Block 4 bulk upload is a new feature of the Form 471 for Funding Year 2006. With this feature, you will be able to create Block 4 worksheets offline using a spreadsheet format and then upload the data to your Form 471. The upload feature is located to the right of the "Copy Block 4 Worksheet" button on the online Form 471. You will be able to upload multiple files. The file for the upload must be in CSV (Comma Separated) format.
To use this new bulk upload feature:
Prepare your upload files. The upload files can be created in any commonly used spreadsheet program (e.g., Excel), but must be saved in a comma separated (CSV) format before they are uploaded. Here are the four types of files that can be uploaded:
School
Library outlet/branch
School district
Library system
Please note the following:
You should upload a file for each group of entities that are sharing services.
Entities that are receiving site-specific services can be listed in one file (although you cannot mix schools with library outlets/branches in the same file).
Consortia will not upload a separate consortium file. The system will prepare the consortium worksheet based on the uploaded files for the member entities (schools, library outlets/branches, school districts, library systems).
You should prepare each upload file as follows:
Create the upload file using a spreadsheet program (e.g., Excel). List the required data for each Block 4 entity in its own row using the List of Upload Fields by File Type listed at the end of this document.
Make sure you have created one column for each field in the upload fields list for the file type, even if you will not enter data in one or more of the fields you create.
Make sure you have removed all commas from your text and number fields; the system will read a comma as the start of a new field.
Keep the descriptions and the field lengths in mind when constructing your upload files. For example, notice that Rural or Urban status is indicated by Y or N (Y = Rural, N = Urban).
If you have added column headers, delete them from the upload file.
Save the upload file in CSV format.
Begin your online Form 471. When you complete Block 3 of the online Form 471 and click "Continue," you will see the "Bulk Upload" button to the right of the "Copy Block 4 Worksheet" button. If you click on the "Bulk Upload" button, you will access the screen below. Notice that the Form 471 Application Number and the Application Type are pre-populated. To begin the upload process, enter your contact information and click "Next."
You will then see the screen below. You can type in the path to your first upload file, or click the "Browse" button to locate the file. When you have located the file, click "Upload File." Continue this process until you have uploaded all of your files.
Check for errors. You will receive an automatic message online - and a copy by email within two hours at the email address you supplied - with a line-by-line description of any errors. Correct the errors identified in your file and then upload the file again. Please note that the line-by-line error descriptions are not necessarily listed consecutively.
Review the files in your online Form 471. Once you have completed the upload process and clicked "End," you may view your files as completed Block 4 worksheets in your online Form 471. If you find any errors in those worksheets, you may correct them in your online Form 471 up to the time you click the "Submit" button at the end of Block 5 of the online form.
Upload Fields By File Type
Below is a list of fields required for each file type.
REMEMBER THAT ALL FIELDS FOR A WORKSHEET MUST BE INCLUDED EVEN IF THEY ARE BLANK.
File Type: Schools
Column Header
Required?
Maximum
Length
Description
Name of Eligible Entity
Yes
150
School Name
Entity Number
Yes
20
School Entity Number
Urban or Rural
Yes
1
Y (for Rural) or N (for Urban)
Total Students
Yes
8
Total number of students in the school
Total NSLP Students
Yes
8
Number of students in the school eligible for NSLP
Pre-K Adult Ed or Juvenile Justice
Optional
1
Y or N or blank
Alternative Discount Mechanism
Optional
1
Y or N or blank
Non-Matrix Discount Indicator
Optional
1
Y or N or blank
Non-Matrix Discount
Yes if previous field is Y
10
Two-digit number (or blank if previous field is blank)
NCES State
Optional
2
State NCES code or blank
NCES District
Optional
5
District NCES code or blank
NCES Building
Optional
5
Building NCES code or blank.
File Type: Library Outlet/Branch/System Member
Column Header
Required?
Maximum
Length
Description
Name of Eligible Entity
Yes
150
Library Outlet/Branch Name
Entity Number
Yes
20
Library Outlet/Branch Entity Number
Urban or Rural
Yes
1
Y (for Rural) or N (for Urban)
Total Students
Yes
8
Total number of students in the associated school district
Total NSLP Students
Yes
8
Number of students in the associated school district eligible for NSLP
Library Outlet District
Yes
10
Entity Number of associated School District
FSCS State
Optional
2
State FSCS code or blank
FSCS System
Optional
4
System FSCS code or blank
FSCS Building
Optional
3
Outlet/branch FSCS code or blank
File Type: School District
Column Header
Required?
Maximum
Length
Description
Name of Eligible Entity
Yes
150
School Name
Entity Number
Yes
20
School Entity Number
Urban or Rural
Yes
1
Y (for Rural) or N (for Urban)
Total Students
Yes
8
Total number of students in the school
Total NSLP Students
Yes
8
Number of students in the school eligible for NSLP
Pre-K Adult Ed or Juvenile Justice
Optional
1
Y or N
Alternative Discount Mechanism
Optional
1
Y or N
Non-Matrix Discount Indicator
Optional
1
Y or N
Non-Matrix Discount
Yes if previous field is Y
10
Two-digit number (or blank if previous field is blank)
School District Name
Yes
150
Name of School District in which the school is located
School District Number
Yes
20
School District Entity Number
NCES State
Optional
2
State NCES code or blank
NCES District
Optional
5
District NCES code or blank
NCES Building
Optional
5
Building NCES code or blank.
File Type: Library System
Column Header
Required?
Maximum
Length
Description
Name of Eligible Entity
Yes
150
Library Outlet/Branch Name
Entity Number
Yes
20
Library Outlet/Branch Entity Number
Urban or Rural
Yes
1
Y (for Rural) or N (for Urban)
Total Students
Yes
8
Total number of students in the associated school district
Total NSLP Students
Yes
8
Number of students in the school eligible for NSLP
Library Outlet District
Yes
10
Entity Number of associated School District
Library System Name
Yes
150
Name of Library System in which Library Outlet/Branch is located
