Directions for setting up GRADE software at the beginning of the year with an export from the STI software

At the beginning of the year, you may need to do an export from the STI software to import all the students for the new year into the GRADE software.  There are several steps to do this, so they are broken down into sections below.

Installing GRADE software onto a computer

1. Load the GRADE software as directed by the manufacturer's instructions onto the computer as needed. (The computer must have Microsoft Access on it for GRADE to work.)
2. Add a school:
   1. From the setup screen, click on the + button in the lower left corner.
   2. Type the school's ID or code in the ID box.
   3. Type the school name in the school/district name box.
   4. Click on the drop down arrow in "Type" and select "School".
   5. Click on the "Save" button.
   6. Click on the "Set Default" button at the bottom of the Setup screen.  Click on the OK button if prompted to do so.

Exporting teacher, class, and student lists from STI software

(Note: This exporting activity requires the STI QueryBuilder software.  If you do not have this on your computer, go to your STI security officer in your building for assistance.  If you need assistance on exporting, get a copy of the handbook or contact Wayne Erminger for assistance.) 

You will want to export primary teachers, classes, and students only. The result of the export should look like the examples below, so you will have to work with some of the original exports to get it in this format.  Be sure to save the files as TEACHER, CLASS, STUDENT as appropriate.  You will be running a script on these files to convert them into the exact format that GRADE needs to work.  The script needs the file name to be exact. 

1. Teacher List:

   123456;L'Art;Marc
   654321;Allen;Jamison
   162534;Del Allen-Smith;Judy

    

2. Class List:

   13001.01;Sparks
   13001.02;Wohlford
   13001.03;Brugger
   13001.04;L'Art

    

3. Student List:

   123456789;Abdeljobor, Jr;Y'lina;2/15/89;M;00
   987654321;Abney;Brandonesque;2/18/88;M;11
   192837465;Del Abney;Mary;8/28/87;M;10

When you export the three files and have edited them to be in the format above, save them to your desktop.  Save these three script files to your desktop as well: Teacher Script, Class Script, Student Script.  Next, double click on each of the script files.  They will put a new file on your desktop (TCH-rc-out, CLA-rc-out, STU-rc-out).  These are the files you will need to import into GRADE (see below).

Importing lists into GRADE

1. Click on "File", then select "Import Data".
2. Click in the button next to "Text File".
3. Select whichever type of file it is you are importing (Student, Teacher, Class), then click on the "Browse" button.  Browse to the location where the text file is sitting.  Click on it, then click "Open".  Next click on the "Import" button.  You should see a screen saying how many records were added, etc.  Click "OK".
4. Continue step 3 above until you have imported all three sets of data (Student, Teacher, Class).  Then click "Cancel" to get out of the import menu.
5. To verify the records were added, click on the "Setup" button to see the Teacher and Class lists.  Click on the "Students" button on the main menu, then click on the double right arrows in the bottom left hand corner to scroll through the students. 

Setting up Administrations of GRADE for recording student results

1. On the main screen of GRADE, click on "Data Entry".
2. Click on the + in the bottom left hand corner to add a new administration of the GRADE test.
3. Enter the date that the test was given.
4. Teacher/Examiner field: Click on the drop down arrow and select the teacher for this student.
5. Class/Group field: Click on the drop down arrow and select the class (usually the teacher for this student).
6. Then click on "Save".
7. Now click on the "Add Students" button.
8. You can use the drop down arrow to narrow the list down to the appropriate grade level of the students.
9. Double click on the students' names you need to enter scores for.  Their names should appear in the list on the far left.  (If you put a student in the group that shouldn't be, just click on the red X next to his name in the middle screen.  Click "OK" to delete the student.)
10. To enter scores for individual students:
    1. Click on the student's name.
    2. Click on the drop down arrow in the "Booklet" field and select the appropriate booklet.
    3. Click on the "Responses" tab to begin entering student responses.
    4. When you get the message "You've reached the last item in the booklet.  Would you like to score the test?" - click "Yes".
    5. Click "Save".
11. Repeat step #10 above for each student.

Contents of this web site are intended to be used for the enhancement of instruction only.
Fayette County Public Schools
paula.whitmer@fayette.kyschools.us
 Last Update  07/10/2007