ASCII Student Data Export Instructions

We have detailed instructions for exporting a Student ASCII textfile from the following school administration programs. The exact steps may differ slightly, depending on the version of your software.

These are the ONLY instructions that we have. For the most part, they have been provided by the software manufacturers or other schools. If these instructions do not work for you, please contact either your District IT Department or your software vendor. If you obtain updated instructions, please feel free to send them along to us.

TIP: Ensure that the current year is selected when doing the export.

TIP: Ensure that the number of student records you are sending match the enrollment for this year.

Note: We will email a reply back to you once we've processed the file and verified that it's acceptable. If you do not receive a reply within two business days, please contact us to see if we've received your file.

If your admin program is not listed, or if you require additional assistance, please consult your user manual for the procedure, or contact your District IT Department or your software vendor's technical support department.

BC SD#36 - Surrey (Campus America SIS)

  1. Ensure that the P606 is set to the current year.
  2. Click C REPO.
  3. Choose either:
    FOTO-01
    for a report which contains student_id, firstname, lastname, grade, and division.
    OR
    FOTO-10
    for a report which contains lastname, firstname, address, phone, grade, division, and student_id.
  4. Enter your email address (ie. [email protected]) and mail the file to yourself.

BCeSIS: Creating a Photo Extract

  1. Startscreen > Reports > Specify Extract Criteria > Clear Extract Criteria > Run Extract
  2. A pop-up window indicating the number of records (students to be extracted) populates the screen.
  3. Click on Go Back and then exit through the door.
  4. Click on Export/Ad Hoc File > Start Over
  5. Click on "Contains" > type Name into the "Wildcard" field and click "Query". This populates all selection options that contain the word "Name".
  6. Highlight "Surname" and click on the "Right Arrow" to move Surname to the "Selected Column".
  7. Repeat steps 5 and 6 to move "Preferred Name", Pupil Number (BCeSIS ID #), Hrm S1 (Homeroom or Division) and Grade to the Selected Column.
  8. Click on "Create File". Be sure the resulting pop-up window has the following settings:
    - Delimiter field = comma (type a comma into the delimiter field
    - Fixed Length = unchecked
    - Number of Columns To Order On = 1
    - Double Quotes Around Character Fields = No
    - Export Field Titles First = checked
    - Output File Filename = type the name of your school and the date of the extract, ie: Hope Secondary 15-SEP-2008
  9. Click on Create Export > click OK when Export Complete pops up > Exit through the door > Click Yes to Save Records
  10. The file should be saved to your Desktop, or you can click "Save As" to specify the location.
  11. Email the file as an attachment to camcard [at] mountainwest.ca (replace " [at] " with "@")
  12. Please enter your school name in the subject line and put your contact info in the email body.

BCeSIS: Configuring Photo Extract as an Excel File (Optional)

  1. Open your Excel application/program on your computer.
  2. Select "All Files" at the top of the resulting window.
  3. Highlight the extracted file from BCeSIS.
  4. Choose "Delimited" and click Next
  5. Choose Tab and Comma and click Next then click Finish.
  6. View the resulting Excel document. You should have fields as follows:
    - Surname
    - Preferred Name
    - Pupil No
    - Hrm S1 (change this field title to Homeroom or Division)
    - Grade
  7. Once you are satisfied that the data is accurate, select "Save As" from the File tab at the top.
  8. Select "Excel" with the ".xls" suffix for the "Format" field.
  9. Open the resulting document using Excel and verify the data is accurate.
  10. Email the file as an attachment to camcard [at] mountainwest.ca (replace " [at] " with "@").

Some Districts will generate the ASCII file for you.  If this is the case, please contact your District BCeSIS Administrator, and have him/her generate your ASCII file and email it to camcard [at] mountainwest.ca (replace " [at] " with "@").

Please remind your District BCeSIS Administrator to put your school name in the subject line of the email, along with contact info in the message body.

CIMS

  1. Select "Download options".
  2. Select your school type (ie. elementary school).
  3. Choose one of options 3, 4, or 5, depending on the sort order. The sort chosen actually doesn't matter as we can re-sort it.

