Student Data Upload (SDU)

File Requirements and Loading Instructions – CSV Format

State Testing or District Testing

Overview
A student record must exist in PearsonAccessnext for all students who test. Use the Student Data Upload (SDU) file to
import data for a group of students who will be taking the ACT® or ACT® WorkKeys®.
Important! The accuracy of student data is crucial. Work with your technical coordinator to create and import these files.
After student records have been loaded, updated SDU files can be imported to:
• load corrected records that did not load initially due to errors
• add new examinees and update existing ones
• update demographic information used for reporting—for the ACT test only

Creating and Importing the SDU File

Create the SDU File
The SDU file is created as an Excel file and saved in comma-delimited (.csv) format for importing into PearsonAccessnext.
Note: “File Layout and Data Requirements” provides detailed information on the file content and layout.
1. Download the Student Data Upload Header Template file found on your ACT-hosted website. This file serves as a
template for defining the SDU file using the comma-delimited file import format.
2. Enter your student records as described in “File Layout and Data Requirements.”
3. Save the file as an Excel document (.xls or .xlsx).
4. Next, save the Excel document as a comma-delimited file (.csv) for importing into PearsonAccessnext.
Note: If you experience errors on record(s) during the import process, correct the errors in the Excel document, save
the document, then save as a comma-delimited file for importing again.
Important! If students are taking both the ACT and ACT WorkKeys, create one file to import into the ACT administration
and one file to import into the WorkKeys administration.

File Layout and Data Requirements

The SDU file must include all fields in the order specified in the table.

Understanding the Table

• Data Type: A = Alpha character, N = Numeric digit, and AN = Alphanumeric characters/digits.

• Maximum Field Length: The content of a field must not exceed the field length. Enter as much of the data as will
fit in the space provided.
• Overlay Student Record: Important - the Overlay Student Record column is used to control how student
demographic data is processed for the ACT test only:
o Conditional: Indicates that if data is provided for this field in the data upload file, it is used only if the response
from the student is blank.
o Always: Indicates that if data is provided for this field in the data upload file, it is used even if the student
provides a different response. These fields must be left blank if you do not wish to override student
responses.

© 2020 by ACT, Inc. All rights reserved. LY10004CSV.CJ3295 1

 Data Maximum Overlay Student
Field Data Type Data Specifications
Required? Field Length Record*
The ACT only

Student Code No 9 N Blank. Generated by the system at time of initial file N/A
load.
Organization Yes 6 AN Valid characters are A–Z, a–z, 0–9, and space. N/A
Code
Note: Use the ACT high school code where the
student is enrolled to take the test.
Last Name Yes 16 A Valid characters are A–Z, a–z, dash (-), apostrophe (‘), Conditional
and space.
First Name Yes 12 A Valid characters are A–Z, a–z, dash (-), apostrophe (‘), Conditional
and space.
Middle Initial No 1 A Valid characters are A–Z or a–z. Conditional

Grade Yes 2 N Valid values are 10, 11, or 12. Always

Note: This is the actual grade of the student.
Date of Birth Yes 10 Date Must be provided in MM/DD/YYYY format and date Conditional
must be valid.
State Student Yes 13 AN Valid characters are A–Z, a–z, 0–9, and space. Always
ID
Filler No 7 AN Blank. An empty column must be present. N/A
Test Code Yes 2 A Valid values are N/A
• the ACT = MC or mc
• the ACT with writing = MW or mw
• WorkKeys = WK or wk
Delivery Yes 1 A Valid values depend on the test being administered. N/A
Format • the ACT = P or p (for paper)
• WorkKeys = P or p (for paper).
Local Student No 10 AN Valid characters are A–Z, a–z, 0–9, and space. Always
ID
Filler No 10 AN Blank. An empty column must be present. N/A
Gender No 1 A Valid values are Conditional
• Male = M or m
• Female = F or f
• Another Gender = A or a
• Prefer Not to Respond = P or p
Address No 25 AN Valid characters are A–Z, a–z, 0–9, forward slash (/), Conditional
and space.
City No 15 A Valid characters are A–Z, a–z, and space. Conditional
State No 2 A State abbreviation. Valid characters are A–Z, a-z. Conditional

