Mini-course

Combining files from multiple data sources to create one

combined file

This course will use 2009-2010 and 2010-2011 NeSA reading as an example

Or spring 2010 and spring 2011 as it is called in the DRC system

This process can be applied to any number of files as long as a text version can be

obtained

Example

Example 2

Getting a complete district NeSA file out of DRS

All students in one file. At the student level

By year

Link to DRChttps://ne.drcedirect.com/default.aspx

Or there is also a link on the NDE Assessment Page to eDirect

For this example look for Spring 2010 , save the file and then find RMS Spring 2011 and save it.

Click the desired item and then click “View Reports”

To download the file click to “Save” but don’t opento do this click on the green arrow

Save the file to the computer as a .csv file but do not open it directly from DRC

When clicking on the green icon in the previous photo there will be an option to save.

In this case it will automatically be a .csv file as long as it is not opened first

If you would like to simply look at the data in the file you may double click to

open it in Excel

If you do this, close the file when finished but do not

save it

How to open a .csv file in Excel

It is crucial to follow these steps or date formatting and leading zeros will be lostAnd the file will not pull into Access properly

First, open a blank copy of Excel, click “Data”, and then select “From Text”

Locate the file, click in the file name you wish to view and then select “Open” to import the file

Select “Delimited”And “Next”

An Import Wizard will appear

Check “Comma”And “Next”

In this step the entire row can be highlighted by clicking in the first column, scrolling across to the last column, putting the arrow in the last column, holding the shift key down while clicking the mouse. Then click “Text” and the headings should all change to “Text”

1.

2.

Click “Finish”

Click “Ok” on this screen

Unwanted columns of data can be eliminated by right clicking on the column (s), highlighting the area, and deleting

This will now yield a large raw file that can be used for analysis

File to become familiar with the file structure of the NeSA

This was sent in an email

earlier today

From both files include at a minimumStudent ID

School CodeFirst NameLast Name

SubjectScale Score

Performance level

Suggested to also addGender

RaceFrl

SpedGradeYear

Remember, after opening the file as a .csv or making changes in it you will need to save it as

a .csv when finished

The file will have to be saved as a .CSV and closed before it will pull into Access properly

Save the file as a .csv (comma delimited)Find the “Save As” function

From the pull down menu locate the CSV option as shown below and select that type

There may be two warnings such as the one shown below. On each warning select “Yes” or “Ok”

Steps to combining files in Microsoft AccessOr FileMaker Pro

Creating a new databaseSelect “New” and then “Create”

This screen will appear

Select “External Data” or “Import External Data” and “Text File”The exact wording will depend on the version of Office

Locate the file to be imported by browsing, usually a .csv fileSelect “Import the Source Data into a new table……..”

Select “Delimited”

Select “Comma” (or other delimiter if some other format) and “First Row Contains Field Names” if the file has field headings then click “Next”

The next two slides show two methods of completing the same task

You will not need to do both but choose the method that you prefer

Method 1

Each field needs to be changed to text (much like in the.csv file earlier but in this case it is done field by field• 1. Highlight the field

• Select from the pulldown and choose “Text”Some will already be text Be sure to check each field before proceeding

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2

Method 2

1. Choose “Advanced” and a window will appear on top like the one shown2. Place the cursor in the box showing the data type and click. A pull down menu will appear

3. Select “Text” from your choicesThis will still be done by working down field by field until all the fields are text

4. Select “Ok” when done (the overlay window will disappear) 5. Select “Next”

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2,3

4

5

It is important to scroll through the file once more just to be sure all fields are saved as

text

Select “No Primary Key” and “Next”

Name the table something meaningful to youRemember, you may have multiple tables so label clearly (with

year tag)Select “Finish”

Name the table

Select “Close”

Repeat the process with other tables that are wanted in the end data set

In today’s case the other NeSA file

There are now two tables imported. These could be from any number of sources (MAP, NeSA, Demographics, Grades, local formative test files etc. or different years

from the same sourceThe task now is to join the two tables together into one table

You should now be able to see the two tables you pulled in

In this example there are two NeSA files to be joined (2010 and 2011 NeSA files). A Query will be created to do this.

