Import Exam Taker and Course Data

March 3, 2016 Kelly Basara

Importing allows an Administrator to add multiple Exam Takers and Courses at once.  Users will need to import at least three files:  Exam Taker data, Course data, and then a file that assigns each Exam Taker to a course.  This is important as assessments are assigned to courses and not to individual exam takers.  Additionally, you can categorize Exam Takers based on their academic year, campus, or college within a university using groups.

To Import Any Data

1. Navigate to Exam Takers tab or Courses from Admin Tab.

2. Select Import Exam Takers or Import Courses.                          

3. Review the Data Import Overview and Data Import Instructions to create data file.

4. All cells in the spreadsheet need to be formatted as Text.  Select cells and right click to choose ‘Format Cells’ in number column, select Text and click Ok.

5. Create data files and save as Text (tab delimited) files.Caution: Importing the coursesexamtakers.txt file will overwrite the data already in the system for the same course. Refer to Course Management or Exam Taker Management guides to add, edit or remove individual courses or Exam Takers.

6. Select Browse, locate the file, and select Upload

A green confirmation box will appear at the top to signal the upload.  Users must review the email notification to ensure that all data was processed. All data is imported in 10 min intervals from the ExamSoft server.

Importing Exam Taker Information

Users can import all pertinent information about each Exam Taker.  Exam Takers can be assigned accommodation groups for special assessment requirements (i.e. extended time). The importer can create a unique password (as needed) for each Exam Taker.  All information can be edited later as needed.

To create data file, review column headings in sample file.

Enter Exam Taker information into column fields.
a. ExamTakerID: must be unique for each person alphanumeric characters only, no special characters or spaces/dashes allowed

b. Passwd: Create a 6 to 12 character password using alphanumeric characters only, no special characters or spaces/dashes allowed, or enter an asterisk (*) to generate a random password for each Exam Taker

c. Lab Equipment: 0=personal computer, 1=lab (If student is using both a lab device and a personal computer, input 0)

d. Accommodation Group #: Accommodation Rule applied to student. Find these rules in Global Settings.

2. Save the file as examtakers.txt.

Importing Courses

Users can import course data to quickly populate in the system course titles and dates, assigned instructors, and designating various sections.  Assessments are assigned to courses and not to individual Exam Takers.  

1. Review Column headings.

2. Create a course database in a spreadsheet.
Courses with multiple sections or instructors should be distinguishing information in the course name.For example: 2016Spring_Nursing02_Section501_Smith

a. Course ID: Unique Identifier for the Course

b. Course Name: Name for the Course

c. Instructor LName: Instructor Last Name

Instructor Fname: Instructor First Name

Instructor Title
: (optional) 

f. Start Date: Date when course is available

g. End Date: Date when course is closed

3. Save file as courses.txt.

Matching Exam Takers to Courses

After importing Exam Takers and courses, you will now need to match Exam Takers to their courses to make assessments available for download.  This is a simple data file that includes the course ID and Exam Taker.

1. Create the table.

a. Column headingsview sample

b. CourseID is ALWAYS listed in the first column

c. ExamTakerID is then listed in the second column

2. Save the file name as coursesexamtakers.txt.

Caution: Importing the coursesexamtakers.txt file will overwrite the data already in the system for the same course. Refer to Course Management or Exam Taker Management guides to add, edit or remove individual courses or Exam Takers.

Creating Exam Taker Groups

Exam Taker groups will designate specific sections or unique groups of Exam Takers that will be administered assessments.  For example, Exam Takers can be categorized based on their academic year, campus, or college within a university.  This feature is best utilized with exam takers that may be enrolled in the same courses, but located on different campuses.  Users sort, filter, and analyze the data separately in a number of different reports. If you do not see this option available, please reach out to your Customer Success Specialist to have it enabled.

1. Create an Exam Taker Group file:

a. GroupID: must be unique for each group

b. GroupName: identifies Exam Taker group

2. Save file as groups.txt.

The Exam Taker Groups import only sets up the individual sections in ExamSoft. Exam Takers must be assigned to each group so that assessments can be administered to these groups, and separate reports run.

Importing Exam Takers into Groups

Each Exam Taker can be assigned to only ONE group.  An assessment group creates a special testing assignment when choosing to post assessments and running analytical reports.  For example, Exam Takers enrolled in a the same course but located on different campuses can have their specific results appear in the same assessment report for reporting purposes yet have their specific data analyzed separately.

1. There are only two columns of information in this spreadsheet.

a. The first is ALWAYS the GroupID

b. The second is the ExamTakerID
ExamTakerID data needs to have already been entered into ExamSoft in order for this data to be paired with the soon to be created GroupID.

2. Save file as groupsexamtakers.txt

Common Data Upload Errors

Users will be notified with an email confirmation of data import.  Occasionally a user will receive an error upload message.  Each can be easily corrected:

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