Upload students

Learn how to upload your students into the Discipline database.

Getting there

  1. Locate this page from the Students menu icon.
  2. Select the second item from the sub menu - Upload Students.
  3. You are now on the Upload Student tab.
  4. + File. Click this button when you are ready with your spreadsheet of students
  5. This is a list of the basic columns you must have on your spreadsheet.
  6. Depending on how you intend to use the system you may need additional Teacher information and/or Parent information. Click this dropdown to select your requirements.

You will notice that the list of fields at (5) changes automatically.

Preparing your spreadsheet

Here is a sample spreadsheet.

GETTING THE DATA
You should have little difficulty getting a spreadsheet of the student data from your School Information System (SIS) simply by asking someone in Attendance. They often know the SIS better than most people. They can prepare a customized query to include exactly the columns you need.

The query should be saved because school rolls change often and you will need to repeat this process from time to time to remain up to date.

FORMAT
The spreadsheet may be .csv or .xlsx format.

PREPARING THE COLUMNS

  1. It does not matter how the column headers are named; as long as they contain the right data.
  2. Notice the basic student data in columns 1-5. In many cases this is all you need.
  3. Parent (or Guardian) data is in columns (8-10)
  4. Last Period information is in columns 6 and 7.

If the spreadsheet you get from Attendance has additional columns - just delete them.
If the language column is blank, it does not matter.

THE ORDER OF THE COLUMNS FROM LEFT TO RIGHT DOES NOT MATTER
I just made them look tidy and orderly!

When you get the spreadsheet keep it safely, and add a date, so you know what version it is.

ABOUT LAST PERIOD INFORMATION
This is the tricky part. And you may need help with this from a Query expert in your school or district.

  1. The Student information (which probably also includes the parent information) lives on one file in the SIS database. The file contains only record per student.
  2. The Last Period information, (Teacher name, course number and name, room number, etc) lives on the Master Schedule. This file may contain multiple records per student - with data about all the courses the student is taking, in which room, and with which teacher.

When you JOIN the student file to the Master Schedule file you end up with far more data than you need. You need an expert to build the query so you only get the last period information. Either that, or you have to delete a ton of unwanted data.

A further complication. If you have students on an academic wheel, doing different courses per quarter, you will end up with a query that shows the students courses per quarter spread across 4 records.

Now our upload program knows how to deal with this data and extract what it needs. But the prepared file needs to be right in the first place.

IF YOU NEED TO ADD LAST PERIOD DATA TO YOUR DISCIPLINE DATABASE, PLEASE CALL US FIRST, OR SEND AN EMAIL.
WE HAVE A TECHNICAL QUERY SHEET TO HELP YOU.

CONTACT US
Phone: (866) 757-7226
Support@software4schools.com
Sales@software4schools.com

 

 

Matching the Data

The biggest single mistake users make is to whiz through this page without reading the directions!!! And then their database is in a tangle.

At this point in the upload process the program has read your data and displayed the first row of your spreadsheet. But if you look carefully - something is wrong (deliberately).

  1. The directions in the blue box ask you to line up the spreadsheet columns with the labels on the left.
  2. This example spreadsheet contains a header row. So select Yes to skip that row (or the row will become a student!!)
  3. Now look carefully. The label on the left says Student ID. The spreadsheet column header reads Last. Unless you fix this now, Last names will become Student IDs!!
  4. Notice the small up/down arrows. This indicates you have a dropdown box here. Click the dropdown and you will see all the other values available, including Student ID. Change the selection until the label and the data match. REPEAT the process until ALL the labels match the data in your spreadsheet.

Now is it safe to click the green button to complete the upload.

When you get it wrong!

In my sample upload I deliberately ignored the instructions. Please look carefully at the outcome:

  1. In the Name column the student First Name has been concatenated with the Student ID.
  2. In the Student ID column we have Student Last Names.

This will never work! Users call and complain that not all students were uploaded. But really they put last name in Student ID; And since Student ID MUST be unique, any duplicates of Last Name got skipped.

Correct the Mistake - 1

There are two views of the display All Students page.

By default you see all the Active students. But look top right and find the plain button View Inactive Students. Click it. You are now see the Inactive Students. Also notice that the red Deactivate button has changed to Delete.

  1. To correct mistakes with small numbers of students, select them with a check mark on the left of the row, hit Deactivate.
  2. Toggle the page to View Inactive Students. Select them again and hit Delete.
  3. Toggle the page back to View Active Students.

In this next example I need to DELETE the erroneous upload of four students.

Top right of the page showing all students is a red button labelled Deactivate. Click

Correcting the Mistake - 2

  1. This is the normal view of "Active" students. This button will switch the view to see Inactive students, when we are ready
  2. Here are the mistakes resulting from a careless upload without matching the spreadsheet columns with the labels. Check the rows with bad data.
  3. Click the red Deactivate button. The students will disappear.

Now click the View Inactive Students button

Correcting the Mistake - 3

  1. Notice we have a new button called Activate. The enables you to activate students you accidentally deactivated! Of course you first need to check the rows to be Activated.
  2. When you are done click View Active Students to get back to the normal view.
  3. However, our task here is to remove the erroneous entries in the student table. Once again, place checkmarks next to the names of students to delete
  4. Click the Delete button.

Mass Corrections

Now let's suppose ALL the students were uploaded incorrectly. What's to be done now? It's really very easy. Follow along.

  1. Here is the rows per page dropdown, which is usually set to 10. It's sometimes convenient to change this to see more students by just scrolling down. Change the dropdown to ALL.
  2. Check the checkbox in the header row, to the left of Name. This will select ALL students for deactivation.
  3. Now click Deactivate button. Then change the view by pressing View Inactive Students.

Complete the deletions exactly as per the previous step.

Back at the Active students page - you will finds everybody has gone!

Time to start over and upload again - BEING VERY CAREFUL TO MATCH THE FIELDS CORRECTLY THIS TIME.

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