Formatting Data Discs
Discontinuation of Scores on CD for Schools and Districts
Now that AP scores are available online, schools and districts can no longer order scores on CD. The same data are available to schools and districts for free online (for the 2011 exam administration and beyond), downloadable as the student datafile.
Scores on CD are still available for colleges and universities.
Transferring AP Data from CD to Your Computer
If your institution orders AP score reports on CD, the data will need to be exported into a readable file format, such as Microsoft Excel. Please note that the CD is not compatible with Mac computer systems. Follow the instructions below for assistance.
Put the CD into your computer's CD/DVD drive and then double-click on My Computer on your desktop. Double-click on your CD/DVD drive. Right-click on the file named APP.DAT. Select Open With and then choose Microsoft Excel. Save the data from the CD to your desktop or hard drive; you cannot save formatting changes directly from the CD.
When the file has been opened in Excel, you will notice that all of the data is jumbled together into column A—it is not separated into individual columns as it should be. To remedy this, you will need to follow these steps:
- Highlight the entire column A. (Click on the letter A on the top left hand corner of the spreadsheet.)
- Making sure that column A is still highlighted, click on Data from the menus on the top of the screen. Then click on Text to Columns...
- A wizard should appear entitled Convert Text to Columns Wizard—Step 1 of 3. Make sure Fixed Width is selected and click Next.
- On the following screen you will see a data preview of the file. In this step you will have to insert the column breaks to separate the fields. To determine where to insert the column breaks, please use your "Dataset Record Layout" (the sheet enclosed with the CD). The column entitled Location on the layout has the information that you will need to add the column breaks on the wizard to separate the fields. For example, the first field (Registration Number) is located in lines 1-8. To separate the fields, insert a column break by clicking on the eighth line using the ruler above the data. By inserting the column break, you will create a separate column for field 1. For the next field, insert a column break on line 23. Continue inserting column breaks according to the field location listed on the sheet. Please note: There will be lines Excel has inserted as defaults. Double-click the lines to remove them.
- After inserting all of the column breaks, click Next. If you like, you can format each column according to the information listed in the column (i.e., for field 12, format the information in the column as a Date.) See the Column Data Format area in the upper right corner. Otherwise, click Finish to display the formatted spreadsheet.
- All of the information should be in different columns according to where you inserted the column breaks. If you did not do so already, you can now format each individual column manually.