The Import Status Email

Every time your scores are imported, TKG Analytics emails the people who uploaded them with what happened to every file. It arrives a few minutes after an upload is accepted, because the import starts on its own as soon as the upload finishes.

The email is the district's view of the same record our team reads, so if you ever ask us about an import, we are both looking at the same facts.

Who receives it

• The people who uploaded. Everyone who uploaded a file for the assessment since its previous import. If nobody uploaded since (for example, when our team re-runs an import for you), everyone who has ever uploaded for that assessment.
• Your district's point of contact. The SPOC, or the Superintendent where the district has no SPOC on record.

Each person receives it once, even if they hold more than one of those roles. Users whose access has been turned off do not receive it.

Our team is copied only when the import failed.

What it says

The subject names the assessment and the outcome: Benchmark 1 Import Complete for <your district>. The heading says which of your uploads it is about: Benchmark 1 scores imported for <your district>.

New in this upload. A table with one row per file uploaded since the previous import, so you see the files you just sent in detail:

What is the grade and subject we read from the file when the file names them, or the course, such as Biology or Algebra I, when the file is a course file. A district assessment reads back under the grade you filed it as, EOC included. A file that names neither leaves the column empty and is identified by the File column alone.

Scores is how many rows became scores. Not imported is how many did not, grouped by reason, or - when every row imported. A file we could not read says so there instead of a count; ask us if you want to know why, since the reason is usually about the file's shape rather than anything in it.

Earlier files. Every import reads the whole folder again, so files you uploaded before are read again too. They are summarised in one line, 12 earlier files were read again, no change., when nothing about them changed. An earlier file whose result did change, because a student who was missing from the roster is on it now, for example, gets its own row in a second table above that summary.

Files the import does not read, such as a vendor's PDF reports, are not listed.

A reminder to submit. Importing is not the same as processing. The email closes by saying that uploading does not process your scores and linking the Assessment Definitions page, where you submit the assessment once everything for it is in. See Submitting Scores for Processing for what submitting runs. The line never appears for the state assessment, which is not submitted this way.

An upload that submitted gets no import email at all. If you ticked the box to submit for processing, this email is not sent: the submission reads your files again and sends you the one email saying your scores are ready, which carries the same detail. Otherwise you would read "Import Complete" and then, two minutes later, "Scores and Impacts Ready", and the first of those sounds like the end of the job when it is not.

Files not listed. We keep a fixed number of file results per import. If your vendor's export unpacks to more score files than that, the email says how many more it read, and those files have no line of their own and no rows in the attachment. The count of files read at the top is always the true one.

The attached spreadsheet

Whenever at least one row was not imported, the email carries a CSV listing every one of them:

Subject is the subject we read from the file, or the course when the file is a course file. Row is the row in the file as you see it when you open it. Student ID is the ID on that row, so you can take it straight to your SIS. Every row the import did not use is there, for new and earlier files alike, except for the files the email says it read and did not list.

There is no attachment when every row imported.

What the reasons mean

Rows with no student ID at all, such as totals, footers and an average row under the data, are not in the list and are not counted as imported either.

If the import failed

You receive a short email saying the import did not finish and that our team has been notified. Nothing is listed: the import stopped partway, so some of your scores may already be in place and others not, and we would rather not give you a list that is half the story. We will follow up with you; you do not need to open a ticket.

One email per import

Every import sends its own email. If you upload in several goes, you will receive several, each describing the files that were new at the time. Two uploads a few seconds apart are the exception: the first import reads both, so you receive one email covering them.

Submitting an assessment for processing reads your files again, and that read sends no email of its own. One submission is one piece of news, so you get the one email that says your scores are ready, which carries the same file-by-file detail and the same attachment inside it. See Submitting Scores for Processing.

Support

If something in the email does not match what you sent, open a Helpdesk Ticket.