Our API AYP Improvement Advisor will work with you to make sure that you send us the correct files needed to complete your order.

If you have ordered our ULTRASCORE API AYP Score Improvement Study,  you will need to send us a minimum of two files in order for us to undertake your study.  We need a current-year enrollment file and the last-available STAR results file.  We may also need a file of math course enrollment.

If you have ordered our STANDARD ULTRASCORE Remediation Lists,  you will need to send us a minimum of two files in order for us to undertake your study.  We need a current-year enrollment file and the last-available STAR results file.  We may also need a file of math course enrollment.  If you have ordered our BASIC ULTRASCORE Remediation Lists,  you will need to send us only your last-available STAR results file.

Districts receive their STAR results files on CD or other media.  Often there are two files.  There is one large file that usually ends in txt or dat.  This is the file we need.   Keep these three points in mind:

1. We need this file in the exact RAW format in which it is delivered to you.  We cannot use a file that has been processed through another program or a file that has been converted into a spreadsheet.
2. Virtually all districts send us the entire file.  If, for any reason, you wish to send us part of the file, this is acceptable as long as the format of the file is unchanged.
3. You do not need to send the small supplementary file often called filler.bin .

What information needs to be included in the enrollment file?

Prepare an enrollment file from your attendance or SIS program --- SASI, WinSchool, Aries, SchoolWise, and many others. 

The file must contain the following minimum information (fields):

1. Last Name
2. First Name
3. Student ID Number
4. Date of Birth
5. Grade

The file must contain the following additional fields only if it applies to your individual school:

6. A secondary Student ID Number if you district uses them (L.A. Unified and others)
7. A CSIS identifier if it is easily found in your attendance database.
8. Teacher, TRACK, or other field if you want your student remediation files sorted by by a special field.  In the absence of a specified special field, lists will be sorted by current grade.
9. Math Course Name for all high schools --- and middle schools for whom we are preparing Math CST standards by course.  Your AYP API Improvement Advisor can tell you if this is required for your middle school.  If this information is required, and you don't include it in the enrollment file, you will have to include it in a separate file.  The separate file will need to have LastName, FirstName, Student ID number, Math Course Name.

What type of enrollment file should you prepare?

When preparing your enrollment file, your attendance program or SIS will offer you choices as to what kind of file to export.  You many choose:

Comma-Delimited Ascii
TAB-Delimited Ascii
Spreadsheet

Do Not choose Ascii Fixed-Width.
Do Not choose Printed Report Format.

Here are a few samples of acceptable enrollment files:

A Comma-Delimited File without Headers

A Comma-Delimited File with Headers and a Different Date Format

A Comma-Delimited File with Quotation Marks Surrounding Text

A Tab-Delimited File

A Spreadsheet File

After you have prepared your files according to the instructions in the above paragraphs, contact your AYP API Improvement Advisor  who will talk you through the procedure of sending (uploading) the files over the internet to our secure, encrypted server.  The upload is very simple and takes just a few minutes.  Do not e-mail files to us. That does not meet the required standards of student confidentiality.   If two different people at your district are handling the two files we require, it is perfectly alright for each person at your district to contact your AYP API Improvement Advisor  individually to perform the uploads.

Your AYP API Improvement Advisor will give you the internet address of our server and all directions necessary.

At the prompt What is your e-mail address , enter      vista7

At the prompt Yes, my QuickBase password is , enter    yosemite

After you have uploaded your files, your AYP API Improvement Advisor will take a few moments to look at your files and verify their receipt and format.  When he tells you that your session is completed, please remember to click the Sign Out button.