Edmonton Public System

  1. Go to the Admin menu.
  2. Select Utilities-Export data.
  3. Select 4. ID cards.
  4. Save to floppy disk.

MacSchool (with ASCII Transfer)

  1. Insert a formatted disk in your floppy drive. If you are mailing the disk to us it must be a PC-formatted disk.
  2. Go into Macschool, ASCII transfer.
  3. Click File- New Template.
  4. Click Open.
  5. Click Edit- Format set-up, select comma separators, and click OK.
  6. Choose fields from list by double-clicking on Last name, First Name, Grade, Division OR Homeroom OR Teacher*, Student Number. NOTE: Please include the groupings in which the students are called to the camera for pictures; usually division or homeroom.
  7. Click on Student Window (in background).
  8. Click on Student Info.
  9. Hold Shift while you click one of the students' select boxes (this should select all student in the school).
  10. Click File- Export.
  11. Click OK if asked 'are you sure you want to...'.
  12. Type in filename yourschool.txt; ensure that your floppy drive is selected.
  13. Click on Export.

MacSchool (without ASCII Transfer)

  1. Insert a formatted disk in your floppy drive. If you are mailing the disk to us it must be a PC-formatted disk.
  2. Go to Report Manager.
  3. Click on template, template is for attendance icon; click OK.
  4. Click on path button and choose students.
  5. Double-click on students' path at the top of your screen.
  6. Choose the first field for export by scrolling to Last name or Student name and double-click on field number.
  7. A template window will appear; draw a box approximately 1/4 inch high and 2 inches wide.
  8. Repeat steps 4, 5, and 6 for all fields (first name, grade, division OR homeroom OR teacher, and student number).
  9. Click on File- Save.
  10. Name the file mws export and click Save.
  11. Quit Report Manager.
  12. Open MacSchool attendance.
  13. Double-click on today's date in calendar.
  14. Click Edit- Select All.
  15. Choose output icon at top of screen ASCII File.
  16. Click Reports- custom templates.
  17. Select MWS Export and type in the filename yourschool.txt.
  18. Place a disk in the floppy drive and select the floppy drive by clicking on the desktop and clicking on the floppy icon and select Export.

Maplewood

  1. (Uses 3-letter student letters code for internal purposes)
  2. Go to Reports/ Report Builder/ Reports for Exporting/ Present students.
  3. At the bottom of the screen press add field. A long white box should appear under the word 'items'. Double-click within the white box. A new box should appear named 'select field'. Double-click the word 'personal', double-click the word 'name', double-click the word 'surname'. The words (Surname- student) should now appear in the white box. At the right hand side of the table there will be another small white box with the word "Len" above it (this refers to the length of the field). Click in the white box and change the number '10' to '20'.
  4. Repeat the steps in # 2 to select 'usual name'; change the number '10' to '15'.
  5. Repeat the steps in # 2 to select 'students letters';change the number '10' to '3'.
  6. Repeat the steps in # 2 to select grade.
  7. Repeat the steps in # 2 to select division, class or homeroom- the photography order on photo day.
  8. Repeat the steps in # 2 to select any additional information required for your photographic services.
  9. Go to File/save/save as, name the file, and click OK.
  10. Go to File-export report. Export items 'alphabetically' and click OK.
  11. A new screen called 'report builder- export parameters' will appear. Check to see that the first and last students (alphabetically) are showing and if that information is correct, click export. A new screen will appear 'save export file'. Under filename, name the file an abbreviated version of your school's name, no more than 8 characters, and at the bottom right where it says 'drives', change it to your floppy drive (a: in most cases). Make sure that there is a disk in the a: drive and click OK.

SASI III

  1. If using SASI III and permanent ID numbers are not used in the program, run a "query" to mass-change the permanent ID field to the SASI four-digit number preceded by six zeros (this is necessary to be able to import the images at a later date).
  2. For SASI III you can create an export using the format:
    student#, lastname, firstname, grade, homeroom#
  3. If you have additional information required by your digital services, you can add it in the same fashion (separated by commas)
  4. ALL lines must have the same number of fields.
  5. Save the file to the A: drive.
  6. If possible, verify that the file has been exported by opening it in a spreadsheet program or word processing program (ie. Excel, Word, Notepad).

