Automating GRE and TOEFL Score Import with ETS Data Manager Touchless Solution
  • 25 Apr 2024
  • 4 minute read
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Automating GRE and TOEFL Score Import with ETS Data Manager Touchless Solution

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Article summary

reader The ETS Data Manager makes it easy for approved score users to view GRE and TOEFL score information currently being sent to them by ETS. The Touchless Solution makes it even easier by allowing institutions to automatically import scores directly into Slate via the ETS Data Manager API. This document outlines the necessary steps to configure this process within Slate.

Three steps to configuring automated import:

  1. Request access from ETS

  2. Add one or both source formats

  3. Configure the import for GRE, TOEFL, or both

Step 1: Receiving and encoding Client ID and Client Secret

GRE and TOEFL scores can be imported into Slate using an API call configured as a Source Format.

To automatically fetch the data via API, you will need the Client ID and Client Secret provided by ETS. These values need to be encoded before they will function.

To receive and encode the Client ID and Client Secret:

  1. Visit the GRE and/or TOEFL website to request access to ETS Data Manager Automated Server-to-Server Data Feeds.

  2. Follow instructions on the GRE and/or TOEFL website to obtain a Client ID and a Client Secret.

  1. Using a website such as https://www.base64encode.org/, perform a base 64 encoding on the Client ID and Client Secret values provided by ETS Institutional Portal. Create the base-64 encoded value by pasting the Client ID and the Client Secret values separated by a colon.

Encode_Client_Secret___Client_ID_to_Base64_Format.png

  1. Keep the encoded values handy for the next steps in the integration process.

 

Step 2: Adding the source format

To add one or both source formats:

  1. From the main navigation, select Database.

  2. Under Import and Data Processing, select Source Format Library.

  3. Use Search Library to find the following source formats:

  • GRE Score Data File

    • Format: Fixed Width 2017

    • TOEFL Score Data File

      • Format: Fixed Width > 10/2017

Source_Formats.png

  1. Click Add. A pop-up appears that describes the source format.

  2. Click Add. A browser dialog appears asking you to confirm.

  3. Click OK. You are redirected to the overview page for the source format. 

  4. Repeat as needed for the other source format.

 

Step 3: Configuring the import

GRE Scores

The Score Data File automatically fetches score results shared with your institution.

  1. From the main navigation, select Database.

  2. Under Import and Data Processing, select Source Formats.

  3. Select GRE Score Data File (Format: Fixed Width 2017).

  4. Click Edit. A pop-up appears.

  1. Select the Import Automation tab.

  2. Copy the following text:

https://datamanager-api.ets.org/api/v1/scores/testtakers?startdate={{dtstart|date:'s'}}&enddate={{dtend|date:'s'}}&type=GRE&reportby=scorelinkbyreportdate
  1. Paste the text in the Import Remote Server field.

  2. In the HTTP Headers field, add the following tag:

<t name="authcode"></t>
  1. Between the opening and closing tags, paste the base-64 encoded value you created earlier as part of step one.

  2. By default, all currently valid EDMGRE scores released to your institution will be sent during the first fetch. If you prefer this option, click Save. If you'd like to override this default, continue to the next steps.

Import_Automation_Configurations.png

Optional: Override the Last Remote Server Fetch

  1. Overriding this value will limit the fetch to just those since the last import. Click the Override link to the right of the Last Remote Server Fetch (UTC) field. A pop-up appears.

  2. Enter the case-sensitive confirmation message and click OK.  

  3. In the Last Remote Server Fetch (UTC) field, enter the approximate timestamp that the source format should send to EDMGRE to restrict the data that is retrieved during the first data fetch. Note: The timestamp should be in the UTC timezone in the format: yyyy-MM-ddTHH:mm:ss (for example, 2023-04-05T03:22:30)

  4. Click Save.

Last_Remote_Server_Fetch.png

TOEFL Scores

The Score Data File automatically fetches score results shared with your institution.

  1. From the main navigation, select Database.

  2. Under Import and Data Processing, select Source Formats.

  3. Select TOEFL Score Data File (Format: Fixed Width > 10/2017).

  4. Click Edit. A pop-up appears.

  1. Select the Import Automation tab.

  2. Copy the following text:

    https://datamanager-api.ets.org/api/v1/scores/testtakers?startdate={{dtstart|date:'s'}}&enddate={{dtend|date:'s'}}&type=TOEFL&reportby=scorelinkbyreportdate
  3. Paste the text in the Import Remote Server field.

  4. In the HTTP Headers field, add the following tag:

    <t name="authcode"></t>
  5. Between the opening and closing tags, paste the base-64 encoded value you created earlier as part of step one.

  6. By default, all currently valid EDMGRE scores released to your institution will be sent during the first fetch. If you prefer this option, click Save. If you'd like to override this default, continue to the next steps.

Import_Automation_Configurations_-_TOEFL.png

Optional: Override the Last Remote Server Fetch

  1. Overriding this value will limit the fetch to just those since the last import. Click the Override link to the right of the Last Remote Server Fetch (UTC) field. A pop-up appears.

  2. Enter the case-sensitive confirmation message and click OK.  

  3. In the Last Remote Server Fetch (UTC) field, enter the approximate timestamp that the source format should send to EDMTOEFL to restrict the data that is retrieved during the first data fetch. Note: The timestamp should be in the UTC timezone in the format: yyyy-MM-ddTHH:mm:ss (for example, 2023-04-05T03:22:30)

  4. Click Save.

Last_Remote_Server_Fetch.png

Troubleshooting

If the connection from the GRE or TOEFL source formats break, the password likely expired.

To receive a temporary password:

  1. Contact ETS Tech Support at:

  2. ETS Tech Support provides you with a temporary password.

  3. Go to the ETS sign-in page at https://portal.ets.org. to reset the temp password using the username, XXXXXXXXXXX (note the exact spelling) and copy the username.

  4. Paste this exact text into the username field and enter your temporary password in the password field.

  5. In a new tab, go to Base64 Encode and Decode - Online: https://www.base64encode.org/

  6. To encode our newly updated reset password, make sure the formula is Client ID: Client Secret ( XXXXXXXXXXX :password) to encode (don’t forget to include the : (colon) between the userid and password)

The user then will change the temporary password to the new permanent one needed to base 64 encode and update the configuration in the ETS Source format with newly encoded username and password.

Once the credentials are reset, follow the instructions in above, adding the new base-64 encoded value.


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