Beginning on June 10, your datafile will contain double quotes (“ “) around each piece of data/text as a text qualifier. This improvement will allow commas and special characters to remain in your student data without negatively impacting your data processing and will also allow your file to be more easily opened in Excel. If your school uses the student datafile in a student information system—particularly if the process is automated—please check with your IT staff or appropriate vendor to make sure that they can support this change. We will make an updated 2019 student datafile layout available in the spring.
The student datafile contains score report data for each AP student at your school or district who tested during the selected exam administration. This is not a report that can be viewed on your browser; rather, it is a .csv file that can be downloaded for use in other systems or applications. This file is available for multiple exam years, starting with 2013.
Student Datafile Layout
To guide you in understanding and processing the data in the file, review the following resources:
Social Security numbers—As part of our continuing commitment to protect student privacy, effective July 2018, Social Security number is no longer included in the student datafile. This change also applies to prior year datafiles.
In an effort to minimize impact to your systems and processes, the Social Security number field will remain in the file layout so that your data file layout remains the same, but the field will be blank as of July 2018. To help aid in a smooth transition, please refer to this guide. If you have any further questions please email firstname.lastname@example.org.
A note about race and ethnicity reporting—Beginning with the 2016 administration two new fields were added to the student datafile to reflect an updated race and ethnicity question that better aligns with U.S. Department of Education data collection and reporting guidelines. Review this guide (.pdf/431KB) to understand how to interpret race and ethnicity data from 2015 and prior admins vs. data from the 2016 admin and going forward.
Downloading and Opening
The following steps will guide you through the process of downloading the student datafile to your computer and opening it in MS Excel. Note: Downloading the student datafile is only supported on Microsoft-based platforms. However, once the .csv file has been downloaded, the file can be shared with and used by Mac users.
Part 1: Downloading the File
- From your home page on the AP Online Reports for Educators website, click the Download File link under the Student Datafile report description.
- A dialog box will pop up, giving you the option to either open or save the file. Click Save. Note that some browsers such as Chrome and Firefox will automatically save to a folder you have designated previously. Check your browser settings to ensure the file will be saved to your preferred location.
- In the next dialog box, do the following: Select the location on your computer where you would like to save the file.
- You will need to give the file a name and change the file extension. By default, the system will generate an .xls extension, which will not work properly. You will need to change the file extension to .csv (e.g., "yourreportname.csv").
- Below the file name box, click the Save As Type drop-down box and select All Files.
- Click Save.
Tip: If you are using Internet Explorer and experiencing issues with downloading the file, hold the SHIFT key down before clicking the Download File link.
Part 2: Opening the Downloaded File in MS Excel
- Open MS Excel on your computer.
- You will now need to import the.csv file you just downloaded. This process varies for different versions of Excel. For Excel 2007 and 2010, select the Data tab at top, and then select the From Text icon from the Data menu.
- Once you have selected the From Text option, the Import Text File dialog box opens. From this window, navigate to the directory where you saved the file and select the file. Then click the Import button.
Note: You can also open the file by using the Open command in Excel. If you do this, you will be asked to verify that the file is not corrupted and is from a trusted source. Select Yes.
Part 3: Changing the Data Format
Once you have imported the file following the steps above, a Text Import Wizard window will appear. The wizard walks you through three separate screens to enable you to view the report in Excel:
- Under Original Data Type, select the file type as Delimited and click Next. (You do not need to change anything else on this screen.)
- Under Delimiters, change the selection to Comma (Tab is the default and should be un-checked). Leave all the other options on this window as is, and click Next.
- You will need to do three things on this screen:
- Under Data Preview, select all the columns. You can do this by holding the shift key, dragging the slider all the way to end and selecting the last column. All columns and rows should then be darkened.
- Under Column Data Format, change the selection from General to Text.
- Finally, click Finish to view the Excel file.
- Note: If you want, you can also select individual columns from the Data Preview section and change the selection from General to Text. (The reason for changing the data format this way is to preserve the leading zeros of the numbered values.)
- Select the worksheet and starting cell on which you would like to place this data, and click OK.
- You should now be viewing your student datafile as an Excel spreadsheet, with the data divided into columns and rows.