Best practice is to run the Data Extractor on a daily basis. At a minimum, running the Data Extractor once a week is also acceptable. Running the Data Extractor is critical to keeping teacher gradebooks up to date with the most recent program changes and student attendance data from ATS.
Where to Start
Click on this icon to start running the Data Extractor. Alternatively, if you do not see the icon, you can navigate to it by going to Start > All Programs > Data Extractor.
To run the Data Extractor, you will need three sets of user IDs and passwords. If you are a Middle School or High School you will need four.
STARS ( for Middle School and High Schools)
At the following login screen, enter your Classroom userid, password and DBN.
After you have logged into the Data Extractor, you will be presented with the Sync Wizard to make your selection. When running the extractor the first time you should pick Full Force sync. Subsequently, you can pick the Auto-Sync option.
After you have made your selection, the extractor will ask you to enter your DOE email credentials.
Next, you will be asked to enter your ATS user ID and password. (ATS credentials are not case sensitive)
Finally, you will be asked to enter your STARS (formerly HSST) credentials. Please note that in order to upload your STARS data properly, you must have permission to run all Custom Reports (Program Chair access)
Once you are logged into STARS Admin, please select the correct school year/term. Next click on Tools and select Custom Reports.
At this point, the Data Extractor will take over and start processing your schools data and uploading it to IO Classroom. When the process is complete, you will receive a confirmation email in your DOE email account. It takes about thirty minutes from this point before your data is visible in IO Classroom.
The extractor logs into the ATS and STARS systems, extracts certain reports and files and uploads them to IO Classroom. You can check the status of these files by navigating to Administration > Data Status.
The extractor will then begin to run
Please note that your DOE email will begin to receive email reports sent from ATS and STARS. The Extractor will automatically remove these emails once the process has been finished.Make sure you have adequate inbox space
If this is your first time running the DataExtractor the process can take up to 60 minutes depending on your internet speed as well as the email response time from ATS and STARS
Once all files have been requested they will then be processed, this may take a few minutes.
Once complete you will receive an email indicating that all of the files have been processed. Your data will only be ready on the DataCation portals once this email has been received.
If your school is currently remote you can find details on running the Data Extractor remotely here.