How to get student info from the ATS System (NYC Public and Charter Schools)

GOT DATA? WE NEED IT!

We use info to associate each student’s name to their individual online gallery. It is vital that we have the most accurate info so that families can easily access their galleries.

The RDGS Report is the best! 

There are many types of reports that can be exported with info from the ATS system. The report that will work best for us is called an RDGS report. It is also called a NCLB DISAGGREGATION GROUPS Report. 

This type of report does NOT have middle names in it and it breaks down the FIRST AND LAST NAMES into individual fields. It is vital that first and last names be in their own fields for our system to work efficiently. 

How do I do this?

Below you will find steps to create an RDGS report that can subsequently be downloaded from an FTP.  FTP stands for File Transfer Protocol. This is just a technical way of saying that once you request this report, it is uploaded to an ATS server. The ATS email you will receive after, will have a link so you can download it from that server.   

Let’s get started!

1. Login into ATS (You will need a USER NAME and PASSWORD) 
2. On the TOP LEFT of the screen, type in the Field RDGS. 
   1. See the screen grab above for reference:
   2. RDGS is the type of report you are requesting
3. Press Enter
4. The next screen will have NCLB DISAGGREGATION GROUPS (SCHOOL) at the Top. 
5. Fill in the following fields: (See screen grab for reference)       a. SELECTION CRITERIA. 
   1. Leave all fields blank
1. SORT OPTIONS
   1. Enter “Y” for SORT BY OFFICIAL CLASS, ALPHA
2. EMAILID: 
   1. Enter the prefix for an email that ends in SCHOOLS.NYC.GOV
   2. This is an email that you will get only if you have a SCHOOLS account.
3. SUBJ:
   1. Enter STOMPING GROUND DATA with a date 
   2. Example: STOMPINGGROUNDDATA-2018-12-01
4. PRINT OPTION:
   1. Delete any characters to the right of LOC cell
   2. Delete any characters to the right of PRINTER cell
   3. Fill in “N” to the right of the HOLD cell
   4. Fill in “D” to the right of the TYP cell.
   5. This is so that the data will be emailed directly to you
6. Type F6 to execute and then confirm by pushing ENTER
7. At the bottom of your screen you will see FTP/EMAILED
8. A link to your file has been emailed to the SCHOOL ADDRESS you entered before
9. Open up that email once it arrives in your inbox
   1. The email contains a link and a password. 
   2. Click on the link.
   3.  Once the file open up you will be prompted to enter the password
   4. After entering the password the file will download to your computer.
10. Open the file that you have recently downloaded
11. You may delete all non pertinent columns. We only need the following columns
    1. School 
    2. Last Name
    3. First Name
    4. Grade
    5. Level
    6. Class
12.  Additional fields that are not supplied by this report include:
    1. Teacher Name - manually add a column and add teacher name of each class
    2. Parent Emails - manually add a column and add up to 2 emails per student. This is not required, but always increases parent participation. SGP can email parents a direct link to their gallery.
13. Save as a CSV (mac) file to your computer
14. Upload to the client portal