Import Participants and Registrations 

Last Updated on April 23, 2026

Before you begin

Participants are automatically registered to a registration after records are successfully imported using the Participant and Registration Import (PRI).

Participant and Registration Import File Layout

The file layout is provided in the table below, and can also be downloaded with the sample import file.

This topic shows you how to complete a Participant and Registration Import File. First, download the Participant and Registration Import Sample File and save it to your system.

Use the table and rules listed below to help ensure the import file is completed correctly and will upload.

When the CSV is completed and saved to your system, you can import the file into Import Management following the steps below.

 

Participant and Registration Import File Layout Guide and Rules
Ref# Column Name Max Length Required (Y/N) Acceptable Values Description Examples
1 District Code 2 Y
  •  Numeric
  • 0-9, right justified and zero filled
  • Leading zeros are required
  • 2-digits
 The district code must match the district code displayed in the DRC INSIGHT Portal District dropdown. 15
2 School Code 6 Y
  • Numeric
  • 0-9, right justified and zero filled
  • Leading zeros are required
  • 6-digits
 The school code must match the school code displayed in the DRC INSIGHT Portal School dropdown.
Note: School Code includes the 2 digit District Code.		 672839
3 AKSID 6 Y
  • Numeric
  • Max 6-digits
  • No spaces
  • Cannot be greater than 600000
 The AKSID value must be unique across the state. 362514
4 District Student ID 10 N
  • Numeric
  • Max 10-digits
  • No spaces
 The unique Student ID value within a District. 852963147
5 Student Last Name 100 Y
  • Alphanumeric
  • A-Z, a-z
  • 0-9
  • Hyphen “-“,
  • Underscore “_”,
  • Apostrophe “‘”,
  • Period “.”,
  • Space
 Student’s Last Name Brown
6 Student First Name 100 Y
  • Alphanumeric
  • A-Z, a-z
  • 0-9
  • Hyphen “-“,
  • Underscore “_”,
  • Apostrophe “‘”,
  • Period “.”,
  • Space
 Student’s First Name Joseph
7 Student Middle Name 100 N
  • Alphanumeric
  • A-Z, a-z
  • 0-9
  • Hyphen “-“,
  • Underscore “_”,
  • Apostrophe “‘”,
  • Period “.”,
  • Space
 Student’s Middle Name Walter
8 Suffix 5 N
  • Alphanumeric
  • A-Z, a-z
  • 0-9
  • Hyphen “-“,
  • Underscore “_”,
  • Apostrophe “‘”,
  • Period “.”,
  • Space
 Student’s Suffix Jr.
9 Gender 1 Y
  • Alpha
  • F – Female,
  • M – Male
 Student’s Gender M
10 Date of Birth 10 Y
  • MM/DD/YYYY
  • MM/DD/YY
  • M/D/YY
  • Student’s Date of Birth
  • Year value must be between 2004-2020.
 01/03/2010
11 Grade 2 Y
  • Numeric
  • 5, 05, 8, 08, 10
 Student’s Grade. Leading zeros are not required. 10
12 Ethnicity – HIspanic/Latino 1 N Y = Yes, or Blank Hispanic or Latino Not part of race indicators. Identifies Hispanic ethnicity. Y
13 Race – American Indian/Alaskan Native 1 N Y = Yes, or Blank Alaska users must utilize ref 28 (Column AB) to input student race and ethnicity codes. Y
14 Race – Asian 1 N Y = Yes, or Blank Alaska users must utilize ref 28 (Column AB) to input student race and ethnicity codes. Y
15 Race – Black/African American 1 N Y = Yes, or Blank Alaska users must utilize ref 28 (Column AB) to input student race and ethnicity codes. Y
16 Race – Pacific Islander/Hawaiian 1 N Y = Yes, or Blank Alaska users must utilize ref 28 (Column AB) to input student race and ethnicity codes. Y
17 Race – White 1 N Y = Yes, or Blank Alaska users must utilize ref 28 (Column AB) to input student race and ethnicity codes. Y
18 Disability Status 2 Y
  • Numeric
  • 0 – Not receiving special education services
  • 2 – Cognitive Impairment
  • 3 – Hearing Impaired – Includes Deaf
  • 4 – Speech or Language Impairments
  • 5 – Visual Impairments
  • 6 – Emotional Disturbance
  • 7 – Orthopedic Impairments
  • 8 – Other Health Impairments
  • 9 – Specific Learning Disabilities
  • 10 – Deaf-Blindness
  • 11 – Multiple Disabilities
  • 12 – Autism
  • 13 – Traumatic Brain Injury
  • 14 – Developmentally Delayed
 This code is used to identify children with disabilities receiving special education and related services according to an individualized education program (IEP). 12
19 504 Plan 1 Y
  • Alpha
  • Y – Yes
  • N – No
 Is this student qualified for Section 504? Y
20 IEP Status 1 Y
  • Alpha
  • Y – Yes
  • N – No
 Does the student have an IEP Y
21 English Learner Status 2 Y
  • Alphanumeric
  • L1 – First year of identification
  • LP – Student was identified in a previous school year
  • M1 – First year of monitoring,
  • M2 – Second year of monitoring
  • M3 – Third year of monitoring
  • M4 – Fourth year of monitoring
  • X – Not an English learner
 Indicate whether or not the student has been identified as an English Learner (EL). M1
22 Economically Disadvantaged Status 1 Y
  • Alpha
  • Y – Yes
  • N – No
 This identifies students that are eligible for free or reduced-price school meals under the department’s Alaska Income Eligibility Guidelines for Free and Reduced Meals program. Y
23 Migrant Status 1 Y
  • Alpha
  • Y – Yes
  • N – No
 This indicates whether or not the student has been certified as an eligible migrant student through the migrant student identification and recruitment process. Y
24 Parent/Guardian on Active Duty Military Status 1 Y
  • Alpha
  • Y – Yes
  • N – No
 This identifies whether the student has a parent/guardian on active duty in any branch of the uniformed services of the United States, the Alaska National Guard, the Alaska Naval Militia, or the Alaska State Defense Force. Y
25 Science – Accommodations 3 N
  • TTS = Text to Speech
  • SPN = Student Provided Non-Embedded Accommodation
  • POD = Print on Demand
 This identifies the Student’s Science Accommodation(s)