1. “Create” 2. “Query Design” Click “Create” and then “Query Design”

There will be a window with the tables available in it.Select the table or tables that has the fields that are to be in the combined data set

To designate the tables to be worked with1. Click on the name of the table

2. Click “Add” and the table will appear in upper part of the screen as shown by the blue arrow

1

2

When matching fields from different tables into one data set (query)

1. Both tables must have a common field In most cases this will be the unique student identifier

2. Be certain when selecting fields for the data set (as shown in the next slide) that you select that common field from both tables to

be in the data set so that field appears twice in the data setThat is the field that will join the two tables

From both files include at a minimumStudent ID

School CodeFirst NameLast Name

SubjectScale Score

Performance level

Suggested to also addGender

RaceFrl

SpedGradeYear

Select the specific fields desired from the tables. The new data sheet will have the fields in the order they were selected from the tables in this step by

1. Double clicking on the field name or2. Dragging and dropping the field name in the lower table layout

Fields will appear from top view to the new data sheet grid as show by blue arrows

Once the fields are selected and placed in the data set we will join the two

tables on the common field from both tables

Today that common field is student ID

To Join the Tables1. Click on the field (student ID) in one table and hold the mouse button down

2. Drag the pointer to that same field on the second table and release the mouse button and a line will appear connecting the two tables

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2

3

3. Right click on the line and then click on “Join Properties” Note: if you get a longer menu when you click on that option just click off and then right click on it again

Once the steps in the previous slide have been completed and “Join Properties” has been clicked there will be a screen as show below to specify how the join is

to be done.Once the type of join is specified click “Ok”

1. Will only show records where both files have the same student ID in both files 2. Will only show all records that are in the 2011smallsample file and will have blank spots in the

2011smallsample2 file if that ID is not found in 2011smallsample2 3. This will show all records in the 2011smallsample2 file and will have blanks for the fields from the

2011smallsample file for those IDs not in 2011smallsample

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3

Notes on types of Joins

If looking at data over years (time) and the desire is to compare the same students over time join 1 would be the best to use. It is the one that would show all information

but only for students who were there all years

There will be times when the desire is to see who was there one year and not the next. In that case join 2 or 3

would be appropriate.

Once the type of join has been specified click “RUN!”Cross your fingers and hold your breath

The resulting file should have the fields chosen from each table in the order selected

A .csv file that can be viewed and filtered in Excel can now

be exported

method for exporting a .csv file that can be used in Excel

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2

3

1. Right click on the name of the file or query you wish to export which should highlight it2. Click or roll over “Export”

3. Roll over “Text File” and click on it

Select where the file is to go.

Do not select this box or any of the others

Click “Ok”

Select “Delimited” and “Next”

Specify the type of file to be saved in most cases this will be “Comma”

Check box to include field names

Select “Finish”

Select “Close”The file should now be in the location you specified that it be saved

Due Dates

You’ll let us

submit late

Sample Fall CalendarData Collection/Form Due Date

Review Period Ending date – FIINAL NO CHANGES

Non Certificated Staff 31-Oct 15-Nov

Carl D. Perkins Career and Technical Education Act Report 10-Aug 15-Nov

Summer School Supplement 31-Aug 15-Nov

Elementary Class Size 15-Oct 15-Nov

Summer School Student Unit 15-Oct 15-Nov

Elementary Site Allowance 15-Oct 15-Nov

Assessed Valuation and Levies 15-Oct 15-Nov

Two-Year New School Adjustment Application 15-Oct 15-Nov

Student Growth Adjustment 15-Oct 15-NovInstructional Time 15-Oct 15-Nov

PK Instructional Program Hours/K Program 15-Oct 15-NovNSSRS Staff Data 31-Oct 15-Nov

Membership (last Friday in September) 31-Oct 15-NovSPED Child Count 31-Oct 15-NovEC Program Participation 31-Oct 15-Nov

Nonpublic Membership 31-Oct 15-Nov

SAMPLE