Zip Code No 5 N Valid characters are 0–9. Conditional

State Use No 1 A Valid characters are A–L, a-l. Always

Question 1
State Use No 1 A Valid characters are A–L, a-l. Always
Question 2
State Use No 1 A Valid characters are A–L, a-l. Always
Question 3
State Use No 1 A Valid characters are A–L, a-l. Always
Question 4

State Use No 1 A Valid characters are A–L, a-l. Always

Question 5

2
 Data Maximum Overlay Student
Field Data Type Data Specifications
Required? Field Length Record*
The ACT only

State Use No 1 A Valid characters are A–L, a-l. Always

Question 6

State Use No 1 A Valid characters are A–L, a-l. Always

Question 7

State Use No 1 A Valid characters are A–L, a-l. Always

Question 8
State Use No 1 A Valid characters are A–L, a-l. Always
Question 9
State Use No 1 A Blank. Reserved for ACT use. N/A
Question 10
State Use No 1 A Valid characters are A–L, a-l. Always
Question 11
State Use No 1 A Valid characters are A–L, a-l. Always
Question 12
State Use No 1 A Valid characters are A–L, a-l. Always
Question 13
State Use No 1 A Valid characters are A–L, a-l. Always
Question 14
State Use No 1 A Valid characters are A–L, a-l. Always
Question 15
WorkKeys No 1 A For WorkKeys only; Valid characters are A–L, a-l. N/A
State Use
Question 16
WorkKeys No 1 A For WorkKeys only; Valid characters are A–L, a-l. N/A
State Use
Question 17
WorkKeys No 1 A For WorkKeys only; Valid characters are A–L, a-l. N/A
State Use
Question 18
WorkKeys No 1 A For WorkKeys only; Valid characters are A–L, a-l. N/A
State Use
Question 19
WorkKeys No 1 A For WorkKeys only; Valid characters are A–L, a-l. N/A
State Use
Question 20
Reporting High No 6 N Used only for online testing. Valid characters are 0–9. N/A
School Code Note: Reporting High School code is required only if it
is different from the high school code where the
student is enrolled to test.
Student Test No 36 AN Blank. Reserved for ACT use. N/A
Code Key
(UUID)
Contract-ID- No 20 AN Blank. Reserved for ACT use. N/A
Enterprise
Contract Code No 5 N Blank. Reserved for ACT use. N/A

Non-College No 1 N Blank. Reserved for ACT use. N/A

Reportable

3
Import the SDU File
An SDU file can be imported into PearsonAccessnext to add new or update existing student records for the ACT or
WorkKeys.
1. Go to PearsonAccessnext at testadmin.act.org.
2. Select the Sign In button.
3. Enter your username and password, then select the Login button.
4. At the top right of the screen, select the ACT or WorkKeys administration.

5. Select the Setup icon, then select the Import/Export Data option.
6. Select the dropdown on the Start button, then select Import/Export Data.
7. In the Type field, select Student Registration Import.
8. Select the Browse or Choose File button (depending on your browser) and navigate to the SDU file that you saved in
.csv format.
9. Select the file, then the Open button.

10. Optionally, enter additional email addresses in the Additional e-mails field, separated by semicolons (;).
When the system finishes processing the file, the status of the import is emailed to you and any additional email
addresses you provided.
11. Select the Process button to start the import process. The View File Details screen appears.
Note: Depending on system load and the number of student records being processed, the import can take several
minutes to complete.
12. Watch for information that the system has finished processing the file by doing the following:
o Monitoring your email for a message from PearsonAccessnext regarding the status of the import.
or
o Using the Refresh icon to the right of Details to refresh the page until the appropriate message appears.
A status message indicates whether all records were imported successfully:
• Complete. All records were imported and saved successfully.
• Complete with Issues. Some records were not able to be imported and saved. For information on resolving
import issues, see “Resolve Import Issues.”
13. Continue resolving issues and importing the file until all student records are loaded.
Important! After successfully completing the file import for one administration, repeat the steps to complete the file import
for the other administration (the ACT or WorkKeys), if applicable.

4
Using an Updated SDU File
If you import an SDU file that contains updated student information, consider the following:
• Student records associated with a TAA PIN will not be affected.
• If no student code is provided, the system will match student records using these criteria:
organization code, first name, first five characters of last name, and date of birth
o If a record matches using these criteria, the existing student record is updated.
o If no records match using these criteria, a new student record is created.

