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Important Updates

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. If your school uses the student datafile in a student information system—particularly if the process is automated—check with your IT staff or appropriate vendor to make sure that they can support this change. An updated 2019 student datafile layout is available below.

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 the five most recent exam administrations.

Student Datafile Layout

Additional Updates for 2019

Available gender options—Beginning this summer, the College Board is making a change to the available gender options. Students registering for our assessments and participating in College Board programs will choose from female, male, or "Another, (not listed) _________" with the option to fill in the space. Starting August 1, you may see a value of “A” in the sex field in your student datafile.

AP number—Starting with the 2019 administration, some student AP numbers may be alphanumeric. The student datafile already accommodates this formatting, and the length/position of the field is not changing.

Previous Updates

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, Refer to this guide for tips on how to match student records without student social security numbers. If you have any further questions please email k12ssn@collegeboard.org.

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.

Part 1: Downloading the File

  1. From your reports home page on the AP Score Reports for Educators website, click the Student Datafile report name under your Roster and Student Reports.
  2. A dialog box will pop up, prompting you to download the file. Click Export Report. A new tab will open.
    • If your organization has a large number of students the datafile may take some time to load. During this time the new tab will remain open as your file is being generated. Do not close this tab or request another export while this is loading.
    • If you do not see this, please make sure pop-up blockers are disabled on your browser.
    • 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.
    • If you are using Safari on a Mac, note that your file may open as text in the browser window. Enter Command + “S” or select File > Save As. This opens up the export dialog. Change the format from Web Archive to Page Source and click on Save.
  3. Based on your browser settings you may be prompted to select the location on your computer where you would like to save the file.
  4. You may choose to rename your file if you wish, but make sure the .csv extension remains.
  5. Below the file name box, click the Save As Type drop-down box and select All Files.
  6. Click Save.

Tip: We do not recommend using Internet Explorer 11 or a prior version as support for these versions are being phased out by Microsoft®.

Part 2: Opening the Downloaded File in MS Excel

The instructions below are for Excel versions Office 365, 2019, 2016, 2013, 2010 and 2007. Note: This process may vary for other versions of Excel.

Method 1 (Recommended) – Open Import Text Wizard

For the most flexibility in converting columns to different data formats, use the Import Text Wizard in Excel. This allows leading zeros to be preserved in your data. It also allows you to define the format of the data that may deviate from Excels’ default format. For example, date columns in the student datafile are MDY, but Excel's default data format is YMD.

  1. Change the file name extension on your downloaded file from .csv to .txt before you open it in Excel.
  2. Start Excel on your computer and open your .txt file. The Import Text Wizard will run and will walk you through this process.
  3. Under Original Data Type, select the file type as Delimited and click Next.
  4. 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.
  5. 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.
  6. Under Column Data Format, change the selection from General to Text. You can also select individual columns from the Data Preview section and change the format. For any date fields such as the Date of Birth column, you can individually select this column and change to date format MDY.
  7. Click Finish to view the Excel file.
  8. You should now be viewing your student datafile with the data divided into columns and rows.
  9. To retain this formatting choose to Save As an Excel worksheet.

Note: It is not recommended to open the file directly in Excel without changing the file extension to .txt. When Excel opens a .csv file directly, it uses the current default data format settings to interpret how to interpret each column of data. Excel also does not change the format of the file — the name of the file retains the text file name extension (.csv). To have more flexibility in converting columns to different data formats, use this method above.

Method 2 – Import as External Data

Important: With this method, Excel may not convert some of the data to the right format and may drop leading zeros from number fields. For example, the date column in the student datafile is MDY, but Excel's default data format is YMD.

  1. Start Excel, and import the.csv file you just downloaded by going to the Data menu, and then selecting the From Text/CSV option.
  2. The Import Data dialog box will open; navigate to the directory where you saved the file and select the file. Then click the Import option.
  3. A screen will appear showing a preview of the file, with data formatted in separate columns. Excel will automatically detect the delimeter and data type based on the contents of the file. Click Load.
  4. You should now be viewing your student datafile with the data divided into columns and rows.
  5. To retain this formatting choose to Save As an Excel worksheet.