Exporting test score data from an external system

Core data must be imported prior to importing test score data.

Remember to include a unique ID from your external system when importing into Slate. This ID will be used to match school data with the associated records in Slate.

The unique ID should be the first export column of this import.

Test types must be added prior to import

Before importing score data into Slate, activate the appropriate test types in Slate. Activating test types will make it possible to set score destinations in Slate during the Setup Fields step.

1. From the main navigation, select Database.

2. Select Slate Template Library.

3. Locate the test you need in the Test Types section.

4. Select Add.

Some test types are displayed by subtype. Activate the precise subtypes that are appropriate.

Don't see a test score?

Not all test types are available by default. If there are test scores that you wish to collect that are not currently available, you can create custom test scores in Database → Tests.

Test score data resides on the Scores tab in Slate, including the following test types:

• ACT

• AP

• CLEP

• GMAT

• GRE

• GRE Subject

• IB

• IELTS

• LSAT

• MAT

• MCAT

• PLAN

• PSAT

• PTE

• SAT I

• SAT II

• SAT R

• TOEFL

💫 Best practice

Take the time to write down the list of test types that will be needed in Slate. Limiting test types on paper first will make it easier to understand the more technical steps that will soon be accomplished in Slate.

Export Columns

• Export data in batches according to the individual test types.

• Include the unique ID column when exporting test score data.

When exporting test score data from an external system, in addition to a Unique ID, use the following columns:

ACT Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Composite

• English

• Math

• Reading

• Science

• Reasoning

• Writing

GMAT Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Verbal

• Verbal %

• Quantitative

• Quantitative %

• AWA

• AWA %

• Int. Reasoning

• Int. Reasoning %

GRE Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Verbal

• Verbal %

• Quantitative

• Quantitative %

• Analytical Writing

• Analytical Writing %

IELTS Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Overall

• Listening

• Reading

• Writing

• Speaking

LSAT Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Score

MAT Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Total

• Total %

• Intended Major %

MCAT Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Total

• Total %

PLAN Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Composite

• English

• Math

• Reading

• Science

PSAT Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Total

• Critical Reading

• Math

• Writing

PTE Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Total

• Listening

• Reading

• Writing

• Speaking

SAT I Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Combined

• Critical Reading

• Math

• Writing

• Essay Subscore

• Writing Subscore

Which date columns?

Not all three date columns are needed. Export either:

• Date, or

• Date (month only) and Date (year only)

Test subtypes

• Include a column for the unique ID for the person

• Further identify column names with appropriate test subtypes prefixes to distinguish test score types and groups. For example:

  Unique ID	>245634	437892	756932
  AP 1 Date	>5/13/2019	5/7/2018	5/11/2018
  AP 1 Verified	>Verified	Self-Reported	Verified
  AP 1 Subtype	>Biology	Chemistry	History
  AP 1 Score	4	3	5
  AP 2 Date	>5/10/2019	5/14/2018
  AP 2 Verified	>Verified	Self-Reported
  AP 2 Subtype	History	Biology
  AP 2 Score	5	3
  AP 3 Date	5/9/2019	5/11/2018
  AP 3 Verified	Verified	Self-Reported
  AP 3 Subtype	Chemistry	History
  AP 3 Score	4	3

When a test type has a subtype, export test score data from an external system using the following columns:

AP Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Subtype

• Score

CLEP Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Subtype

• Score

GRE Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Subtype

• Score

• Score %

IB Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Subtype

• Score

SAT II Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Subtype

• Score

TOEFL (Computer-Based) Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Subtype

• Total

• Listening

• Reading

• Structure/Writing

TOEFL (Internet-Based) Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Subtype

• Total

• Listening

• Reading

• Writing

• Speaking

TOEFL (Paper-Based) Export Columns

• Date

• Date (month only)

• Date (year only)

• Verified

• Subtype

• Total

• Listening Comp.

• Reading Comp.

• Structure

• Test of Written Eng.

Importing test data from an external system

Fields stage

Test score data will be mapped to destinations under the Test Scores category:

No score destinations?

Test score destinations become available only after test score types have been activated in the Slate Template Library. If the appropriate destinations are not present, it is probably because the appropriate test type has not yet been activated.

Value mappings stage

Specify the destination value in Slate for source values in the test score file. For example, if uploaded test scores include a subtype (e.g., SAT II, AP, GRE Subject) these subtypes will need defined value destinations.

