Data
Preloading
Guide
www.leaderservices.com/camra
User Type:
Guide Version:
Revised:
Technical Staff
1.6
April 2008
Introduction
Thank you for your interest in CAMRA. If your school has not yet signed up for CAMRA, please
contact your CA Account Manager toll-free at (800) 872-0454 or email at
camra@leaderservices.com to register and request start-up materials.
To get you started with the CAMRA system quickly, Leader provides the option of preloading
your school’s students, providers, locations, and rosters. If you are a current client and have
previously participated in the LEA Billing Option program, Leader can automatically load your
students from billing data you have previously submitted. However, if you would like us to load
additional information about your students to make setup easier, you will need to provide us with
a file as outlined in the Data Formats section of this document. If you are interested in having
Leader preload your providers or rosters, instructions are also included in the Data Formats
section.
Of course, you retain the option of manual setup through the System Maintenance section of
CAMRA. You can enter Providers, Students, Rosters, School Locations, Medi-Cal Service Sites
and Current News. Please refer to the CAMRA Quick Start Guide for more information on
setting up your school’s CAMRA system manually.
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Page 2 of 14
Data Formats
Formatting data for preloading consists of only two requirements: the data must be formatted
into columns without column headers, and it must be saved in one of the preferred file formats,
which include comma separated values (CSV) text files and Microsoft Excel, though other
formats can be accommodated (e.g., TXT, MDB, etc). Examples of files formatted using Excel
and Microsoft Access follow; adjust as needed.
Data Format Examples
Depending on the type of data you are submitting, refer to one of the following Data Format
samples:
•
•
•
•
•
•
•
•
Sample A. – Student Spreadsheet (page 4)
Sample B. – Student Database Table (page 4)
Sample C. – Provider Spreadsheet (page 9)
Sample D. – Provider Database Table (page 9)
Sample E. – Rosters Spreadsheet (page 11)
Sample F. – Rosters Database Table (page 11)
Sample G. – School Locations Spreadsheet (page 12)
Sample H. – School Locations Table (page 12)
Note: If you are submitting multiple files for preloading, the file names must correspond to the
type of data that they contain. Refer to the File Names section for more information on
how to name your files appropriately.
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Page 3 of 14
Students
Sample A (Figure 1) was formatted in Microsoft Excel (although other spreadsheet programs
may be used). Column headers are displayed for clarity but must be removed from your final
file.
Figure 1: Sample A – Student Spreadsheet
Sample B (Figure 2) was formatted in Microsoft Access (although other database programs may
be used). Column headers are displayed for clarity but must be removed from your final file.
Figure 2: Sample B – Student Database Table
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Page 4 of 14
Student Data
Columns (L to R):
1. First Name (required)
2. MI
3. Last Name (required)
4. DOB (required)
5. Gender (required)
6. Student ID* (required)
7. Disability (required; see codes, right)
8. Location
9. Social Security Number
10. Parental Consent (date)
11. Initial Evaluation
12. Entry Date
13. Last IEP
14. Last Evaluation
15. Grade
16. Exit Date
Disability Codes (from CASEMIS)
Code
Disability
200
210
220
230
240
250
260
270
280
281
290
300
310
320
330
None
Mental retardation
Hard of hearing (HH)
Deafness (DEAF)
Speech or language impairment (SLI)
Visual impairment (VI)
Emotional disturbance (ED)
Orthopedic impairment (OI)
Other health impairment (OHI)
Established medical disability (EMD)
Specific learning disability (SLD)
Deaf-blindness (DB)
Multiple disabilities (MD)
Autism (AUT)
Traumatic brain injury (TBI)
* Only required if supplying a roster file.
Once you have formatted the data in the spreadsheet, save the file in the CSV file format and
remove any header row. An explanation for saving a file in the CSV file format is in the File
Formats section of this guide.
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Page 5 of 14
Student File Validator Program
In order to ensure your student files are valid before submitting them to Leader, we’ve created a
simple validator program for your use.
Instructions
Download: http://ca.leaderservices.com/_camra/preload/
System
requirements:
•
•
•
Operating system: Microsoft Windows 2000 with SP3;
Windows XP with SP2; Windows Server 2003; Windows
Vista
.NET Framework 2.0: If you need to install the .NET
Framework 2.0, you can get it through Windows Update or
http://tinyurl.com/758p8
Please make sure you meet the system requirements for
the .NET Framework 2.0.
124kb of disk space (in addition to the space requirements
of the .NET Framework 2.0)
1. Launch CAMRA’s Student File Validator program by double-clicking its program icon.
2. Click Open File. Navigate to and open the file you want to test.
NOTES
CSV
files:
The file must be a comma-delimited file (.csv). If you have a
Microsoft Excel® file, click File > Save As…, and change the File
of Type to comma separated value (.csv) file.
