General Template Reporting Info

Owned by IDOE, created
Last updated: May 31, 2024 by Michelle Tubbs
2 min read

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Here are a few key things to remember when working on and submitting templates:

1. Templates are like building blocks and may require other data to be reported so additional data can be accepted.

  • For instance, Ed Org Calendars and Calendar Dates must exist first to:

    • verify school calendar dates are valid

    • allow reporting other data on school calendar dates

2. Each template has a set of six header rows describing what data is expected in each column. The six header rows are NOT to be edited!

  • The first row is the name of the data element

  • The second row states if the data element is required or optional

  • The third row states what type of data element is allowed

  • The fourth and fifth rows show any limitations for reporting the data element

  • The sixth row is a repeat of the first row

  • The seventh row is for data input (first row of data submitted by you)

3. Spreadsheet applications will often automatically format cells based on data already entered. Cells should be formatted as TEXT.

4. Re-opening a saved CSV file will auto-format or “reset” the cells back to Excel/Google Sheets formatting; Cells will need to be reformatted again before saving once more as a CSV.

  • Therefore, it is a good idea to make all edits inside of a “xlxs” or “Google Sheets” file, then only save the file as a CSV when completely finished.

5. Templates must be saved as a CSV file inside of a Compressed Zipped Folder to process correctly. 

  • To create a Zip File: 

    • Select the saved template 

    • Right click 

    • Send To - Compressed Zip Folder 

    • Schools may Rename Zip File.

6. Templates may be bundled and submitted together in the one Zip File.

7. Check your file before saving and submitting!

  • Review the data entered for accuracy (formatting needed).

  • Review the files for any missing or blank fields.

8. Uploading the saved Zip File:

  • Upload functionality can be found in Data Exchange under the Upload Tab.

  • The Staff Classification of Data Administrator will have access to the 'Upload File” button.

    • If the “Upload File” button does not appear, contact your local Security Coordinator to gain access.