Creating Individual Student Account(s)

Transcription

1 TASK: TIME FRAME: 6 weeks prior to first test administration These processes will allow you to create individual student accounts, or upload multiple student accounts. The Site Administrator should use the provided Excel template to compile multiple student account information, then log on to the QualityCore website to upload the student accounts. Creating Individual Student Account(s) 1. Log on to (QualityCore home page). 2. Select Site Administration on the main menu. 3. Select Create New User on the Site Administration Menu. 4. Select Student from the User Type drop-down menu. The screen will refresh to display the fields to be completed. NOTE: If you are using a district level account you will have to select the school where you want create the student. If you are using a school level account the system will populate the school for you automatically. 5. Enter the requested information in the remaining fields. Information is required in fields marked with a red asterisk. NOTE: In general supplying as much of the information on this screen as possible makes future student record matching by school to district users easier. November

2 6. Select Save to create this user. 7. Confirm that you want to add this user by selecting OK 8. To create additional users select Create New User on the confirmation screen. 9. Repeat steps 4-7 as needed. Note: When you generate and save new student account information, a nine-digit QualityCore ID number will be automatically generated for the student. In the future, the system will use this system-generated number. Uploading Multiple Student Accounts 1. Log on to (QualityCore home page). 2. Select Site Administration on the main menu. 3. Select Upload Accounts on the Site Administration Menu. (A Student/Teacher import screen will display information related to previous uploads.) November

3 4. Click the Student Template button in the lower left corner of the screen. The screen will display the fields the resulting upload will contain as well as a description of acceptable values for the data that will appear in each column. 5. Select Download Template to save a copy of the Student Template to your computer. TIP: The template is a Microsoft Excel (.xls) file that is formatted so that it can be uploaded in Step A File Download dialog box will appear with a choice to save or open the file. 7. Select Save, then select the location on your computer where you want to save the file. 8. Open the Excel template. You will see three tabs at the bottom of the Student Template screen. The first tab ( Student ) opens the worksheet into which student information should be entered. The second tab ( Codes for student info. ) gives examples of how student information should be entered. The third tab ( Error Code Reference List ) offers solutions to errors you may experience during the upload process. 9. Enter information in the Student tab of the Student Template. Information is required in fields that contain an asterisk. 10. Save the file. November

4 NOTE: Each column in the supplied Excel file has been preformatted and is ready for upload. If you choose to export from your existing student information system, it is recommended that you copy and paste the values in to the supplied Excel document to limit possible errors. 11. On the Student/Teacher Import screen select Upload Student File. The Upload New Student File screen will display. 12. Enter a title for the upload file. 13. Click Browse. Select the template file that contains the information you entered and saved. 14. Select Submit to upload the template into the QualityCore system. The Student/Teacher Import screen will appear. ALERT: The upload process is not yet complete. Proceed through Step 19 to complete the upload process 15. Select View to review the newly uploaded data. NOTE:During the upload process the system will, by default, check for duplicates. The match criteria on student records are: First Name, Last Name, Date of Birth, and QualityCore ID number. 16. The data status will be either Valid-Add or Invalid. Only data with the Valid-Add status will have been uploaded. To change the Invalid status, click on Invalid, then correct the data error indicated in the Error field. November

5 NOTE: If you encounter error messages, refer to the third tab in the Excel upload file for suggestions on how to resolve the errors. 17. If you any Invalid status indicators, DO NOT proceed to the next step. TIP: You can resolve errors in the system by clicking on the Invalid link. You can also revisit the Student Template file and correct the data in the original file. Once you have completed any updates or revisions return to the QualityCore screen where you can select Reupload File to locate and upload the corrected template. (Repeat Steps ) 18. To complete the upload process, select Import Valid Records in the lower right corner of the screen showing uploaded data. The Teacher/Student Import screen will automatically appear. The number of accounts imported will be populated with the number of valid accounts that were created. Note: When the system processes new student account information, a nine-digit QualityCore ID number will be automatically generated for the student. In the future, the system will use this system-generated number. TIP: If you ever want to update student records en masse, you can use the upload file with QualityCore ID s populated, and the system will update all other values. This may be especially useful for grade promotion at the end of a school year. If you have any questions on how to complete this task, please contact ACT at (866) November