NEW DATA IMPORT PROCESS FOR FORMER IO CLASSROOM SCHOOLS

OVERVIEW

The new file importing process is ready for your 2022-2023 data.  This new process will allow you to download files from ATS and STARS and drop them into Operoo and SchoolStatus.  These notes will explain what the minimum file requirements are as well as the files needed for the best experience in Operoo and SchoolStatus as well as walk you through the upload process.

IMPROVEMENTS and OUR PREPARATION for YOUR SCHOOL FILES 

• Sync type - we have changed your school to accept the file uploads instead of being connected to IO Classroom

• We removed the strict naming requirement to upload files.  Any filename will be recognized through the smart importer 

• All old integrated (cloud) groups removed to avoid confusion with the new integrated groups

• The date of the file upload has been added so you can easily see if your data is out of date

• You do not have to upload every file every time you upload data.  The only files needed to begin using Operoo are the RCON and the RESI.

SYSTEM REQUIREMENTS

MINIMUM FILES REQUIRED TO SEND FORMS AND MESSAGES:

All Schools: ATS - RCON and RESI

WHAT CAN I DO ONCE THESE FILES ARE UPLOADED?

• Send forms and messages to entire school

• Send forms and messages to grade level

• Send forms and messages to individual students

• Create and send forms and messages to groups

BEST EXPERIENCE FOR OPEROO GROUPS, INCLUDING CLASSES:

• Elementary and All Charter Schools: ATS - RACL, RCON and RESI; Manually created NYC Teacher file to automatically create teacher accounts - download the template here.

• MIddle, Secondary and High Schools: ATS - RACL, RCON and RESI; STARS Custom Reports - 1.01, 3.07, 4.15, 4.16 and 6.31

WHAT CAN I DO ONCE THESE FILES ARE UPLOADED?

• Send forms and messages to entire school

• Send forms and messages to grade level

• Send forms and messages to individual students

• Create and send forms and messages to groups

• Send forms and messages to automatically created class groups

• Teacher accounts will be created and linked to their classes

The next sections describe how to find the files in ATS and STARS.  As many of you already know how to download files from ATS and STARS, click to jump to the file upload process.

DOWNLOADING FILES FROM ATS

1. Go to a report order screen, for Operoo, choose the RACL, RCON and RESI.  The screenshot shows the RACL ordering screen.

1. All reports should be ordered for ALL students

2. For the RACL, enter O for the CLASS TYPE.

2. Enter your email in the EMAIL ID field.  @schools.nyc.gov is already entered for you.

3. Delete all characters to the right of LOC field.

4. Delete all characters to the right of PRINTER field.

5. Enter N to the right of the HOLD field.

6. Enter D to the right of the TYP field.

7. Type F6 to execute and then click ENTER.  You will see FTP/EMAILED as a confirmation the report was requested.

8. Check your email for an ATS email - your file link will be in that email along with a password to open it.  This may take a while, depending on how busy ATS is and the time of year.  If you ordered multiple reports, you will have an email for each one.  Repeat the following process for each report you ordered from ATS:

1. Open the email.

2. At the lower left, you will see a password.  Use your mouse to copy the password from right to left - this will avoid adding unwanted spaces to the password when you copy it.

3. Click on the link in the email to go to the secure report hub.

4. Once the file opens, you will be prompted to enter the password - simply paste the password from step 9.

5. The file will download to your computer and you can open and/or upload the file to Operoo

TIP: Make sure you record where the files were saved on your computer so you can find them easily.  Many users create a special folder on their desktops to find them easily.

DOWNLOADING FILES FROM STARS

Choose to export the custom reports as CSV files.  The reports needed are:

1.01 - Student Schedules

3.07 - Student Data - choose group 0 for all students

4.15 - Master Schedule (Teachers and class sections)

4.16 - Course Code Deck - choose option 1 (STARS Courses).  Please note this download will work properly after you set up marking periods in STARS.

Remember, you can name the file anything you will recognize for the upload process.

TIP: Make sure you record where the files were saved on your computer so you can find them easily.  Many users create a special folder on their desktops to find them easily.

UPLOADING FILES TO OPEROO and SCHOOLSTATUS

Once the RCON and RACL files are uploaded for the new year, you can upload multiple files or single files as needed.  Changing circumstances in your school may call for different file uploads.  Here are some examples:

• Many Over The Counter students and not using class groups?  Import only the ATS RESI and RCON.  Middle/Secondary/High should also upload the STARS 3.07.

• Many grades 6-12 program changes? Import only the STARS 1.01

• Added new classes to the schedule? Import only the ATS RACL (Elementary/Charter) or the STARS 1.01, 4.15 and 4.16 for (Middle/Secondary/High).

Drag the new file from your computer and drop it in the file list.  The importer will validate the file dropped.  If there is an issue with the file, a message of “Invalid File Type” will be displayed. If you see this message, check the file to make sure it is the correct file and type before you drop it again.  When all of the files have been added, click Trigger a Sync and processing will begin.  Our logs will indicate if the processing was successful or if there was an error.

TROUBLESHOOTING

• STARS will not let me download the 3.07

• Check STARS to set up marking periods

• The file uploader shows a message of invalid file type

• Are the STARS files in CSV format?

• Are the ATS files either the RACL, RCON or RESI?

• Check the headers in the Elementary/Charter Teacher file.

• Please know the DOE may change the files a bit throughout the year, which may cause this issue. Once you email Support, we will be able to investigate the issue and modify the importer to match the new DOE format.

• I cannot send forms or comms to the entire school

• Have you uploaded the ATS RCON and RESI?

• I cannot see class groups in Operoo

• Elementary/Charter - Have you uploaded the ATS RACL?

• Middle/Secondary/High - Have you uploaded the STARS 1.01, 4.15, 4.16?

• My teachers do not have accounts

• Elementary/Charter - Have you uploaded the Teacher file?

• Middle/Secondary/High - Have you uploaded the STARS 6.31?

• I uploaded a new STARS 1.01 but don’t see a new student

• New middle and high school students require an upload of the RESI and the STARS 3.07 to be displayed in Operoo

After troubleshooting, contact our Support team through chat (lower right in Operoo), email at support@operoo.com or call (424)219-7150.