Upload File Format Help

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Overview

Provides formatting requirements and additional information for uploading Annual Reporting Completer data from a Microsoft Excel Spreadsheet or comma-separated file.
Schools have the option of uploading Completer detail information from a file or entering individual Completer information manually.
If you choose to use the upload option please read this page in its entirety before uploading.

Tips

  • Accepted file formats: Microsoft Excel Spreadsheet (.xls or .xlsx) or comma-separated file (.csv)
  • The exact order of columns must be followed strictly. Otherwise, results will be unpredictable. If no value is entered for a field, leave blank.
  • All values in all rows must be properly formatted.
  • The Completer Outcome code determines required, optional, or not applicable data for each Completer.
  • For comma-separated files, fields should not contain imbedded commas. Otherwise, results will be unpredictable.
  • During the upload process you will be asked if your upload file includes a header row. If you indicate that the upload file has a header row, the upload process will skip the first row.
  • File cannot have more than 3000 rows.
Order Field Name Notes Recommended Accepted
1 Student First Name
  • Required
  • Up to 50 characters
 Full first name Initial (1 character)
2 Student Last Name
  • Required
  • Up to 50 characters
 Full last name Initial (1 character)
3 Student SSN or
Alien Registration Number
  • Required
  • SSN: Must have 9 digits (include leading zeroes)
  • SSN: For leading zeros, format this column with dashes such as 023-45-6789, or as "Text" in an Excel spreadsheet so the leading zeroes will be included
  • Alien Registration Number: Letter "A" followed by 8 or 9 digits
 SSN: 023-45-6789
Alien Registration Number: A123456789		 SSN: 123456789 (9 digits with or without dashes)
Alien Registration Number: A12345678 Letter "A" followed by 8 or 9 digits)
4 Program Start Date
  • Required
  • Format mm/dd/yyyy
  • Cannot be more than 10 years ago
 08/29/2012 Date in mm/dd/yyyy format
5 Program Graduation Date
  • Required
  • Format mm/dd/yyyy
  • Must be within current reporting period
 12/11/2012 Date in mm/dd/yyyy format
6 Completer Outcome
  • Required
  • Must be valid Completer Outcome Code: P=Placed
    NP=Not Placed
    PE=Postsecondary Education
    MS=Active Military Service
    IN=Incarcerated
    D=Deceased
    O=Other
 P, NP, PE, MS, IN D, or O P, NP, PE, MS, IN D, or O
7 Student Phone Number
  • Required when Completer Outcome is P, NP, PE
  • Optional when Completer Outcome is MS, O
  • Not applicable when Completer Outcome is IN, D
  • US phone number: Valid 10 digit phone number
  • International phone number: International prefix symbol "+" followed by 7 to 15 numbers
US: 987-654-3210
International: +51 46 5103 7298		 US: Any combination of 10 digits with periods, dashes, parentheses, or spaces such as:
(987) 654-3210
9876543210
987.654.3210
Including a leading "1" is okay and will be ignored
International: +5146123, or +51-46-5103-7298
8 Student Email Address
  • Optional when Completer Outcome is P, NP, PE, MS, O
  • Not applicable when Completer Outcome is IN, D
  • Valid email address including "@", domain name, followed by ".com"
  • Up to 50 characters
 studentName@schoolName.org
Any valid email address without imbedded spaces
9 Student Street Address
  • Required when Completer Outcome is P, NP, PE
  • Optional when Completer Outcome is MS, O
  • Not applicable when Completer Outcome is IN, D
  • Up to 75 characters
 123 Main Street Full information as required
10 Student City
  • Required when Completer Outcome is P, NP, PE
  • Optional when Completer Outcome is MS, O
  • Not applicable when Completer Outcome is IN, D
  • Up to 50 characters
 Fort Worth Full information as required
11 Student State
  • Required when Completer Outcome is P, NP, PE
  • Optional when Completer Outcome is MS, O
  • Not applicable when Completer Outcome is IN, D
  • Standard 2 character US state abbreviation or MX for Mexico, CN for Canada, OT for Other Country
 TX Any standard US state abbreviation
Also acceptable: MX (for Mexico), CN (for Canada) or OT (for Other)
12 Student ZIP Code or Postal Code
  • Required when Completer Outcome is P, NP, PE
  • Optional when Completer Outcome is MS, O
  • Not applicable when Completer Outcome is IN, D
  • Standard US ZIP Code format required when US State selected
  • Up to 10 characters
 77024
77024-1234		 Valid US ZIP Codes must be numeric and can be in either of these formats: XXXXX or XXXXX-XXXX
13 Employer Name
 OR
Postsecondary Education Institution
 OR
Branch of Military Service
  • Employer Name required when Completer Outcome is P, NP
  • Postsecondary Education Institution required when Completer Outcome is PE
  • Branch of Military Service required when Completer Outcome is MS
  • Not applicable when Completer Outcome is IN, D, O
  • Up to 75 characters
 Parkland Hospital
Texas State University
US Army		 Full information as required
14 Employer City
 OR
Postsecondary Education Institution City
 OR
Military Station City
  • Employer city required when Completer Outcome is P, NP
  • Postsecondary Education Institution city required when Completer Outcome is PE
  • Military station city required when Completer Outcome is MS
  • Not applicable when Completer Outcome is IN, D, O
  • Up to 50 characters
 Smithville
Fort Hood		 Full information as required
15 Employer Phone
 OR
Military Station/Local Office Phone
  • Employer phone required when Completer Outcome is P, NP
  • Military station/local office phone optional when Completer Outcome is MS
  • Not applicable when Completer Outcome is PE, IN, D, O
  • US phone number: Valid 10 digit phone number
  • International phone number: International prefix symbol "+" followed by 7 to 15 numbers.
US: 987-654-3210
International: +51 46 5103 7298		 US: Any combination of 10 digits with periods, dashes, parentheses, or spaces such as:
(987) 654-3210
9876543210
987.654.3210
Including a leading "1" is okay and will be ignored
International: +5146123, or +51-46-5103-7298
16 Job Title
 OR
Academic Program/Major
  • Job title required when Completer Outcome is P, NP
  • Postsecondary Education academic program or major enrolled in required when Completer Outcome is PE
  • Not applicable when Completer Outcome is MS, IN, D, O
  • Up to 50 characters
 CDL Driver
Business Administration		 Full information as required
17 Starting Wage per Hour
  • Optional when Completer Outcome is P, NP
  • Not applicable when Completer Outcome is PE, MS, IN, D, O
  • Valid US dollar amount in dollar and cents
  • Must be greater than 0.00 and less than 1000.00
  • When invalid wage value is entered for Completer Outcome P or NP, the value is converted to 0.00 (requiring correction after upload)
 12.45 Any valid dollar amount with maximum of 7 digits including decimal point, dollar sign, comma, spaces such as:
13.57
10
$40.22
$ 3,210.
999.99 (max)