SASIxp

  1. If using SASIxp, modification of the students ID # (PermNum) is not necessary.
  2. For SASIxp you can use the following query format for Export:
    -ASTU PermNum LastName FirstName Grade Homeroom
  3. If you have additional information required by your digital services, you can add it in the same fashion (note that the separation by commas in SASIxp is done in the export process so you should not include the commas in the query)
  4. ALL lines must have the same number of fields.
  5. Save the file to the A: drive.
  6. If possible, verify that the file has been exported by opening it in a spreadsheet program or word processing program (ie. Excel, Word, Notepad).

SDR

  1. Select Utilities - Export.
  2. Select Data file for photographer.
  3. Follow the prompts to select the data fields.
  4. Click Export.
  5. Save the file as your_schoolname on the a: drive.

SIRS (MIG)

  1. Select File-Export
  2. If you are using one of the newer versions of SIRS select the Mountain West Studios Ltd. export; if not then select the Jostens Imagbase export. Choose Run.
  3. Save as the file as your_schoolname on the A: drive.

Calgary Public Schools:

  1. Go into User Define Report - select "Photo ASCII File (Student)"
  2. Retrieve it - run query - save the file.
  3. Repeat for the Staff file.
  4. Note: If you end up with ".vqm" files, you forgot to run the query.
  5. If you have any questions about this procedure, please email the CBE IT Department.

Trevlac

  1. In the Student Area, create a Query where the Selection Criteria is student Status = Active
  2. Before saving the query, make sure the "Fields to Display" include:
    -Student Number
    -Given Name (Common or Legal)
    -Last Name (Common or Legal)
    -Home Room
    -Grade
  3. The Order of Records can be whatever you wish.
  4. Save this Query with the name Photographer Export
  5. Click on the Query button to use this Query
  6. Click on the List tab at the top of the Student Master screen
  7. Click on the Export icon on the Toolbar (canister with arrow out)
  8. Set Type to "CSV - Comma Separated Values"
  9. Type "MountainWest" into the "To" field
  10. Click on the Green checkmark.
  11. This will create a file called MountainView.txt in the "trevlac" folder.

Turbo-School (newest version)

  1. Go to Utilities- 4. Special Printouts/ Exports.
  2. Select F. Photo Studio Exports.
  3. Select 3. Mountain West.
  4. Select "No" for extended info (unless you want address, ph#'s, parents, etc. included for Mountain West's School Image Software)
  5. Follow the prompts and save to a floppy disk in your a: drive.

Windsor

  1. Press Shift-F2 to go to the Picture Setup screen.
  2. Create an ASCII file of all the students containing the last name, first name, grade, student number and homeroom, class, or division.
  3. Save this to a disk by inserting a disk in your floppy drive.

If you are unable to select the "Picture Setup" option, you can export from the Utilities menu:

  1. Utilities - ASCII - Export
  2. All Students (by grade, or your preferred choice)
  3. Follow the menus and enter your desired options
  4. Export Photo ID
  5. Select drive
  6. Select filename to save as (should be your_schoolname.txt).

WinSchool

  1. Go into WinSchool, ASCII transfer.
  2. Click File- New Template.
  3. Name the template mws export.
  4. Click on student icon (picture of student in grad cap).
  5. Click Edit- Format set-up, select comma separators, and click OK.
  6. Choose fields from list by double-clicking on Last name, First Name, Grade, Division OR Homeroom OR Teacher*, Student Number. NOTE: Please include the groupings in which the students are called to the camera for pictures; usually division or homeroom.
  7. Click on Student Window (In background).
  8. Hold Shift while you click one of the students' select boxes.
  9. Click Import / Export, click Export
  10. Enter your school name as the filename (ie. schoolname.txt); ensure that your floppy drive is selected.
  11. Click on OK

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