View File Details for Finished Imports

PearsonAccessnext enables you to view the details of student data imports that have finished processing. This section
describes how to locate information on a previous data import so that you can resolve any issues.
Note: If you just finished running an SDU import that is displayed on the View File Details page, see the “Resolve Import
Issues” section of this document.
1. Sign in to PearsonAccessnext at testadmin.act.org.
2. At the top right of the screen, select the ACT or WorkKeys administration.

3. Select the Setup icon, then select the Import/Export Data option.
4. Optionally, select Status (e.g., Complete or Complete with issues) and Type (e.g., Student Registration Import) filters
to limit the list of results.
5. Click the box associated with the SDU file import you want to view.
6. Select the dropdown on the Start button, then select View File Details. The View File Details screen appears with
details about the import.

Resolve Import Issues

If you receive the message, “Complete with Issues,” some of the records failed to be imported and saved. The system has
extracted the records that failed to load and provided additional information to help you resolve the issues.
Note: If you need assistance locating information on a finished student data import, see “View File Details for Finished
Imports.”
1. On the View File Details screen in PearsonAccessnext under Errors, there are two download options available:
• Download Records in Error–Downloads a file in comma-delimited format containing all the records that could
not be imported due to errors. You can correct the errors and then import the data using this file.
• Download Error Messages–Downloads a text file containing the record number and additional information for
resolving each error.
Note: It is recommended that you download both files.
2. Referencing the record number and error description in the error file, correct the appropriate record(s) in your saved
Excel file. For additional information on the error messages, refer to “Import Error Messages.”
3. Once all errors are corrected in the file, save it as a comma-delimited (.csv) file for importing into PearsonAccessnext.
4. Repeat the steps in “Import the SDU File” to upload this corrected file.
Important! If you continue to have problems after following the recommended steps, please contact ACT Customer Care:
• Phone: 800.553.6244, ext. 2800
• Email: [email protected]

5
Import Error Messages
This table contains information on resolving common errors that can occur when importing student data. Use it in
conjunction with the downloaded Error Messages file to correct errors in the records that failed to load.

