Transferring Student Responses

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TUSTIN UNIFIED SCHOOL DISTRICT

Transferring Student Responses

Data Director Student Answers to illuminate Assessment and Evaluation v1.01 June 1, 2011

Modified version, with request on making this process simpler, this will include steps both manual, and steps to run the macro Excel file.

Table of Contents Getting your data from DataDirector ..................................................................................................1 Manual Cleaning Data ........................................................................................................................5 Macro Automated Data Clean Up ..................................................................................................... 11

Transferring Student Responses from DataDirector to Illuminate

Getting your data from DataDirector 1. Log into Data Director (https://www99.achievedata.com/tustin/) 2. Go to the “Exam” tab

3. Select your exam you want to download the student responses.

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4. After selecting the exam, look for “Data Management” then click on “student responses” link.

5. After clicking “Student Responses” you should see the following screen with the list of student names with answers.

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6. Click on the Excel icon to download your student responses.

7. You will then get a popup box asking to save your file. Save this file on your computer.

Tip: If you want to keep organized file names, do the following: Save the file name as the title of your exam name, like this example “2009-10 Math Benchmarks 3, Grade 3”

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8. Once you save the Excel sheet to your computer or storage device, open the Excel workbook.

9. Once you open the Excel workbook, you will need to clean your data, you can either run the Excel Macro provided to you or you can perform the manual cleaning of your data.

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Manual Cleaning Data

1. Highlight the area of data where all the student responses are.

2. On the “home” tab in excel 2010 go to the “Find and Select” icon at the right side of the screen. If you have a different excel (2003) shortcut on your computer to get this function is to do the following, (hold down the Ctrl and “F” key). Then go to “Replace” on the drop down menu.

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3. From there you will see a little dialog box come up. Put in the following characters into the “Find what” part in the parentheses (~*), then look for the button “Replace All” and select this.

4. If you have errors you will get this when the Excel file is done checking.

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5. Now repeat steps “2” and “3”, this time put in the following characters (*,*)

6. If you have errors you will get this when the Excel file is done checking.

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7. Once you are done, select the button “Close”

8. Select the column “A” and then delete this column.

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9. Your Excel sheet should look like this

*note if your top row looks like this, you need to change C1 that reads CVAR1 to read Q1 and repeat for all others, CVAR2, CVAR3 etc.

10. Then go to “file” and look for “Save As”

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11. You will have a menu, go to the “Save as type” drop down menu and select “CSV (Comma delimited)” And now you are ready to upload to illuminate.

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Macro Automated Data Clean Up

Other option is to use the macro Excel file data cleanup. If you have office 2007 or 2010 use file named “Macro Office 2010.xlsm” if you have older version of office use the following file “Macro Office 2003.xls” 1. Open the file either “Macro Office 2010.xlsm “or “Macro Office 2003.xls” first. 2. Then open your Excel file you download. 3. If you have office 2007 or office 2010, go to the “File” tab on the left side of your screen.

4. Then look for the “Macros” button

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5. On the drop down menu, select “View Macros”

6. From the view Macros select “'Macro Office 2010.xlsm'!Macro1” and select “Run”, this will clean your data automatic. **Important run the macro when you are in the sheet you want to fix the data on**

If you have older office, here is some instruction on how to run macros on older version of office 1. On the Tools menu, point to Macro, and then click Macros. 2. In the Macro name box, enter or find the name of the macro you want to run, (Macro Office 2003.xls) 3. Click Run

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7. Once the macro has done its job, your sheet should look like this.

8. Select the column “A” and then delete this column.

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9. Your Excel sheet should look like this

*note if your top row looks like this, you need to change C1 that reads CVAR1 to read Q1 and repeat for all others, CVAR2, CVAR3 etc.

10. Then go to “file” and look for “Save As”

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11. You will have a menu, go to the “Save as type” drop down menu and select “CSV (Comma delimited)” And now you are ready to upload to illuminate.

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