Overall Guidelines and Recommendations

• Make sure you choose the right school year

  • Any assessment file should be associated to a single school year – that is, the school year in which the test was taken, not the school year it is now. Choose the matching one at the start of the process.

• Only submit text files

  • Runway can only handle text files – generally CSVs or fixed-width. Other formats like PDF, Excel, or Zip will not work.

• Send the unmodified vendor/state file

  • The transformation process expects the file format provided by the vendor. If you’ve cleaned the file up before loading, this can work, but you must match the original file format exactly – any changes to the column names, and even slight changes to column values could cause errors. Removing records or filling in missing values should be fine.

Student ID match failures

During the import process, if there are students in the assessment file that cannot be matched up with students in the Ed-Fi roster data, Runway will drop those lines from the import.

After the import, the system will also provide a link to a file in the same format, which includes only those students who could not be matched. Please download this file containing the rejected records, look up the students in the SIS or other systems to identify the correct student ID, and upload the revised file.

Note: the assessment loading process requires the student to already exist in Ed-Fi, and cannot create new students. If the IDs look correct, it may be that the student isn’t in Ed-Fi for some reason. Please open a ticket, or talk to your SIS administrator if you believe this shouldn’t be the case.

Open

Insufficient ID matches

If the system cannot match at least 50% of the students in the uploaded file to the students in the ODS/roster, the assessment load will fail. This setting prevents accidental mismatches between different ID types (e.g., district IDs vs. local IDs).

Resolution for this issue is to check the input file and ensure that it contains a valid student ID column with high-quality IDs. Re-upload the corrected file.

Open

Errors during transformation

If the process fails during transformation, it’s generally one of the following things:

• You’ve submitted a file format we don’t expect.

  • The details here depend on the assessment, but in general it should be the standard, unmodified file produced by the vendor.

  • Runway needs the final file containing student assessment results. Preliminary/preview files or auxiliary files like rosters or demographic reports will usually not work.

  • The vendor has changed their format, and we haven’t updated the code yet

  • The file has local variations we didn’t expect

  • We have a bug in our transformation code

  If you believe the file you’re submitting is in the should load and still receive an error, please click the ‘contact support’ button to open a ticket.

Open

Failed records

If records that are transformed successfully failed to land in Ed-Fi, this is either because something about the file is different than we expect (such as: the column we use to map grades or subjects has been altered), or because we have a bug in the transformation logic. Please click the ‘contact support’ button to open a ticket.