Do not put column headers in the file; the header row, if left
intact, will show up as errors (see File Formats in this Guide
for full instructions on student file layouts).
3. Click Validate File. A message will display indicating whether errors were found in the
file. Click OK. If no errors were found, click Exit Application to close the application or
proceed to the next file you want to validate. If errors were found, do one of the
following:
•
Click View Error File to display the errors found in the file. You can optionally save
the error file from this screen to a comma-separated values file.
•
Click Save Error File to save the file to your computer as a comma-separated text
file. Open the file in Microsoft Excel or a text editor like Notepad to view the errors.
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Page 6 of 14
Common Errors
A table of common errors follows. Make corrections to your original file, re-convert the
file to CSV as needed, and run it through the validator again until it doesn’t have any
errors.
TIPS
Commas
in your
data:
The most common error is caused by having commas in your
data. For example, if you have a last name formatted as:
Jones, Jr.
change it to:
Jones Jr.
before you convert your file to a CSV.
Leading
zeros:
If you open your CSV file in Excel (by double-clicking it, or using
File > Open in Excel), you will probably lose the leading zeros in
your data (e.g., 00201 turns into 201). To avoid this problem:
1. Edit the CSV file using Notepad (right-click the CSV file,
choose Open with…, and select Notepad); or
2. Open Excel. Click on Data > Import External Data >
Import Data (in Excel 2007, click on Data > From Text).
Navigate to and select the CSV file. A Text Import
Wizard will open. Step 1: Select Delimited and click
Next. Step 2: Under Delimiters, select Comma and click
Next. Step 3: Click on each column, then click the Text
radio button. Click Finish. Remember to Save As a CSV
file when you’re done making corrections.
Legend:
• [fieldname] = the name of the field shown on the error file.
• [number] = On the error file, you will see the specific number within the field.
Error
Message
[fieldname] is a
required field.
Maximum length of
[fieldname] [number]
exceeded.
[fieldname] is not a
valid date.
[fieldname] is not a
valid number.
Meaning
This field must have information
in it.
This field can have only
[number] of characters in it.
The information in this field is
not formatted in the proper date
format.
This field needs to have
information formatted as a
number.
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Solution
Enter the appropriate
information for that field.
Check the field on that line and
remove any additional
characters.
Correct the entry to conform to
the date format mm/dd/yyyy.
Reformat or change the
information to a number.
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Page 7 of 14
The file has [number]
fields per line; this line
of the CSV file has
[number] fields.
Disability is not a valid
code in the Data
Preloading Guide.
Location is not a valid
location.
The file is supposed to have
only X number of fields per line;
this line has too little or too
many.
The Disability code does not
match any of the codes in the
Data Preloading Guide.
This field must contain at least
one alpha character.
[fieldname] is not a
valid [fieldname]. The
field can only contain
integers, alpha
characters and
dashes.
The field contains an illegal
character(s), such as an /, &, #,
etc.
The most common cause for
this error is that there is a
comma in one of the fields on
that line; remove it.
Enter the appropriate Disability
code in the field.
Enter the name of the location
where the service took place,
not the location code.
Remove the illegal character(s)
from the field.
4. Correct any errors that were identified before submitting files to Leader Services for
processing. After you have verified your files are correct, submit your files to Leader via
the secure upload site or CD/DVD media.
If you need any assistance, please contact your CA Account Manager during normal business
hours:
Toll-free:
E-mail:
(800) 872-0454
camra@leaderservices.com
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Page 8 of 14
Providers
Sample C (Figure 3) was formatted in Microsoft Excel (although other spreadsheet programs
may be used). Column headers are displayed for clarity but must be removed from your final
file.
Figure 3: Sample C – Provider Spreadsheet
Sample D (Figure 4) was formatted in Microsoft Access (although other database programs may
be used). Column headers are displayed for clarity but must be removed from your final file.
Figure 4: Sample D – Provider Database
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Page 9 of 14
Provider Data
Whatever type of program you use to prepare your data, the following columns are required:
Columns (L to R):
1. First Name (required)
2. MI
3. Last Name (required)
4. Type (required; see Provider
Provider Type Codes
Type codes, right)
5. Employee ID* (required)
6. Provider License #
7. Certification #
8. User Level (1 for Provider, 2
for Supervisor)
*Only required if supplying a
roster file.
Once you have formatted the data in the
spreadsheet, save the file in the CSV or
Microsoft Excel Workbook file format and
remove any header row. An explanation for
saving a file in the CSV file format is in the
“File Formats” section.
