Acceptable Data Formats

The tables below list acceptable formatting for all data fields in the .csv files.

Note: The following abbreviations are used in the Type column of the tables to indicate valid values:
               ●   A = alpha and any ASCII 7-bit non-numeric characters
               ●   N = numeric characters only
               ●   A/N = alpha, numeric, and any 7-bit ASCII non-numeric characters

Additional Guidelines:

For employee ID fields (Employee_ID and EmployeeID), if pre-appended zeros are used, they should be used consistently across all files.

For student ID fields (StudentID), use district-controlled IDs, where available, to update records efficiently.

1_users.csv Formats

Field Name	Field Name Description		Type	Record Value and Description
Employee_ID	Unique identifier allowing users to log on to the district system.		A/N	0–9, A–Z, including 7-bit ASCII characters
Username	Unique identifier (for example, a common district email username) for the user. Username may match Employee ID, but both must be unique to the user.
Email		Used by system for self-serve password resets.
Password		Unique identifier allowing users to safely log on to their account.
First_Name		User first name; displayed for other users but not students	A	A–Z, including 7-bit ASCII characters
Building_Names		Full text string, with semicolons separating multiple building associations (for example, Armond Academy;Jefferson Academy)	A/N	0–9, A–Z
User_Type		Teacher Level – Users with this access level (typically teachers and assessors) can view students listed on their class roster(s). Building Level – Users with this access level (typically building test coordinators) can view classroom, teacher, and student information for a specific building(s) with which the user is affiliated. District Level – Users with this access level (typically district test coordinators) can view building, teacher, and student information at all schools within the district. Administrator or Head Admin Level – Users with this access level (typically district data warehouse administrator) can create user accounts, create student rosters, associate teachers and students, and manage system-wide settings for the district. Admin accounts can be assigned in the 1_users.csv file or through easyCBM.	N	Teacher Level = 1 Building Level = 2 District Level = 3

2_students.csv Formats

Field Name	Field Name Description	Type	Record Value and Description
StudentID	Unique ID for student; all data is keyed from this ID. Recommend using a district-controlled ID to update records quickly and consistently.	A/N	0–9, A–Z
Date_of_Birth	Student date of birth	N	mm/dd/yyyy, for example 01/06/1996 Include slashes January = 01 February = 02 March = 03 April = 04 May = 05 June = 06 July = 07 August = 08 September = 09 October = 10 November = 11 December = 12 Day = 01 to 31 Year = Each position 0–9
Last	Student last name	A	A–Z, including 7-bit ASCII characters
First	Student first name (this is what the student selects when testing online). Consider preferred name, if available.	A	A–Z, including 7-bit ASCII characters
Grade	K, 1–8	N	K–12, for example: K or KG = Kindergarten, 1 or 01 = Grade 1, etc.
Building_Name	Used for building-level reports. Students can be associated with only one building, and building name must be consistent with the building name in the 1_users.csv data file. Note: This is case sensitive.	A/N	0–9, A–Z
Gender	Information used for research and development and to build a better system. This field is available in district export files and is required to have a non-blank value.	A	Female = F Male = M
SPED	Information used for research and development and to build a better system. These fields are required to have non-blank values.	A	Yes = Y No = N
Ethnicity	Information used for research and development and to build a better system. These fields are required to have non-blank values.	A	Hispanic/Latino Not Hispanic/Latino
Race	Information used for research and development and to build a better system. These fields are required to have non-blank values.	A	American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or More Races
ELL	Information used for research and development and to build a better system. These fields are required to have non-blank values.	A	Yes = Y No = N
District_Data_1 to District_Data_5	Optional data fields for district use; these fields are included in the data export file.	A/N	0–9, A–Z
(optional) Password	Student password for online testing; student passwords adds significant overhead and time for administering online tests.	A/N	0–9, A–Z

3_teacher_students.csv Formats

Important: Both Employee_ID and StudentID must exist in easyCBM before uploading this file.

Field Name

Field Name Description

Type

Record Value and Description

EmployeeID

Unique identifier mapping students to teachers or other education professionals such as coaches or interventionists.

When a teacher logs on, the class list is composed of students associated with the teacher’s EmployeeID.

Similarly, a reading specialist might log on with his or her EmployeeID as a building- or district-level user to manage students in his or her caseload.

A/N

0–9, A–Z, including 7-bit ASCII characters

StudentID

Unique ID for the student; all data is keyed from this ID.

nnnnn, for example: 13579