How do I create the NWEA Roster File Template from PowerSchool?

If your NWEA testing period is coming up and you require an up-to-date import file from your PowerSchool data, this is the article for you!  We will walk through the step by step process of creating the Combined Import.csv file.  This walk through assumes that you are exporting information for a single school but if you wish to export multiple schools, this is easily changed by changing the school to “District Office.”

Before we start, you want to download the latest specifications of the combined import .csv file by navigating to:

https://yourschoollink-admin.mapnwea.org/admin/importprofile/StartNewImportPage.seam

Note that the “yourschoollink” portion of the link above requires your school specific link provided by NWEA and requires a profile for data administration.

Step 1:  Login and select all of your students.

Once you select all of your students, the number of students will show up next to “Current Student Selection.”  This should isolate the selection to only current students.

Screen Shot 2014-08-12 at 4.44.26 PM

Step 2:  Navigate to the DDE and match selection to CC table.

Go to System (Setup) > Direct Database Export (DDE)

Screen Shot 2014-08-12 at 4.48.11 PM

Use the pull down menu to select the CC (4) Table and

1) Select all XXXXX records in this table then

2) click “Match Selection”

This will isolate the selection of sections begin offered for only the active students.

Screen Shot 2014-08-12 at 4.50.17 PM

Step 3:  Match to the Students table and select “Proceed to match Selection”

Screen Shot 2014-08-12 at 4.52.26 PM

Step 4:  Filter results for the current school year only.

Use the filter expression TermID >= 2XXX in order to isolate the selection to the current year only.  These are the current TermID’s in PowerSchool.

  • 2017-2018 = 2700
  • 2018-2019 = 2800
  • 2019-2020 = 2900

After you have selected the filter expression, click on “Search within the current XXXX records only.”

Screen Shot 2014-08-12 at 4.58.40 PM

Step 5:  Click on “Export Records”Screen Shot 2014-08-12 at 5.06.18 PM

Step 6:  Paste the following code into the box and “Submit”

[39]Name
TeacherID
[5]Last_Name
[5]First_Name
[5]Middle_Name
[5]Email_addr
[5]Email_addr
[2]Course_Name
[1]Student_Number
[1]Last_Name
[1]First_Name
[1]Middle_Name
[1]DOB
[1]Gender
[1]Grade_Level
[1]FedEthnicity

Screen Shot 2014-08-12 at 5.10.27 PM

Step 6:  Open the resulting file in Excel and insert a blank column in columns B and J (Click picture to see larger version)

Screen Shot 2014-08-12 at 5.17.07 PM

Step 7:  Paste the headers for the NWEA specification into row 1. (Click picture to see larger version)

The file specification as of August 2014 is as follows.  If this specification is out of date, please revisit the links provided at the top of the page to find the new specifications.

School Name
Previous Instructor ID
Instructor ID
Instructor Last Name
Instructor First Name
Instructor Middle Initial
User Name
Email Address
Class Name
Previous Student ID
Student ID
Student Last Name
Student First Name
Student Middle Initial
Student Date Of Birth
Student Gender
Student Grade
Student Ethnic Group Name

Screen Shot 2014-08-12 at 5.22.04 PM

Step 8:  In column R, Student Ethnic Group Name, replace “1” values with “Hispanic or Latino” and anything else with “Not Hispanic or Latino”

Screen Shot 2014-08-12 at 5.30.31 PM

Step 9:  Save as “.csv” file and upload!

By this step, you should be complete.  Please note that this walkthrough does make certain assumptions about your data which are as follows:

  • The school name in PowerSchool matches that of NWEA.
  • Previous Instructor ID is not used
  • Previous Student ID is not used
  • User Name and Email address is based on the Teacher’s e-mail field in PowerSchool.
  • Student Ethnic Group is limited to a yes/no statement to the question: “Is the Student Hispanic or Latino?”
Updated on May 16, 2018

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Comments

  1. You have know idea how much this helped me out! Thank you!

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