Non-embedded accommodation(s) as noted in IEP or 504 plan

Print on demand identifies students that have a documented accommodation of needing a paper assessment.
  • Example = SPN|POD  or  TTS|SPN  or  POD
  • Multiple accommodations can be entered for a student.
  • Accommodation will be turned ON if included. Turned OFF if not included.
  • Each accommodation must be separated by a Pipe (|) delimiter. Pipe delimiter is created by using the shift backslash key.
  • Pipe is accepted but not required for blanks, single accommodations, or after the last accommodation.
  • No spaces between pipes (|)
  • Student cannot have both TTS and POD accommodations.
26 Special Circumstances 3 N
  • INV – Invalidation
  • MED – Medical Waiver
  • PRF – Parental Refusal
  • SRF – Student Refusal
  • ABS – Absent
  • TRN – Student Transfer
 Special Circumstance Code reason for student not taking the assessment.

  • Only 1 SCC should be selected.
  • This field is only applied when a registration is created. It will not update previously created registrations.
 MED
27 Registration Name 100 N Whatever is entered in this field will be accepted. Name of Registration to be used to group or sort students. Ms Jones Grade 5
28 State Defined Optional Data 1 Y State Designated Additional Data – Defined by State.

Numeric no longer than one character. Zero is not a valid input.

 This is the field that Alaska districts
will use for the race and ethnicity
code. Please use the codes below in
this field.1 – Caucasian
2 – African American
3 – Hispanic
4 – Asian
5 – American Indian
6 – Alaska Native
7 – Two or More Races
8 – Native Hawaiian or Pacific Islander		 3
29 Alternate District 2 N
  • Numeric
  • 0-9, right justified and zero filled
  • Blank
  • Leading zeros are required
  • 2-digits
 This field is used for students who will take the assessment at a different district or school from the district and school where they are enrolled. For example, correspondence school students who test at a local brick and mortar school.

The Alternate District code must match the district code displayed in the DRC INSIGHT Portal District dropdown.

 15
30 Alternate School 6 N
  • Numeric
  • 0-9, right justified and zero filled
  • Blank
  • Leading zeros are required
  • 6-digits
 This field is used for students who will take the assessment at a different district or school from the district and school where they are enrolled. For example, correspondence school students who test at a local brick and mortar school.

The Alternate School code must match the school code displayed in the DRC INSIGHT Portal School dropdown.

Note: School Code includes the 2 digit District Code.

 672839

Save an Excel file as a CSV file

Open the file in Excel.

On the menu bar, click File, then Save As… The Save As dialog box displays. The line at the bottom of the dialog reads: Save as type:

  1. Click on the down arrow to the right of the line to open a drop-down menu.
  2. Scroll down and select CSV (Comma delimited) (*.csv).
  3. Click Save.

Steps for Importing Participant and Registration Import File (PRI)

Follow these steps to import a Participant and Registration file:

  1. Confirm (or change if needed) the district and enter the name or code of the school or district to which you want to import.
      • Users can import for multiple schools by selecting ALL SCHOOLS instead of an individual school. Then student records for each school in the district can be included in a single CSV file.
      • If users want to import for a single school, the CSV file must contain student records for only that school.
  2. On the Import Management page, click the Start New Import button and the New Import window displays.
  3. Complete the fields as follows:
      • Import Job Title: Enter a recognizable name.
      • Select Import Type: Select Participants and Registrations.
      • Select Registration Window.
      • If desired, check Subscribe to Import Notifications. If checked, an email will be sent from Data Recognition Corporation to the user’s inbox providing an update on the import file’s progress.
      • Click Browse to navigate to the files on your system or drag and drop the files into the drag and drop area of the window.
  4. Click the Start Import button to import the files into Import Management. The import job displays in the Import Management grid. While the job is being processed, the status for the job displays as In Progress.
  5. When the import job completes, the status is COMPLETED or VALIDATION ERRORS.
      • If the job is in VALIDATION ERRORS status, click the job to access the error report. Update your CSV file to fix all of the errors shown in the error report. Once you have corrected the errors in the CSV file, restart the import process (return to Step 2). Although the records that do not have errors are not required to be uploaded again, it is often faster and easier to simply upload the entire file again.
      • If the job is in a COMPLETED status, click the job to display the Details report, which includes information about each imported record.
      • Every import results in a new job listed in Import Management.