How can I retieve my deactivated student data and archive it?

Archived or deactivated students​​​​ are accessed by us. We can restore students for you. We reactivate students who have been deleted and are now in need of their old records.

If you have a few students you need retrieved, you can send us an alphabetized list and we can restore them. If you want all of the students in your account, reactivated them will need a few considerations:

1. We can reactivate all of the students in your account if the total is 200 or less. We can make temporary​​​​ accommodations if the total goes beyond 200 students so you can retrieve your student data but you will need to return your account to 200 students or less by (deleting inactive students) after you archive their data.

2. ​​To archive student data, you have the choice to save it one of two ways: by either printing off reports or exporting data into a .csv file.

​a. Print all of the individual reports (but it does not include the parent report in Deluxe accounts- those will have to be printed individually).

b. Export data into a csv file.

Printing a complete file of individual student reports can be accomplished by logging into your account, clicking on the Reports tab, then the Individuals tab. Next, scroll down the page past the list of student names to the  “View All Individual Reports” link. When you click on this link the reports will be available to print as one continuous report. It won’t be as nice a result as printing the reports individually, but it will give you a single document to print.

You can print either a hard copy or choose to print the document, and then choose the option in the printing option to save as a pdf.

One thing to consider is if you were to print off the student data you would want to make the “All Data” setting selection.There is a setting you can select to limit or expand the amount of student data you can view.

If you login to your account and click on the Reports tab, then the Individual’s tab, you will be directed to a page with a list of your students and the assessments they have taken.

If you click on a student name, there in the upper right hand corner of the page will be a selection option that includes This Year, Last Year, and All Data. If you select the This Year option, you will only be able to view the assessments the students has taken for the current academic year.

To export data, login to your account, go to the “Reports” section. There is an option under the “Groups” and “Individuals” tab to export all of your test scores into a CSV file (this option also exists for Benchmarks tests). Select the “All Students” then select the “Export CSV” option. A CSV formatted Excel file will appear on your desktop. A .csv format (Excel), means a document has no formatting associated with it.

Now, in the Excel file, go under File (in Excel) and select “Save As” and save a copy of the document in the regular xls format. Here you will be able to add formulas and manipulate the student data.

With this document format, you can calculate things like average scores for your class, and compare those to the score associated with the 50th percentile (‘on-grade performance’). If you are unsure how to calculate these or which formulas to use in Excel, please do a Google search for instructions.

To export data, login to your account and go to the “Reports” section. Next choose the “Groups” tab. To the right of each group name is a link to do a “Data Export” by exporting a .csv file. Choose the group whose data you want to export and an Excel file in the .csv format will be downloaded to your desktop. A .csv format means a document has no formatting associated with it.

Downloading data is the only way you could unite two accounts results into one to do a comparison and analysis of student data. If you want the additional ability to do an analysis of your data, you will need to save this document in an .xls format. In an .xls format, you can calculate things like average scores for your class, and compare those to the score associated with the 50th percentile (‘on-grade performance’). If you are unsure how to calculate these or which formulas to use in Excel, please do a Google search for instructions.