Column Column Name Error Message Resolution

B Organization Code An organization is required for a Enter organization code as appropriate. Valid
Student Test. characters are 0–9, A-Z, a-z.
Note: Use the ACT high school code where the student
is enrolled in to take the test. B2
B Organization Code No matching organization could be Change organization code in SDU to match
found with code: 123456. organization code in PearsonAccessnext. Organization
code can be found next to the school name in the black
bar at the top right, e.g. Bravo School (654321).
C Last Name Last Name is longer than the Reduce to maximum number of characters permitted.
maximum of 16. Enter as much of the name as will fit in the space
provided.
C Last Name Last Name is required. Enter student’s last name. Valid characters are A–Z, a–
z, dash (-), apostrophe (‘), and space.
D First Name First Name contains invalid Remove invalid characters from field. Valid characters
characters. are A–Z, a–z, dash (-), apostrophe (‘), and space.
D First Name First Name is longer than the Reduce to maximum number of characters permitted.
maximum of 12. Enter as much of the name as will fit in the space
provided.
D First Name First Name is required. Enter student’s first name. Valid characters are A–Z, a–
z, dash (-), apostrophe (‘), and space.
D Last Name Last Name contains invalid Remove invalid characters from field. Valid characters
characters. are A–Z, a–z, dash (-), apostrophe (‘), and space.
E Middle Initial Middle Initial contains invalid Remove invalid characters from field. Valid characters
characters. are A–Z, a–z, dash (-), apostrophe (‘), and space.
E Middle Initial Middle Initial is longer than the Reduce to maximum number of characters permitted.
maximum of 1. Enter as much of the name as will fit in the space
provided.
F Grade Actual Grade of Student has an Value must be 10, 11, or 12.
invalid option with value: 09 (for
example).
F Grade Actual Grade of Student is longer Value must be 10, 11, or 12.
than the maximum 2 characters.
F Grade Actual Grade of Student is required. Enter student’s actual grade level. Valid values are 10,
11, or 12.
G Date of Birth Date of Birth has an invalid value Enter student’s date of birth. Must be provided in
‘11152001’ for a date field. mm/dd/yyyy format; date must be valid.
G Date of Birth Date of Birth has an invalid value ‘1- Enter student’s date of birth. Must be provided in
22-2000’ for a date field. mm/dd/yyyy format; date must be valid.
G Date of Birth Date of Birth has an invalid value ’01- Enter student’s date of birth. Must be provided in
23-2000’ for a date field. mm/dd/yyyy format; date must be valid.
G Date of Birth Date of Birth is required. Enter student’s date of birth. Must be provided in
mm/dd/yyyy format; date must be valid.
H State Student ID State Student ID contains invalid Remove invalid characters from field. Valid characters
characters. are A–Z, a–z, 0–9, and space.
H State Student ID State Student ID is longer than the Reduce to maximum number of characters permitted.
maximum of 13. Enter as much of the ID as will fit in the space provided.
H State Student ID State Student ID is required. Enter student’s State Student ID. Valid characters are
A–Z, a–z, 0–9, and space.
Note: If the student does not have a State Student ID,
then another type of ID may be used.
J Test Code ‘MC’ is not a valid test. For the WorkKeys administration, valid Test Code
values are WK or wk.
J Test Code ‘mc’ is not a valid test. For the WorkKeys administration, valid Test Code
values are WK or wk.
J Test Code ‘MW’ is not a valid test. For the WorkKeys administration, valid Test Code
values are WK or wk.
J Test Code ‘mw’ is not a valid test. For the WorkKeys administration, valid Test Code
values are WK or wk.
6
Column Column Name Error Message Resolution
J Test Code ‘W’ is not a valid test. For the WorkKeys administration, valid Test Code
values are WK or wk.
J Test Code ‘w’ is not a valid test. For the WorkKeys administration, valid Test Code
values are WK or wk.
J Test Code ‘WK’ is not a valid test. For the ACT administration, valid Test Code values are
MC or mc = the ACT, MW or mw = the ACT with
writing.
J Test Code ‘wk’ is not a valid test. For the ACT administration, valid Test Code values are
MC or mc = the ACT, MW or mw = the ACT with
writing.
J Test Code Test Code is required. Enter test code. Valid values are MC or mc = the ACT,
MW or mw = the ACT with writing, and WK or wk =
WorkKeys.
K Delivery Format Delivery Format is required. Enter delivery format code. Valid values are P or p =
paper.
K Delivery Format The test ‘WorkKeys’ is not allowed in For the WorkKeys administration, valid Delivery Format
the online format. value is ‘P’ or ‘p’.
L Local Student ID Local Student ID contains invalid Remove invalid characters from field. Valid characters
characters. are A–Z, a–z, 0–9, and space.
L Local Student ID Local Student ID is longer than the Reduce to maximum number of characters permitted.
maximum of 10. Enter as much of the ID as will fit in the space provided.
N Gender Gender has an invalid option with Remove invalid characters from field. Valid values are
value: MM. M, m, F, f, A, a, P, p.
N Gender Gender is longer than the maximum Remove invalid characters from field. Valid values are
1 character. M, m, F, f, A, a, P, p.
O Address Address contains invalid characters. Remove invalid characters from field. Valid characters
are A–Z, a–z, 0–9, forward slash (/), and embedded
space.
O Address Address is longer than the maximum Reduce to maximum number of characters permitted.
of 25. Enter as much of the address as will fit in the spaces
provided. Abbreviate where possible.
P City City contains invalid characters. Remove invalid characters from field. Valid characters
are A–Z, a–z, and embedded space.
P City City is longer than the maximum of Reduce to maximum number of characters permitted.
15. Enter as much of the city as will fit in the spaces
provided.
Q State State contains invalid characters; Enter two-letter state postal abbreviation.
must be alpha.
Q State State is longer than the maximum of Enter two-letter state postal abbreviation.
2.
R Zip Code Zip Code contains invalid characters. Remove invalid characters from field. Valid characters
The field must be numeric. are 0–9.
R Zip Code Zip Code is longer than the maximum Enter only five-digit ZIP code.
of 5.
S–AA, State Use Question State Use Question [1–9, 11–15] has Enter single character. Valid characters are A–L, a-l.
AC–AL an invalid option with value: AA.
AB State Use Question State Use Question 10 has an invalid Leave blank; reserved for ACT use.
option with value: a.