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Codes
Provider Types
1
6
7
10
14
15
16
17
20
21
22
23
24
26
27
Licensed Physician/Psychiatrist
Licensed Vocational Nurse
Licensed Clinical Social Worker
Licensed Psychologist
Licensed Audiologist
Credentialed School Psychologist
Credentialed School Social Worker
Credentialed School Counselor
Licensed Physical Therapist
Registered Occupational Therapist
Trained Health Care Aide
Program Specialist
Administrator
Audiologist
Licensed RN or Certified Nurse
Practitioner
Licensed Educational Psychologist
Licensed Marriage and Family Therapist
Licensed Speech-Language Pathologist
Speech-Language Pathologist
Certified Public Health Nurse
Registered Credentialed School Nurse
28
29
30
31
32
33
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Page 10 of 14
Roster
Sample E (Figure 5) was formatted in Microsoft Excel (although other spreadsheet programs
may be used). Column headers are displayed for clarity but must be removed from your final
file.
Sample F (Figure 6) was formatted in Microsoft Access (although other database programs may
be used). Column headers are displayed for clarity but must be removed from your final file.
Figure 5: Sample E –
Roster Spreadsheet
Figure 6: Sample F –
Roster Database
The required columns are (from left to right):
1. Employee ID
2. Student ID
Once you have formatted the data in the spreadsheet, save the file in the CSV or Microsoft
Excel Workbook file format and remove any header row. An explanation for saving a file in the
CSV file format is in the “File Formats” section. The employee IDs should match the employee
IDs in the Providers file you submit. The student IDs should match the student IDs in the
Students file you submit.
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Page 11 of 14
School Locations
Sample G (Figure 7) was formatted in Microsoft Excel (although other spreadsheet programs
may be used). Column headers are displayed for clarity but must be removed from your final
file.
Sample H (Figure 8) was formatted in Microsoft Access (although other database programs may
be used). Column headers are displayed for clarity but must be removed from your final file.
Figure 7:
Sample G – School Locations Spreadsheet
Figure 8:
Sample H– School Locations Database
A School Location is a building or part of a building within a school district. Note that a School
Location is not a Medi-Cal Service Site. You may add Medi-Cal Service Sites to CAMRA for
your school district; however, they cannot be preloaded.
Once you have formatted the data in the spreadsheet, save the file in the CSV or Microsoft
Excel Workbook file format and remove any header row. An explanation for saving a file in the
CSV file format is in the File Formats section.
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Page 12 of 14
File Formats
The preferred formats for submitting data to Leader are comma separated (CSV) and Microsoft
Excel Workbook formats (student files must be submitted as CSV files). Comma separated files
are created by saving and exporting files from most spreadsheet and database programs.
Spreadsheets: Saving As CSV File Format
To save a copy of a spreadsheet in the CSV file format, use the Save As feature in the
spreadsheet program that you are using. Select the CSV file format from the Save As
Type drop-down menu. Save the data in a new file. The new file is the file that you
submit to Leader for preloading.
Note: From the Save As Type drop-down menu in the spreadsheet program that you are
using, there may be two CSV file format options. If you do have the options of
CSV for Macintosh or CSV for MS-DOS, select the CSV for MS-DOS file format.
Databases: Exporting As CSV File Format
To export data from a database table to the CSV file format, use the Export feature in
the database program that you are using. Please choose the comma as the delimiter
and include the field names in the first row. Save the data as a new file. The new file is
the file that you submit to Leader for preloading.
File Names
If you are submitting multiple files at one time, please use an explicit file name for each file. For
example, if you are submitting a Student Spreadsheet, a Provider Spreadsheet, a Rosters
Spreadsheet, and a School Locations Spreadsheet at one time, you could name the files:
•
STUDENTS.CSV
•
PROVIDERS.CSV
•
ROSTERS.CSV
•
LOCATIONS.CSV
Note: Variations of these file names are acceptable.
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Page 13 of 14
Security Requirements
Leader stresses security when transferring students’ data and can only accept data submitted
through secure mediums. It is preferred that you mail your data file(s) on a CD or submit the file
through Leader’s secure Uploads web site. We will not preload data from lists submitted on
paper.
Leader has a website available for the secure upload of data files. Communication with the site
after login is protected by Secure Socket Layer (SSL) encryption. Use of this site requires a
username and password. The Client File Upload Site is explained further in the Client File
Upload Site document available from your Account Manager.
Contact Us
To take advantage of preloading your data into CAMRA, please contact your California Account
Manager at Leader Services at (800) 872-0454. He/she will be able to assist you in creating an
account for the Client File Upload Site for transferring your school’s data to Leader Services. If
you prefer to mail your data:
US Postal Service:
Leader Services
Attn: CA Account Manager
P. O. Box O
Hazleton, PA 18201
Other Shippers (UPS/FedEx):
Leader Services
Attn: CA Account Manager
75 Kiwanis Boulevard
West Hazleton, PA 18202
If you have technical questions, please email Leader Services at: camra@leaderservices.com
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Page 14 of 14