How can I ensure that my Private School Eligibility Survey data file uploads correctly?

If you are completing the Private School Eligibility Survey (PvSES) by using the CSV template, please review the following uploading tips:

  • The file must be a CSV (i.e., comma-separated values) format file. The file downloaded from CIMS originally was in this format. Any other format, such as a full Excel spreadsheet, will not be understood by the system; think of it as a format that speaks a different language than the system. If you have been working in Excel, be sure to save your data as a CSV file and then upload that version to CIMS.

  • The template is specific to the selection you made under Form Type and, therefore, will not upload if you change the selection. For example, if you download the CSV template when Form A – Free and Reduced Price Lunch is selected and then try to upload that file after changing your selection to Form B – Proportionality, then the upload functionality will not work.

    If you change your selection under Form Type after downloading and populating the CSV file, then you must download a new CSV template, copy-and-paste the data from the old CSV file into that new template, and upload the new CSV file.

  • If you have been working in Excel, keep in mind that Excel tends to change grade spans (e.g., 6-8) into dates (e.g., June 8). You can avoid this by entering a single-quote (') ahead of the grade span (e.g., '6-8). This tells Excel that you would like the content of the cell to be evaluated as text only. Again, be sure to save your data as CSV file when you are ready to upload that version.

  • Be sure that any apostrophes in school names and any quotation marks used are straight up-and-down, single quotes (i.e., ' ). Quotation marks that tilt in one direction or another (aka "curly quotes") cause problems for computer programs and should not be used in your data file.
Last Updated: 8/4/2015