Importing Test Score Data

Exporting Test Score Data from an External System

Important

Core data must be imported prior to importing test score data.

Remember to include a unique ID from your external system when importing into Slate. This ID will be used to match school data with the associated records in Slate.

The unique ID should be the first export column of this import. 

Test Types must be added prior to import!

Before importing score data into Slate, activate the appropriate test types in Slate. Activating test types will make it possible to set score destinations in Slate during the Setup Fields step.

  1. Select Database on the top navigation bar and select Slate Template Library.
  2. Locate the Test Types section.
  3. Once the test type needed is located, click Add on the right-hand side.

Some test types are displayed by subtype. Activate the precise subtypes that are appropriate.

  Don't see a test score?

Not all test types are available by default. If there are test scores that you wish to collect that are not currently available, you can create custom test scores in Database > Test Scores

Test score data resides on the Scores tab in Slate, including the following test types:

Test Types  
ACT AP CLEP GMAT
GRE GRE Subject IB IELTS
LSAT MAT MCAT PLAN
PSAT PTE SAT I SAT II
SAT R TOEFL    

 

  Best Practice

Take the time to write down the list of test types that will be needed in Slate. Limiting test types on paper first will make it easier to understand the more technical steps that will soon be accomplished in Slate. 

Export Columns

A good practice is to export data in batches according to the individual test types.

Remember unique ID!

Just as with previous uploads, remember to include the unique ID column when exporting test score data. This allows Slate to match test score data with the records imported during the core data import.

When exporting test score data from an external system, in addition to a Unique ID, use the following columns:

ACT Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Composite
  • English
  • Math
  • Reading
  • Science
  • Reasoning
  • Writing

GMAT Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Verbal
  • Verbal %
  • Quantitative
  • Quantitative %
  • AWA
  • AWA %
  • Int. Reasoning
  • Int. Reasoning %

GRE Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Verbal
  • Verbal %
  • Quantitative
  • Quantitative %
  • Analytical Writing
  • Analytical Writing %

IELTS Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Overall
  • Listening
  • Reading
  • Writing
  • Speaking

LSAT Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Score

MAT Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Total
  • Total %
  • Intended Major %

MCAT Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Total
  • Total %

PLAN Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Composite
  • English
  • Math
  • Reading
  • Science

PSAT Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Total
  • Critical Reading
  • Math
  • Writing

PTE Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Total
  • Listening
  • Reading
  • Writing
  • Speaking

SAT I Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Combined
  • Critical Reading
  • Math
  • Writing
  • Essay Subscore
  • Writing Subscore

  Which date columns?

Not all three date columns are needed. Export either:

Date   or  Date (month only) and Date (year only)

Test Subtypes

Remember to include a column for the unique ID for the person, and further identify column names with appropriate Test Subtypes prefixes to distinguish test score types and groups. For example: 

Unique ID 245634 437892 756932
AP 1 Date 5/13/2019 5/7/2018 5/11/2018
AP 1 Verified Verified Self-Reported Verified
AP 1 Subtype Biology Chemistry History
AP 1 Score 4 3 5
AP 2 Date 5/10/2019 5/14/2018  
AP 2 Verified Verified Self-Reported  
AP 2 Subtype History Biology  
AP 2 Score 5 3  
AP 3 Date 5/9/2019 5/11/2018  
AP 3 Verified Verified Self-Reported  
AP 3 Subtype Chemistry History  
AP 3 Score 4 3  

When a test type has a subtype, export test score data from an external system using the following columns:

AP Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Subtype
  • Score

CLEP Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Subtype
  • Score

GRE Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Subtype
  • Score
  • Score %

IB Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Subtype
  • Score

SAT II Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Subtype
  • Score

TOEFL (Computer-Based) Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Subtype
  • Total
  • Listening
  • Reading
  • Structure/Writing

TOEFL (Internet-Based) Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Subtype
  • Total
  • Listening
  • Reading
  • Writing
  • Speaking

TOEFL (Paper-Based) Export Columns

  • Date
  • Date (month only)
  • Date (year only)
  • Verified
  • Subtype
  • Total
  • Listening Comp.
  • Reading Comp.
  • Structure
  • Test of Written Eng.

 

Importing Test Data from an External System
Fields Stage

Test score data will be mapped to destinations under the Test Scores category:

  No score destinations?

Test score destinations become available only after test score types have been activated in the Slate Template Library. If the appropriate destinations are not present, it is probably because the appropriate test type has not yet been activated.

Value Mappings

Specify the destination value in Slate for source values in the test score file. For example, if uploaded test scores include a subtype (e.g., SAT II, AP, GRE Subject) these subtypes will need defined value destinations.

This example illustrates how to set up the value destinations for values included in the AP 1 Subtype column.

This example illustrates how to set up the value destinations for values included in the AP 2 Subtype column:

Additionally, consider adding static values to the import. For example, if every test score included in group 1 is a verified score, insert a static value for that group:

Now every score in group 1 will also have the score status field in Slate set to Verified.

  Not mapping verified?

Test scores that do not have a verified value associated with them (i.e., Self-Reported or Discrepancy) will automatically be categorized as Self-Reported.

Organizations often add a static value when importing TOEFL scores and assign the subtype for all uploaded scores in a group. For example: 

Now every score in group 1 will also have the score subtype field in Slate set to Internet-based Test (iBT).

Use Group Numbers

Since it's possible to import more than one test score at a time for records, it is important to group the test score data. For example, if importing ACT test score data for two different ACT tests, it's important to identify which export columns belong to the first test and which export columns belong to the second test. 

  Best Practice

Clearly identify export columns! Defining test score data columns will make it much easier to set Slate destinations and group data appropriately.


Unique ID ACT 1 Date ACT 1 Composite ACT 2 Date ACT 2 Composite
653451 8/9/2017 30    
854278 12/9/2017 26 7/14/2018 28
  Test Score 1 Information

These export columns are related
to the first ACT test.

For example, the person associated with the first row took the ACT on 4/2/2015 and got a composite score of 30.
Test Score 2 Information

These export columns are related to the second ACT test.

For example, the person associated with the second row took their first ACT on 6/25/2015. They also took the ACT on 8/15/2016 and got a composite score of 28.

Group won't order!

Grouping score data will not order scores on the scores tab. That order is determined by the test dates.

Grouping is strictly used to group associated data.

 Define how score data is related by setting the group number:

Important

Give data items imported for the first score a group number of 1.

Give data items imported for the second score a group number of 2.

It's possible to define up to 20 groups when setting score destinations. 

Group numbers will display in the destination column as mapping continues throughout the Fields Stage:

Source = sample value Destination  
Unique ID = 653451 Fields Details - Campus ID Remember to set the proper destination for the unique ID so Slate can match this data with the right records.
ACT 1 Date = 8/9/2017 Test Scores Test: ACT - Date These fields are associated with the first set of ACT scores.
ACT 1 Composite = 30 Test Scores Test: ACT - Composite
ACT 1 English = 33 Test Scores Test: ACT - English
ACT 1 Math = 28 Test Scores Test: ACT - Math
ACT 2 Date = 7/14/2018 Test Scores #2 Test: ACT - Date These fields are associated with the second set of ACT scores.
ACT 2 Composite = 28 Test Scores #2 Test: ACT - Composite
ACT 2 English = 29 Test Scores #2 Test: ACT - English
ACT 2 Math = 27 Test Scores #2 Test: ACT - Math
Review Stage

Proceed to the Review Stage when satisfied with the Field and Value mapping configurations. Be sure to double check any Pre-Flight Check errors that may display to ensure that data imports correctly.

When ready, click Run Import and Slate will then import the data in file to the records imported during the core data import, matching on records with the unique field value.

  Forgot something?

If there is a need to upload additional test score data for tests that have already been imported, the following export columns must be included in these future imports:

REQUIRED EXPORT COLUMNS FOR TEST SCORE MATCHING:    
Unique ID Test Type Subtype (if applicable)
Verified Status Test Date  

And, the values for those export columns need to exactly match the current test score data. For example, this import will match on the existing test score information and add the ACT Science Reasoning score:

Unique ID Test Type Verified Status Test Date ACT Science Reasoning
653451 ACT Verified 7/14/2018 28
Creating a Custom Test Type

Any test type not available in the Slate Template Library can easily be created and added to your instance as a custom test type.

  1. Select Database on the top navigation bar and select Tests.
  2. Select Insert.
  3. Enter the following Tests configurations: 
    • Test ID - Enter a code for the test type. Unless the test type has subtypes, this code should be unique. The code should not contain any special characters or spaces.
    • Status - Set the status to Active.
    • Test Name - Enter a name for the test type.
    • Subtype - Enter a subtype name for test types with subtypes (for example, SAT Subject Scores.)
    • Subtype Code - Enter a unique code for the subtype. This code should not contain any special characters or spaces.
    • Export Value - Enter up to three export values. These values can be used in exports to external systems, including your SIS.
    • Add to Checklist - When set to Yes, this will automatically add a Score Report checklist item for this test type to the checklist when an applicant has a self-reported score associated with this test type. The checklist item will be automatically fulfilled when the record has a verified test score associated with this test type.
    • Private - If the test type should be viewed administratively only, set this to Hide from student. If you want applicants to be able to view scores of this test type on a Slate-hosted application, set this to Display test score to student.
    • Help Text - Add help text to display when applicants are adding a test score of this type using a Slate-hosted application.
    • Expires After x Days - This setting is optional. When set, test scores will be expired x days after the test date. Expired scores are not ranked, and they will not be included in merge fields, standard filters, or standard exports.
    • Total Score Name - Enter the name for the score that is associated with the particular component, if one exists. Set this for Total, up to 17 numeric component scores, and one alpha score.
    • Total Score Mask - If a score exists for the component, enter a score mask. If the score will always be between 0 and 50, the mask should be set to #0. This means that there will always be one digit, and an optional second digit. If the score will always be between 200 and 800, then the mask should be set to 000. The ‘0’ is a required digit, and the ‘#’ is an optional digit.
    • Total Percentile - Select if the total or component scores will have percentiles associated with them.

  Best Practice

If the custom test type that you are creating has a similar model or score layout as an existing test type, model the new entry after those settings.

Test the new settings by manually adding a score for this test type to a test record in your instance. The names of the score types and the desired number of digits should display.

Once the test type exists, the corresponding filters and exports will be generated upon refreshing the Slate Template Library.

Test types that are no longer used may be inactivated at any time, and the data associated with them will remain intact.

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