Informational PDF #5

How to Prepare Your Precoding File and

Upload it into the Portal System

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Precoding for Barcode Labels

Overview• Precoding means that a student data file is submitted prior

to testing, and barcode labels are produced using the file

content.

• Precoding is an optional scoring service.

• Barcode labels increase the accuracy of student data.

• Barcode labels save valuable time for teachers—they

replace “bubbling” the Answer Sheet.

• The barcoded labels are affixed to a student’s answer

booklet or answer sheet.

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Sample of Barcoded Labels

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Pre-ID Roster

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This Roster will be

included in your Test

Coordinator Kit, along

with the printed

labels.

Step 1: Log-in to Portal

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The DRC Portal can be accessed via several links. The User Guide lists your initial

access URL as:

https://tr.drcedirect.com

Best practice is to bookmark this link for easy access by creating a short cut on your

desktop, adding the URL to your Favorites, or dragging the URL to your Task Bar.

Step 2: Open Menus on Menu Bar

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2 Clicks:

1. All Applications

2. Student Management

Step 3: Click Manage Students Tab

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Click Manage

Students tab.

Step 4: Click on Upload Multiple Students Tab

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Click on Upload

Multiple Students tab.

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Step 5: Locate File Lay-out and Sample File

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Step 6: View/print File Lay-out & View/Save

Sample File

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File layout

InstructionsSample File

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How to “read” the file lay-

out:

• Gray ‘headers’ label &

describe data to be

placed in each column

• Ref # refers to the

column number

Precode File Lay-out Requirements

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There are 54

columns in the file

lay-out

Sample File in .csv Format

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This file keeps going for

27 more columns for a

total of 54.

NEWl Max Field shows character limits

for entries. Delete this row just prior to

loading your READY file.

KEEP THE HEADERS row, but DELETE

the sample student data before

submitting your READY file.

Guidelines to Preparing Your Student File for

a Successful Upload

• ALWAYS SAVE YOUR DATA FILE ON YOUR HARD DRIVE BEFORE

YOU UPLOAD.

• The Sample File provided opens using Excel, but you can re-save it in

csv format for submitting

• Keep the MAX FIELD limits while entering data into the spreadsheet;

then, this row must be deleted prior to saving the file as csv

• A fatal error will cause your file to be rejected; a rejected file can be

edited and re-submitted. Some of the Fatal errors are:

– Any required column submitted blank

– Birthdate not in two-digit format with leading zero

– Grade not in two-digit format with leading zero (Col. 12)

– InView Level left blank (Col. 27)

– List wrong test ID ( other than 91 or 92)

• Triple check you file for accuracy of the data & the lay-out before

submitting.

• Once a file is accepted by the system, it cannot be changed.14

Step 7: Upload Completed Precode File

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Browse to the location

of your saved,

completed .csv file.

When your file

appears here, click

Upload.

REMINDER: SAVE

YOUR FILE ON YOUR

COMPUTER BEFORE

SUBMITTING!

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File Transferring Message

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File may take up to 2

minutes to load. Do

not click Upload

again. Refresh the

browser window by

clicking on Ctrl+R.

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Student File Upload Messages

17This message does not apply to the CSP File Upload.

Messages indicate no upload occurred because of fatal errors.

This message indicates file was accepted and is being checked.

Does not apply to CSP.

SUCCESSFUL

UPLOAD!

Sample Error Report

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