected, the import rules available are:
- Deactivate only: If the input value is 'Yes’, ‘true', or '1', the student account will be deactivated (the account will no longer be editable and will not show in reports). Blank/missing values will be ignored.
- Deactivate / reactivate: If the input value is 'Yes', 'true', or '1', the student account will be deactivated (the account will no longer be editable and will not show in reports). If the input value is 'No', 'false', or '0', the student account will be activated if already deactivated. Blank/missing values will be ignored.
Once you have completed the field mapping section, review the Pre-Check Summary. A green check mark indicates that the data is correct and will be imported. A red x indicates an error in the data. This may be data that do not match the expected format such as a score that is outside the possible scores for an assessment or a number in a Yes/No field, or other issues. To review these data, click the hyperlink on the item in the Pre-Check Summary or click Edit Data in the page header.
Once you have checked and/or cleared all errors, click the Start Import button to import your data.