For Completer Outcome is P or NP: no value entered is acceptable

Examples - Microsoft Excel Spreadsheet (end with xls or .xlsx):

  Microsoft Excel Example with a header row:
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
John Smith 074-65-8321 01/02/2011 05/28/2013 P 924-658-3147 jsmith@mySchool.org 1543 oak knoll Houston TX 77024 Builders Basic Houston (713)875-9852 foreman 27.99
Mary Johnson 887654321 6/14/2011 2/28/2013 PE (214)331-4446 mj1278@att.net 1225 N. First St. Dallas TX 75211 Mountain View College Dallas Associate of Science
George Moreno A123456789 11/28/2011 12/16/2012 O +51 46 5103 7298 georgemoreno@yahoo.com 10th Straco # 6 Nuevo Laredo MX 88000

  Microsoft Excel Example without a header row:
John Smith 074-65-8321 01/02/2011 05/28/2013 P 924-658-3147 jsmith@mySchool.org 1543 oak knoll Houston TX 77024 Builders Basic Houston (713)875-9852 foreman 27.99
Mary Johnson 887654321 6/14/2011 2/28/2013 PE (214)331-4446 mj1278@att.net 1225 N. First St. Dallas TX 75211 Mountain View College Dallas Associate of Science
George Moreno A123456789 11/28/2011 12/16/2012 O +51 46 5103 7298 georgemoreno@yahoo.com 10th Straco # 6 Nuevo Laredo MX 88000

Examples - Comma-separated file (end with .csv):

  For comma-separated files, fields should not contain imbedded commas. Otherwise, results will be unpredictable.
Example for Completer Outcome P (Placed):
John,Smith,074-65-8321,1/2/2011,5/28/2013,P,924-658-3147,jsmith@mySchool.org,1543 oak knoll,Houston,TX,77024,Builders Basic,Houston,(713)875-9852,foreman,27.99
Example for Completer Outcome PE (Postsecondary Education):
Mary,Johnson,887654321,6/14/2011,2/28/2013,PE,(214)331-4446,mj1278@att.net,1225 N. First St.,Dallas,TX,75211,Mountain View College,Dallas,,Associate of Science,
Example for Completer Outcome O (Other):
George,Moreno,A123456789,11/28/2011,12/16/2012,O,+51 46 5103 7298,georgemoreno@yahoo.com,10th Straco # 6,Nuevo Laredo,MX,88000,,,,,
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