This example illustrates how to set up the value destinations for values included in the  AP 1 Subtype column.

This example illustrates how to set up the value destinations for values included in the AP 2 Subtype column:

You can add static values to the import. For example, if every test score included in group 1 is a verified score, insert a static value for that group:

Now, every score in group 1 will also have the score status field in Slate set to Verified.

Organizations often add a static value when importing TOEFL scores and assign the subtype for all uploaded scores in a group. For example:

Now every score in group 1 will also have the score subtype field in Slate set to Internet-based Test (iBT).

Not mapping verified?

Test scores that do not have a verified value associated with them (for example, Self-Reported or Discrepancy) will automatically be categorized as Self-Reported.

Use group numbers

It is possible to import more than one test score at a time for records, so group the test score data.

For example, if you import ACT test score data for two different ACT tests, identify which export columns belong to the first test and which export columns belong to the second test.

Clearly identify export columns. Defining test score data columns will make it much easier to set Slate destinations and group data appropriately.

Group won't order?

Grouping score data will not order scores on the scores tab. That order is determined by the test dates.

Grouping is strictly used to group associated data.

Define how score data is related by setting the group number:

Give data items imported for the first score a group number of 1.

Give data items imported for the second score a group number of 2.

✨ Tip: It's possible to define up to 20 groups when setting score destinations.

Group numbers will display in the destination column as mapping continues throughout the Fields Stage:

Review stage

Proceed to the Review stage when satisfied with the Field and Value mapping configurations. Be sure to double check any Pre-Flight Check errors that may display to ensure that data imports correctly.

When ready, click  Run Import and Slate will then import the data in file to the records imported during the core data import, matching on records with the unique field value.

Forgot something?

If there is a need to upload additional test score data for tests that have already been imported, the following export columns must be included in these future imports:

Export column values must match the current test score data exactly. For example, this import will match on the existing test score information and add the ACT Science Reasoning score:

Creating a custom test type

Any test type not available in the Slate Template Library can easily be created and added to your instance as a custom test type.

1. Select Database on the top navigation bar and select Tests.

2. Select Insert.

3. Enter the following Tests configurations:

   • Test ID - Enter a code for the test type. Unless the test type has subtypes, this code should be unique. The code should not contain any special characters or spaces.

   • Status - Set the status to Active.

   • Test Name - Enter a name for the test type.

   • Subtype - Enter a subtype name for test types with subtypes (for example, SAT Subject Scores.)

   • Subtype Code - Enter a unique code for the subtype. This code should not contain any special characters or spaces.

   • Export Value - Enter up to three export values. These values can be used in exports to external systems, including your SIS.

   • Add to Checklist - When set to Yes, this will automatically add a Score Report checklist item for this test type to the checklist when an applicant has a self-reported score associated with this test type. The checklist item will be automatically fulfilled when the record has a verified test score associated with this test type.

   • Private - If the test type should be viewed administratively only, set this to Hide from student. If you want applicants to be able to view scores of this test type on a Slate-hosted application, set this to Display test score to student.

   • Help Text - Add help text to display when applicants are adding a test score of this type using a Slate-hosted application.

   • Expires After x Days - This setting is optional. When set, test scores will be expired x days after the test date. Expired scores are not ranked, and they will not be included in merge fields, standard filters, or standard exports.

   • Total Score Name - Enter the name for the score that is associated with the particular component, if one exists. Set this for Total, up to 17 numeric component scores, and one alpha score.

   • Total Score Mask - If a score exists for the component, enter a score mask. If the score will always be between 0 and 50, the mask should be set to #0. This means that there will always be one digit, and an optional second digit. If the score will always be between 200 and 800, then the mask should be set to 000. The ‘0’ is a required digit, and the ‘#’ is an optional digit.

   • Total Percentile - Select if the total or component scores will have percentiles associated with them.

If the custom test type that you are creating has a similar model or score layout as an existing test type, model the new entry after those settings.

Test the new settings by manually adding a score for this test type to a test record in your instance. The names of the score types and the desired number of digits should display.

Once the test type exists, the corresponding filters and exports will be generated upon refreshing the Slate Template Library.

Test types that are no longer used may be inactivated at any time, and the data associated with them will remain intact.