ASAP TOPS

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1. First Time User Preparation Make sure ID numbers in TE are the same as those in ASAP. Otherwise update TE with correct ID numbers manually (key in) or electronically (export/import).

These numbers must match in ASAP and TE.
  • Class ID #
  • Teacher ID #
  • Student ID #
  • Site Codes
2. Begin Exporting Files ALWAYS confirm the TOPS main menu of options + agency number before beginning the export process.
Must drop leading zeros in export Student ID # (Hayward, Selma, Proteus)
Do not use Export TP as Extended Class ID

Allow plenty of time for importing files into TE. Importing can take up to a few hours. Import in smaller batches if necessary. Test performance with one file (teacher or class file).

Teacher Records 1050
Student Class Status 2050

  • Remember to select TOPS enrollment statuses in LOOKUP TABLE.
  • Remember to select a wide date range to include tomorrow.
Why leave Newly Enrolled blank? You may only want students within TOPS to be Active when they have attendance. Some students enroll and never show. Thus leaving Newly Enrolled blank ensures these student records are never activated within TOPS.

Class Records 4050

TOPS transitions are part of the CLASS EXPORT. You can assign a class to more than one transition.

Student Demographics 5050

Make sure student ID in both TE and ASAP match to prevent duplicate student records in TE. Student demographics can be re-imported multiple times and NOT duplicate. It does overwrite.

Attendance Hours 7050

-CHECK the "3rd Party System exports cumulated attendance hours" to export the last record's hour's only as the one and only attendance hour figure.
-UNCHECK "3rd Party System exports cumulated attendance hours" to have TE add the hours for you ie. ALL previous hours already in TE PLUS the additional hours in the current file.

Bottom Line
  • If you want TE to add all the attendance hour records for you, UNCHECK.
  • If you want to send one single attendance hour record for each student for each class, CHECK. But be warned, the last attendance hour record you send to TE for a student in a specific class will be used as the final number.
So if you are reimporting files over and over and the setting is UNCHECK, you need to be VERY CAREFUL

Entry Records 8051

First make sure goals are assigned in ASAP

Update Records 9051

Update Date can be designated within student list window in Export Wizard OR use Master Update in WTA

3. Managing Dates
  • Enrollment date
  • Update date
4. Best Practice Keep a log, spreadsheet of files and dates of export/import.
Keep a set of directories for electronic export files. Cannot rename file, instead name folders to include date.

IMPORTANT: Do not open the export file. The formatting is critical on this file and opening it will cause it to lose the formatting of many fields including the student ID number. If you need to view the file, open it BUT delete when you are done. Then re-export the file and leave the second export file un-open.
This is located in "Options-Import" under the "TE" button at the top left-hand side of the TE screen. By selecting the bottom checkbox you will bring in the total hours, please see below for an explanation.

Cumulated Hours
  • Oct. 15 - 40 hours
  • Dec. 30 - 70 hours (40+30)
  • Mar. 10 - 110 hours (70+50) the total of all hours
If TE comes across three records with Cumulated hours it knows to take the last record only (110 hours). Multiple cumulated hour records are never added together.

If the hours records are not marked as cumulated, then they should represent the number of hours since the last update record.



Update Hours when not checking cumulated hours
  • Oct. 15 - 40 hours
  • Dec. 30 - 30 hours
  • Mar. 10 - 50 hours
In this case, TE adds up the records and gets a total of 110 hours.

It's okay for users to have both types of records in TE (cumulated and update). In theory they should have the same total when computed by TE, however, in practice they probably won't because users are not so careful about recording hours. In this case, TE takes whichever total is higher. This has been the practice in VTP also for a long time.



*** BE CONSISTENT TO AVOID CONFUSION Either always do cumulate hours everywhere or don't. This affects whether you include hours or update records or do the attendance hour export file.

TOPS Update Record #5 Hours of Instruction (U-11)

If I import hours of instruction/attendance hours multiple times during a time period will the hours accumulate in TE or overwrite? You have a choice in TE to export cumulated/totaled attendance hours or to import non-cumulated/partial attendance hours.

-CHECK the "3rd Party System exports cumulated attendance hours" to export the last record's hour's only as the one and only attendance hour figure.

-UNCHECK "3rd Party System exports cumulated attendance hours" to have TE add the hours for you ie. ALL previous hours already in TE PLUS the additional hours in the current file.

Bottom Line
  • If you want TE to add all the attendance hour records for you, UNCHECK.
  • If you want to send one single attendance hour record for each student for each class, CHECK. But be warned, the last attendance hour record you send to TE for a student in a specific class will be used as the final number.
But be warned, the last attendance hour record you send to TE for a student in a specific class will be used as the final number.

So if you are reimporting files over and over and the setting is UNCHECK, you need to be VERY CAREFUL.

Example #1: I export attendance hours monthly. I would use the Attendance Export File and export only those hours for each month. In this situation, I would choose "UNCHECK" and let TE add up all my attendance hour records and cumulate them inside TE.

Example #2: I like including my attendance hours on the Update Record when I export it. I do not export attendance hours separately. In this situation, I would choose "CHECK" and TE will know that the attendance hours included in the Update Record are the single attendance record to use.

Example #3: I like to separate my Update Records and my Attendance Records so I do not include hours on my Update Records. But I do one export each year or maybe two. In this situation, I would choose "CHECK". Why? Do you keep track of the dates you already imported into TE? I'd rather know that in July, I simply export attendance hours from July 1 [prior year] to June 30 [current year] and TE will have the final number.

TOPS Enterprise Transition Tracking
J18/19 Category
TOPS Instructional Program
A-22 New CDE Codes

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