How do I import my data to the new AEPSi account?

Updated at January 7th, 2024

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You have the ability to import child demographic data and near entry OSEP data from your current account to your new AEPSi account. Depending on which type of data you need to move over, you can export the csv version of the Child Profile List report or the Entry Data Only (Ratings for Each Child) report from your current AEPSi account and then import that data into your new AEPSi account.

How to export Child Profile Data from your current AEPSi account

To export the Child Profile List report:

Login to www.aepsi.com
Select My Reports from the main navigation menu.
Select Program Reports.
Click “CSV” next to Child Profile List and download the file to your computer.
Download the csv template and copy and paste your data over into the template.

Once you have exported the report from AEPSi, you will want to format the data into the csv template for importing into the new system. The table below describes the mapping of the fields. Download the csv template to help you get started.

Note: The csv template contains a sample child profile so you can see how to format the data. Be sure to delete this row before importing your data.

Child Profile List fields from www.aepsi.com	Matching fields for import template	Include in new import file	Options/Format	Notes
Child ID	Alt Id	Optional		If you do not have an Alt Child ID for a child, you can leave this column blank.
Child Last	Child Last	Required
Child First	Child First	Required
Weeks Premature	Weeks Premature	Optional		Weeks premature is not included in the Child Profile List report. You can either leave the column blank or input values.
Lead Provider		Remove column
DOB	DOB	Required	Supported Formats: YYYY-MM-DD, YYYY/MM/DD, MM-DD-YYYY, MM/DD/YYYY
Status	Status	Required	Options: Active, Archived
Archived Date	N/A	Remove column
Gender	Gender	Optional	Options: Female, Male or you can enter in a custom value.
Classroom	Classroom	Optional		If you have set up classrooms in the new system, you can include the classroom field.
Developmental Status	Dev. Status	Required	Options: Typically Developing, Dev Delay Or Disability, At Risk
AEPS Level		Remove column
Include in OSEP Reporting	Include in OSEP Report	Required	Options: Yes, No	Please note: If you set the option to "Yes", Funding Source and Program Entry Date are required. If you set the option to "No", Funding Source and Program Entry Date are not required.
Funding Source	Funding Source	Required*	Options: None, Early Intervention-Part C (Birth-3), Early Childhood Sp Ed-Part B (3-5), Private Grant Funding
Program Entry Date	Program Entry Date	Required*	Supported Formats: YYYY-MM-DD, YYYY/MM/DD, MM-DD-YYYY, MM/DD/YYYY
Program Exit Date	Program Exit Date	Optional	Supported Formats: YYYY-MM-DD, YYYY/MM/DD, MM-DD-YYYY, MM/DD/YYYY
Recent Assessment Status		Remove column
Archived Date		Remove column
Number of Assessments		Remove column
Most Recent Assessment		Remove column
Most Recent Status		Remove column
Custom fields		Optional		If you create the custom fields in your new account, you can include them in your import file.

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How to export Child Profile Data and Near Entry COS data from your current AEPSi account

If you want to import demographic data and OSEP near entry COS ratings,

To export the Entry Data Only (Ratings for Each Child) report:

Login to www.aepsi.com
Select My Reports from the main navigation menu.
Select Program Reports.
Click “CSV” next to Entry Data Only (Ratings for Each Child) and download the file to your computer.
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Note: The csv template contains a sample data so you can see how to format the data. Be sure to delete this row before importing your data.

Entry Data Only (Ratings for Each Child) fields from www.aepsi.com	Matching fields for import template	Include in new import file	Options/Format	Notes
ID	Alt Id	Optional		If you do not have an Alt Child ID for a child, you can leave this column blank.
Family Name	Child Last	Required
Given Name	Child First	Required
middle_name	N/A	Remove column
pre_weeks	Weeks Premature	Optional
DOB	DOB	Required	Supported Formats: YYYY-MM-DD, YYYY/MM/DD, MM-DD-YYYY, MM/DD/YYYY
Status	Status	Required	Options: Active, Archived	You will need to populate the column with “Active” for all children in your import file.
Archived Date	N/A	Remove column
Gender	Gender	Optional	Options: Female, Male or you can enter in a custom value.
Classroom	Classroom	Optional		If you have set up classrooms in the new system, you can include the classroom field.
dev_status	Dev. Status	Required	Options: Typically Developing, Dev Delay Or Disability, At Risk
level		Remove column
Include in OSEP Reporting	Include in OSEP Report	Required	Options: Yes, No
Funding Source	Funding Source	Required*	Options: None, Early Intervention-Part C (Birth-3), Early Childhood Sp Ed-Part B (3-5), Private Grant Funding
Program Entry Date	Program Entry Date	Required*	Supported Formats: YYYY-MM-DD, YYYY/MM/DD, MM-DD-YYYY, MM/DD/YYYY
Program Exit Date	Program Exit Date	Optional	Supported Formats: YYYY-MM-DD, YYYY/MM/DD, MM-DD-YYYY, MM/DD/YYYY
1. Positive SE Entry Rating		Required	Supported Values: 1, 2, 3, 4, 5, 6, 7	Required if any other rating is provided
2. Acquisition KS Entry Rating		Required	Supported Values: 1, 2, 3, 4, 5, 6, 7	Required if any other rating is provided
3. Appropriate B Entry Rating		Required	Supported Values: 1, 2, 3, 4, 5, 6, 7	Required if any other rating is provided
Custom fields		Optional		If you create the custom fields in your new account, you can include them in your import file.

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Import your data file into AEPSi

Once you have your import file prepared, you are now ready to import it into AEPSi.

Select your program from the top right navigation menu and click “View Program”.
Scroll down to the Children section and select the “Import” link.
Select the arrow next to Children CSV Headers to see the list of fields that should be included in your import file. Fields marked with an asterisk are required. If you have created classrooms for your program, you can include that field in your import file as well as any custom fields that have been created. Make sure the field names listed in the CSV headers match the field names in your import file.
Select “Choose file” and click “Import file”.
You will see the results of your import in the table pictured below. If the import was a success, it will appear under the status column.
AEPSi will also let you know if the import file failed and the specific reasons why. In this example, you will see that the DOB and Dev. Status are mising for Import Child 2. If I attempt to import this file, AEPSi will successfully import the data for the first child, but will show the import failed for the child data on the third row and will list the specific errors.