Importing SGO Scores from Previous School Year

THIS ARTICLE IS DESIGNED FOR DISTRICTS WHO DO NOT HAVE SGO DATA IN THE PREVIOUS SCHOOL YEAR.

IF YOU USED STAFF MANAGEMENT IN THE 2023-24 SCHOOL YEAR, PLEASE REFER TO THE ARTICLE TITLED:

Copying Over Last Year's SGO Scores

https://support-sf.genesisedu.com/support/solutions/articles/151000195955

New districts who do not have SGO data in the system from the previous school year can follow these steps to import the final scores in for the Tenured Teachers who do not need to complete a new SGO for the upcoming school year.

Step 1: Prepare the Excel file

You will want to create an excel file with the following columns.
LOCAL_ID

LAST_NAME

FIRST_NAME

SCHOOL_YEAR

SGO_CODE

TOTAL_TEACHER_SGO_SCORE

Each of these columns will need to have specific information in it as displayed above. 

Local ID (or Staff ID) is going to be used to match up the data in the record to staff member in the file.

Last Name& First Name is so when you are checking the audit you can easily identify any issues with a specific staff members import. 

School Year needs to be for the school year you are importing into. For example since we are loading these in for the 2024-25 year you would want to enter that year. Please note, it has to bein the format of 2024-25 not 2024-2025, the years in the system are coded that way.

SGO Code is going to be whether the score is for SGO1 SGO2 or SGO3

Total Teacher SGO Score is going to be the rating they received on that specific SGO from the previous year. 

*PLEASE NOTE* - You will need to have a separate line PER SGO score per staff member as indicated above in the image. They can not all be on on line. 

Step 2: Save file in Text (Tab delimited) (*txt.) format

Step 3: Starting the Import into Staff Management

In Staff Management under System > Import > Select Table and File, you will select the table of where the data is stored. For this import you are going to want the table titled Staff SGO Form. 

From there you will choose the file, remember it needs to be in a Tab Delimited formatting for the import to work. From there you will click Upload File. 

Step 4: Mapping the Fields from the File to the System

Please note - the Save button only applies to the box it is in, so fill out the upper section first, and then click save, and then work on the bottom section. 

The upper section for Primary Key  Fields will need to be populated, this first image is going to show how it looks, when you arrive on this screen. The second will show how it should be matched up.

Only the staffObjectID which will be the local_id in the file be translated to Staff.ObjectID from Staff.staffID as indicated above. 

When mapping the data the only one that needs to be populated is the total_teacher_sgo_score.

Once everything is mapped, and set up this is how it should look:

Step 5: Testing the Import in Simulation Mode and Processing the File.

Once you have the mapping complete, you will toggle over to the Import Data tab to the right of Map Columns.

You are going to want to make sure we test the import first, so by ensuring Simulation Mode is turned on, and turning on the other two fields, this will ensure we test the file, and tell the system what we want to do with it. 

You will save your options and click Process File.

After you process the file, it will show you the option to view the file log, to ensure the data connections matched up.

Since I have an SGO 2 and 3 created in the system, it found them and updated them, for SGO 1 since it was not created, it could not located, but then created the record since I am putting data there for the upcoming year. 

Once the simulation looks good, you will click the back button on your web browser, and uncheck simulation mode, save your options, and then process the file again, It will then import the data into the system for you.

I can confirm the data was entered by going into the NJSmart Eval record for a staff member on the list and see the data is now listed under the SGOs for the current/upcoming school year.