Data Import Process for NYC Schools

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

ATS usually defaults to printing your report.  These instructions walk you through the process of ordering a download that will be saved to your computer.

1. Go to a report order screen, for Forms & Flows (formerly Operoo), choose the RACL, RCON (screen shown below), 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.
   3. For the RCON, enter Y for INCLUDE ADULT AND STUDENT EMAIL ADDRESS
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 the LOC field.
4. Delete all characters to the right of the 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 confirmation that 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 Forms & Flows (formerly 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

The files for Forms & Flows (formerly Operoo) and SchoolStatus can be found in the Custom Reports section of STARS.  

This can be found on the Desktop Client under Custom Reports, or in the Web Client (shown below).   Click on the blue "Download" icon at the upper right, below STARSADMIN. Click the red "Custom Reports" icon at the upper right once the downloads page loads.

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 that this download will work properly after you set up marking periods in STARS.

4.23 - Co-Teacher file

6.31 - Email Reference Table

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 Forms & Flows (formerly Operoo) and SCHOOLSTATUS

Here is a short video showing the process described below on how to upload the files to Forms & Flows (formerly Operoo): Video Tutorial: Uploading Files to Forms & Flows (formerly Operoo)

An Forms & Flows (formerly Operoo) administrator should go to the Settings Tab (gear at the bottom left) and choose Integration Settings.  

The importer will open, along with information regarding the last file uploads.  This page shows the files that have already been uploaded for your school and the date of the last upload.

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 grade 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).

• Delete the old files from the working area.
• Drag the new unedited file from your computer and drop it in the file list, or click the + symbol to find the file on your machine.  The importer will validate the added file.  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 (click Sync Logs, upper right) will indicate if the processing was successful or if there was an error.

IMPORTANT REMINDER FOR ELEMENTARY SCHOOLS WHO PRE-REGISTERED PK & K STUDENTS: As the last step of pre-registration, you must change the fake OSIS numbers to the actual OSIS numbers.  This will prevent the creation of duplicate students.

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?
  • Did you edit the file?  Only upload unedited files.
  • 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 Forms & Flows (formerly Operoo)
  • Elementary/Charter - Have you uploaded the ATS RACL?
  • Middle/Secondary/High - Have you uploaded the STARS 1.01, 4.15, 4.16, and 6.31?
• 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 I 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 Forms & Flows (formerly Operoo)
• Co-teachers cannot see their classes in a middle or high school
  • Upload the STARS 4.23 file and the NYC Teacher file

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