Acadience import in Student tools, Import assessment results


Release note: Overview

This release introduces an enhanced feature to the "Import Assessment Results" tool, enabling Ontario Elementary schools to import and update Early Reading Screening (ERS) results from Acadience files. The tool improves data mapping, error handling, logging, and user experience for grades K-2, ensuring seamless integration with the Student Information System (SIS). The following updates are exclusive to the Acadience file submitted by an Ontario board. The file specifications are specific to Acadience. 

Key Features

1. ERS Import Functionality

  • Jurisdiction Restriction:

    • Available only to Ontario users with rights to:

      • Central Office

      • Student Tools

      • Import Assessment Results interface.

  • Mutual Exclusivity:

    • When “Update Students Literacy Results” is selected, “Update Early Reading Screening Results” is disabled, and vice versa.

2. File Handling and Field Mapping

  • File Fields Section:

    • Fields from the Acadience file are automatically loaded and mapped to SIS fields.

    • Default mappings as per Acadience specifications are applied.

    • Fields in Student records, Achievement, EQAO, Early Reading Screening

  • Field Mapping:

Acadience File Field

Mapped SIS Field

Purpose

School SIS ID

School number

Identify student location

Student SIS ID

Student number

Identify student

Student last name

Student surname

Identify student

Student first name

Student usual name

Identify student

Student Grade Level

Grade

Filter by grade level

Reading Composite Status

Benchmark result

Map to Benchmark Completed and Benchmark Met fields

Reading Composite Date

Benchmark date

Populate Benchmark  date in the student record

3. Student Record Matching and Filtering

  • Students are matched using the following fields:

    • School number (File: School SIS ID)

    • Student number (File: Student SIS ID)

    • Student surname (File: Student Last Name)

    • Student usual name (File: Student First Name)

    • Grade (File: Student Grade Level).

  • Grade Filtering:

    • Records are processed only for grades K, 1, and 2.

    • Records for other grades are skipped.

4. Data Update Logic

  • Duplicate Check:

    • If a record exists for the same student, grade level, and benchmark date, the update is skipped.

    • If multiple records exist for the same student but with different dates, each record is added as a new entry.

    • New records are added if no matching record exists.

    • Student should only have one record in the Import file. 

  • Reading Composite Status Mapping:

    • Acadience Reading Composite Status is mapped as follows:

Reading Composite Status

Benchmark Completed

Benchmark Met

Above benchmark

Yes

Yes

At benchmark

Yes

Yes

Below benchmark

Yes

No

Well below benchmark

Yes

No

5. Error Handling and Logging

  • Error Handling:

    • If a student cannot be matched, the system logs:
      "Student not found for School ID, Student SIS ID: <ID> in grade <Grade>".

  • Log File Generation:

    • Successful updates:
      "Updated ERS record for School ID, Student SIS ID: <ID>, Grade: <Grade>, Date: <Benchmark Date>".

    • Skipped updates:
      "Skipped update for School ID, Student SIS ID: <ID>, Grade: <Grade>, Date: <Benchmark Date>".

    • Errors:
      "Student not found for School ID, Student SIS ID: <ID> in grade <Grade>".

  • Log Storage Location:
    File Manager → Student Tools → ERS Update Logs.


Non-Functional Requirements

  1. Assumptions:

    • Acadience files adhere to defined specifications.

    • SIS data is accurate and up to date.

  2. Setup Requirements:

    • Add "Acadience" as a new test type in:
      Setup → Assessments → Assessment Records & Definitions.

    • Users must select a Test Time Frame and Test in the UI.



Action Required:
Ensure ERS data is updated in the ERS tab of Student Records to reflect on the report card correctly.