Importing Additional Data to RocketScan for SunBucks Reporting

Creating an EDCS Report in RocketScan for Importing Supplemental SUN Bucks Data to the Education Data Collection System (EDCS)

EDCS submission instructions can be found at https://www.cde.ca.gov/ds/dc/ssbcinstruct.asp.

The file to be submitted must be formatted in a specific way, with specific data.  The data needed to be submitted to EDCS is not completely stored in RocketScan.  Therefore, data must first be imported into RocketScan, then the complete data set can be exported and sent to EDCS.

Below are the steps needed to accomplish the tasks needed to produce the file to be imported into EDCS.

Step 1 - Create a comma separated file (CSV), that contains the data that RocketScan needs. 

The district’s IT department will need to create a file with the following data and format.  The district MUST provide RocketScan with a CSV file with items highlighted in green.  The items that are not highlighted should be left blank.  The file should have a line for each student in the district, regardless of eligibility.

!!IMPORTANT!! Before an EDCS report can be generated, a CSV file with the following must be imported:

1) The file must have 7 columns

2) The 3^rd column must be populated with the local_student_id; the student number is required and is used to match the exported application information.

3) All data in the file must match the formatting outlined in the table above.

RocketScan will use the information provided in the import file to generate the EDCS report. The only information that is provided by RocketScan is the uba_received_date, which is the date the UBA application was submitted. All other data, such as the cds_code, ssid, local_direct_certified_date and benefits_extended_date, must be provided in the import file for it to be included in the EDCS report.

Description	Data Header	Format	Length
County-District-School (CDS) code where the student is enrolled	cds_code	Number	14
Statewide Student Identifier (SSID)	ssid	Number	10
Local student identifier	local_student_id	Text	1-15 characters
Date UBA was received by LEA	uba_received_date	CCYYMMDD	8
Date NSLP application was received by LEA	nslp_received_date	CCYYMMDD	8
Date student was directly certified by a local process	local_direct_certified_date	CCYYMMDD	8
Date benefits were extended to the student	benefits_extended_date	CCYYMMDD	8

The district created file should look like the following example:

cds_code,ssid,local_student_id,uba_received_date,nslp_received_date,local_direct_certified_date,benefits_extended_date

1611196100374,123456701,12345678901231,,,,

1611190130120,123456702,12345678901232,,,,

1611196100374,123456703,12345678901233,,,,

Step 2 - Import the CSV to RocketScan.

Open Admin, select “Reports” then “EDCS Report…” from the drop-down menu. 

Click on the “IMPORT…” button.  This will import the district’s file with the RocketScan data.

 

Select the import file and click “Open”. 

If the import file is missing any student’s ids or contains any data with an invalid format, an “IMPORT CHECK” will be shown. 

Example:

If there are no issues with the import file, or after clicking “OK”, the “Import completed successfully.” message will display.

Note: The imported data is stored in a designated table within the RocketScan database. On subsequent file imports, the table is first cleared before the data from the new import file is inserted into the table. When generating the EDCS report, it will use only the student numbers provided in the most recent imported file.

Step 3 - Export EDCS file from RocketScan. 

While in Admin, select “Reports” then “EDCS Report…” from the drop-down menu. 

After the import file has been imported, click “GENERATE FILE” to create the EDCS Report. 

This will create the file to import into the EDCS system.

 

Navigate to the desired location and click “Save” to save the report.

Step 4 - Import EDCS file to the State. 

Once the file is exported from RocketScan, follow the State instructions to import in the EDCS system. 

Those instructions can be found at https://www.cde.ca.gov/ds/dc/ssbcinstruct.asp.

 

 

 

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