Uploading Student Registration Data in SSOR

Steps to Complete Registration

Schools and districts should reserve one week to complete the initial three steps below to upload and submit student data. The following tasks all occur within the SAT Suite Ordering and Registration (SSOR) site. This week is followed by a week dedicated to reviewing and validating student data.

Need help with SSOR? Check out this demo on how to access SSOR, order tests, and register students.

SAT Suite Data Coordinator

The SAT Suite data coordinator role manages registration data. See Accessing SSOR for more details.

1. Upload Registration Data
   • Download the SSOR Registration template. You must download and use this template, a comma delimited (.csv) format.
   • You may need to work with your district or student information system administrator to extract and format student data from your systems to create your SSOR student registration data file upload.
   • Add student data to the template following the Registration Data File Upload Specifications.
   • Copy your data into the template .csv file. Please don't try to type the same headers into your own .csv file, as you're likely to make a mistake and encounter file upload errors.
   • Test taker data must be submitted in the correct format, or you will receive errors in SSOR that require you to fix the data in your upload.
2. Review and Fix any Errors or Warnings
   • SSOR processes your uploaded file and checks for errors and warnings.
     • First, SSOR checks for file format errors. This is a quick process, so wait for this to complete after you upload your file.
     • Second, SSOR checks for data errors and warnings. This process may take up to 82 hours to complete, but you'll receive an email when it's completed. Wait for the email and sign back in to SSOR after you receive it to see if there were any data errors and warnings identified.
   • Download and review the error and warnings report within SSOR to see any errors or warnings that are flagged.
   • Fix the errors in your original data file or in a new template and upload your corrected student data. Don't upload the error and warnings report.
   • All errors must be fixed, but it's possible some warnings don't need to be fixed. You'll be able to proceed in the upload flow once all errors are resolved.
3. Submit Data
   • Once SSOR has validated there are no data errors in your file upload, you must submit the student data. Before you submit, SSOR will display a sample of up to 10 student records for onscreen review. Be sure to review this sample to check for any global data issues that SSOR can't detect (e.g., first and last names are swapped).
   • Once you've completed the onscreen review, submit your file upload.
     • Your file upload submission may take up to 2 hours to be fully processed in SSOR.
     • After data has been submitted and fully processed, a student roster will be made available for the SAT Suite registration role user(s) to validate in an online registration roster in SSOR (Step 2 in SSOR). You won't receive an email once this process is complete, so you'll need to check back in SSOR to confirm.
     • Once uploaded data has been fully processed in SSOR, download and fill out the data coordinator email template. Then, email that to your test coordinator and SSD coordinator to let them know your uploaded data is ready for validation in Step 2 of SSOR.
       Data Coordinator Email Template
4. Prepare Add-On Files as Needed
   • If there were large groups of students missing from your initial file submission (e.g., missing entire grades or schools), then you can prepare an add-on file with the missing students. Uploading an add-on file uses the same template and file specifications as your initial file.
   • Add-on files can only be used to add additional students to rosters. This process won't edit or delete existing students in the rosters.
   • Add-on files can be used by a school to add missing students for the grades they are responsible for uploading student data for. Districts can upload an add-on file to add missing students for the grades they are responsible for uploading student data for.
   • Find more informationabout add-on files.

Additional Details

For additional support, download our Registration Guide for Districts and Schools. This guide is intended for use by district and/or school staff whose primary role is in the registration process. Test coordinators can also find this information in their Test Coordinator Manual.

Note: Homeschooled or away students may reach out to participate in your school's administration. You will need to collect the required data to register these students so they can be included when test taker information is uploaded in SSOR.

Students should be registered in the SAT Suite Ordering and Registration (SSOR) site for digital testing before their testing start date. SAT Suite registration is available in the SSOR site beginning in September for fall testing and February for spring testing.

To access the SSOR site for registration, you must be assigned the appropriate role(s) by your organization's SSOR access manager. More information on this process can be found in the following Help Centers, under the Accessing section.

Registration Data File Upload Specifications

Important: If you export data from your student information system, you may need to update some of the values to adhere to the data file upload specifications; otherwise, you'll receive errors that you must fix. Additionally, check that extra rows with empty spaces weren't appended during your data export and remove any rows added in error before you upload your file; otherwise, you'll receive errors that you must fix.

Notes about submission:

• For data to be processed correctly, files must be submitted with columns in the correct order and with the exact Column Headers (see table below) positioned in the first row of the data.
• Your file name may not contain special characters.
  • Acceptable file name characters: uppercase letters (A-Z), lowercase letters (a-z), numbers (0-9), period ( . ), hyphen ( - ), parentheses ( ( ) ), underscore ( _ ), space ( ).
  • If any unaccepted characters are present, you'll receive an error message and will be required to fix the file name and reupload your file.
• The following columns are required (in the specified order) in the file upload; however, not all columns require data.
  

  Order of Required Column Headers in Data File Upload

  Order	Column Header	Data Required?
  A.	Testing AI Code	Required
  B.	Attending AI Code	Optional
  C.	First Name	Required
  D.	Middle Initial	Optional
  E.	Last Name	Required
  F.	Date of Birth	Required
  G.	Gender	Required
  H.	Grade	Required
  I.	Test	Required
  J.	School Student ID	Required
  K.	District Student ID	Optional
  L.	State Student ID	Optional

• These columns are already populated in the SSOR Registration template and don't need to be added manually. You should use the template to ensure there are no errors with the column order or column header names.

Here is a complete layout of the columns in the template. Review the layout below so you understand the expected data values you should provide in each column of your file. Additionally, be sure the data in your file doesn't include any leading or trailing spaces or you'll receive errors and need to fix before proceeding.

If you attempt to upload a student registration data file, but you receive errors in SSOR, review the Registration Guide for more information on resolving data upload errors, including troubleshooting steps.

For more information on registration, check out our Help Center: