Direct Admissions High School Staff User Resource Guides

1. Open Direct Admissions Tool:
   • Go to the Direct Admissions homepage and sign in. The Direct Admissions Tool uses your LoginMN credentials.
2. Select High School:
   • Choose "High School" from the dropdown.
3. Institution Field:
   • Click the magnifying glass icon to select an institution.
   • In the pop-up, select "Participating High School" from the dropdown.
   • Find your school, check the box, and click "Select."
   • Note: You can only select one school from the dropdown. If you need access to multiple schools, send an email to direct.admissions.ohe@state.mn.us with the list of schools. Your request will be reviewed and processed.
4. Complete Required Fields:
   • First Name: Pre-populated (editable).
   • Last Name: Pre-populated (editable).
   • Email: Pre-populated (do not change).
   • SIS Vendor: Select from dropdown (if none, select Non-Applicable).
5. Optional Fields:
   • Title: Enter any characters.
   • MDE Org Code: Appears if High School is selected.
   • Request Upload Access: Check if needed. If you are unsure if you need upload access, send an email to direct.admissions.ohe@state.mn.us
6. Submit:
   • Click "Submit."
   • A confirmation message will appear.
   • If you navigate away and return, an "access request under review" message will appear.
   • You will receive a confirmation email.
   • Your access request will be processed within 2 business days. You will receive an email with the outcome, and the application will either grant access or display a denial message. 

1. Open the Workbook Template for Academic Review Auto-Calculation.
2. Prepare the first sheet, "Calculate Student Tiers" Sheet:
   • Open the "Calculate Student Tiers" sheet.
   • Review the following rows for guidance (do not make any changes to these rows):
     • Row 1: Header.
     • Rows 2-4: Example data in red text for reference.
     • Row 5: "Please Begin Entering Your Student Information in Row 7."
3. Enter Student Data:
   • Start entering data in Row 7:
     • Required Columns:
       • B: MDE Org ID
       • D: Student First Name
       • E: Student Last Name F: MARSS Number
       • G: Student Date of Birth
       • I: Student Email
       • J: Anticipated Graduation Date
     • Optional Columns:
       • A: High School Name (can be blank)
       • C: ACT ID (can be blank)
   • Complete the following additional columns:
     • Column K: Is the Student On-Track for Graduation as determined by the Counselor? Enter "Y" or "N".
     • Column L: Should this student be included in the Academic Review? Enter "Y" or "N".
     • Column M: What is the student's unweighted cumulative GPA on a 4.0 scale? Enter the number.
   • Note: Column O will automatically populate a tier based on the GPA entered in Column M. This column is labeled "Direct Admission Tier - This column is locked by OHE" and cannot be changed by users.
   • Note: If your participating high school does not use a traditional unweighted GPA or you have a student scenario where the student’s rendered tier placement is not reflective of their grade level’s academic rigor, please consult pages xx through xx of the program manual to consider a re-rendering of the tier before storing and exporting.
4. Export Data from second sheet, "Spreadsheet to Send OHE":
   • Go to the "Spreadsheet to Send OHE" sheet. Fields will auto-populate based on the data entered in step 2 in the “Calculate Student Tiers” sheet.
   • With "Spreadsheet to Send OHE" selected, follow these steps:
     • Select File and then Export.
     • Choose Change File Type.
     • If you do not see CSV (Comma-delimited) in the visible choices, select Save as Another File Type to find it.
     • Select CSV (Comma-delimited) and click Save As.
     • Name your file as follows: highschoolname_yourname.csv and click Save.
     • Ensure you are on the "Spreadsheet to Send OHE" sheet and select OK.
     • If you do not see an option to Export, select Save As and change the file type to CSV (comma-separated values).
     • Note: If you see a pop-up saying "Permission to this workbook is currently restricted. If you continue, any restrictions to this workbook will be removed," select Yes.
     • Note: If you see a pop-up saying "The selected file type does not support workbooks that contain multiple sheets," select OK to save only the active sheet. 

File Requirements: 

• File Format: Only CSV files are allowed for upload.
• Column Headers: Make sure your file has the correct column headers and order.
  • Example CSV Template (with correct header names and order)
• Data Format: Make sure all data is in the correct format.
  • Errors Reference
• Error Handling: If the file type or headers are wrong, the whole file will fail, and no records will be processed. If there are data errors, only those specific student records will fail. 

Steps: 

1. Begin the Upload Process:
   • Click the "Create" button in the “Upload Students” section.
2. Enter Details and Upload File: Enter a description, upload your file, click "Submit."
   • Uploading for Any School:
     • You can upload data for students at any school with any MDE Org ID, not just the school you are linked to.
   • Who Can See the Files:
     • Anyone linked to the same high school you registered with will see the uploaded files associated with your high school. You will see their uploads, and they will see yours. After a file is uploaded, anyone linked to that school can download or remove the file from the "Upload Students" section. All past uploads will appear in the table.
   • Multiple Schools:
     • If you are linked to multiple schools, you will only see the uploads for the school you first registered with during the Direct Admissions Tool registration process, not the additional schools you requested access to via email. However, you can download all student data for multiple schools in the student data section at the top of the Tool. This is covered in the Direct Admissions Download Student Data – Multi School User guide.
3. Processing Results:
   • Results will appear under "Processing Results" in the "Upload Students" section. This may take a few minutes.
   • Only the results of the last file uploaded will appear here.
   • Create(s): Shows the number of records created. Each row without an error creates one record for the student.
   • Exist(s): This field shows the number of records previously uploaded successfully. This number plus the total created and total errors should equal the total number of students you are uploading
   • Error(s): This will display the number of records with an error.
     • Any record with an error will not create a record. You must fix and resubmit these records.
     • Additional details on which records failed and why will display. Errors are tied to the student's email address. If no email address is provided, the error will not have a specific indicator.
     • Blank rows will not create a record and will not display an error.
4. Check for Newly Created Records:
   • Check the student table at the top of the Tool. Only successfully imported records will appear here. Records with import errors will not be included.
   • For more information on viewing student data, see the appropriate Direct Admissions View & Download Student Data guide for single high school or multi high school users. 

Student Table Overview: 

• Table Display: The table is at the top of the page, with the Upload Students (+Create) section below it.
• Page Navigation: The table shows up to 25 records per page. Use the navigation arrows below the table to move between pages.
• Sorting: By default, the table sorts by Last Name (A-Z). You can sort any column in ascending or descending order by clicking the column name, but only one column at a time. 

Column Order: 

• Name
• First Name
• Last Name
• Email Address
• Academic Tier
• Survey Sent Date: Blank until the survey is sent. Only the last sent date shows. The survey link stays the same, and students can update responses anytime.
• Not Interested: Defaults to "No" until changed in the survey by the student’s selection.
• College Selected: Defaults to "No" until changed in the survey by the student’s selection.
• Selected Colleges: Lists colleges chosen by the student in the survey. 

Search Instructions: 

• Type in the search box to look through all columns.
• The search starts from the beginning of each column.
• Add * (asterisk) to search the entire text.
• To clear, delete the text and click the magnifying glass to see all records again. 

College Selected Instructions: 

• Choose Yes or No and click "Apply" to filter.
• To remove the filter, uncheck Yes or No and click "Apply" again. 

Download Steps: 

• To download the data from the student table, click the Download button next to the search bar. This will create an export file with all the data from the student data table. 

Student Data Table Overview: 

• Important: You will only see data in the student table for the school you selected during registration. . If you are associated with multiple schools, the additional schools will NOT display in this table.
• Table Display: The table is at the top of the page, with the Upload Students (+Create) section below it.
• Page Navigation: The table shows up to 25 records per page. Use the navigation arrows below the table to move between pages.
• Sorting: By default, the table sorts by Last Name (A-Z). You can sort any column in ascending or descending order by clicking the column name, but only one column at a time. 

Column Order: 

• Name
• First Name
• Last Name
• Email Address
• Academic Tier
• Survey Sent Date: Blank until the survey is sent. Only the last sent date shows. The survey link stays the same, and students can update responses anytime.
• Not Interested: Defaults to "No" until changed in the survey by the student’s selection.
• College Selected: Defaults to "No" until changed in the survey by the student’s selection.
• Selected Colleges: Lists colleges chosen by the student in the survey. 

Search Instructions: 

• Type in the search box to look through all columns.
• The search starts from the beginning of each column.
• Add * (asterisk) to search the entire text.
• To clear, delete the text and click the magnifying glass to see all records again. 

College Selected Instructions: 

• Choose Yes or No and click "Apply" to filter.
• To remove the filter, uncheck Yes or No and click "Apply" again. 

Download Steps: 

• To download the data from the student table, and the primary high school you manage, click the Download button next to the search bar. This will create an export file with all the data from the student data table for the school you initially registered with.
• To  a student table for all high schools you manage, including the primary high school for which you are registered, click the All School Download button.