AB State Use Question State Use Question 10 has an invalid Leave blank; reserved for ACT use.
option with value: AA.
AM Reporting High Reporting High School Code Remove invalid characters from field. Valid characters
School Code contains invalid characters. are 0–9.
AM Reporting High Reporting High School Code does Use the ACT high school code where the student is
School Code not meet the minimum length of 6. enrolled in to take the test.
AM Reporting High Reporting High School Code is Enter organization code as appropriate. Valid
School Code longer than the maximum of 6. characters are 0–9.
N/A N/A Incorrect number of tokens found on For CSV, the number of fields must be 43. Comply with
line _____, expected 43; actual all data specifications, including the number and order
_____. of fields.
Note: Verify that you are loading the file under Student
Registration Import and not another file option in the
Import/Export Data dropdown.

7
Providing Demographic Overlay Data (for the ACT only)
Use the demographic overlay to add data to the student record, such as grade level or state student ID, that will be
included in score reports for the ACT. The demographic overlay enables you to resolve issues with student-entered data
(e.g., inaccurate or incomplete information) for reporting purposes.
There are three ways to provide demographic data for the ACT.
• Include demographic data in the SDU file used to initially create student records in PearsonAccessnext. With this
method, only one file is loaded.
• Import the SDU file without the demographic data and import an updated SDU file that contains demographic data
later.
• Modify an individual student record in PearsonAccessnext. This method is useful when a limited number of student
records require updates.
If you wish to provide demographic information in an updated file after the initial SDU upload, this is the process.
Stage Description
1 Export the Student Registration Export file from PearsonAccessnext. This step enables you to accurately
capture student codes, so that no duplicate records are inadvertently created in the system.
2 Modify the exported SDU file to include new or changed information for each student.
3 Import the updated SDU file into PearsonAccessnext.

Exporting and Updating the SDU File

You can export the SDU file to see which students have a record in PearsonAccessnext or to update and add student
information (or new students) to the file and then reimport it. Whether testing with the ACT or WorkKeys, after student
records have been loaded, updated SDU files can be imported to PearsonAccessnext to:
• update student data for students already loaded into the system
• add new students to the system
• update demographic information used for reporting (for the ACT test only)
Important! To avoid creating duplicates when reimporting student data, always start by exporting data from
PearsonAccessnext and making updates to the downloaded data file.
This section describes the steps for exporting student data from PearsonAccessnext and updating it to add new student
records or update existing ones.
Export a Data File for the ACT or WorkKeys
You can export the student data from PearsonAccessnext to verify the data in the system and use the exported data to
accurately update student data.
1. Sign in to PearsonAccessnext at testadmin.act.org.
2. At the top right of the screen, select the ACT or WorkKeys administration.
3. Select the Setup icon, then Import/Export Data option.
4. On the Import/Export Data screen, select the dropdown on the Start button, then select Import/Export Data option.
The Import / Export data page appears.
5. In the Type field, select Student Registration Export option.
6. Delete “assign” and “testing” from Test Status filter field.
7. Select the box associated with Include tests with Do Not Report.
8. Select the Process button.
9. The View File Details screen appears.
Note: Depending on system load and the number of student records being processed, the data import can take
several minutes to complete.
10. Watch for information that the system has finished processing the file by doing the following:
• Monitoring your email for a message from PearsonAccessnext regarding the status of the export.
or
• Using the Refresh icon to the right of Details to refresh the page until the Complete message appears.
11. Select Download File and save the file on your computer.
8
Update the Student Data
1. Open the comma-delimited (.csv) file exported from PearsonAccessnext.
2. Refer to the “File Layout and Data Requirements” section of this document and make any necessary updates.
Note: For the ACT only, demographic overlay data is indicated as “Always” or “Conditional” in the Overlay Student
Record column of the “File Layout and Data Requirements.”
3. When you have completed the updates, first save the file in Excel format (.xls or .xlsx) and keep this file as your
source file.
4. Save the file as a comma-delimited (.csv) file for importing to PearsonAccessnext.
Complete the steps in “Import the SDU File” to import the updated file.