Importing School Data Into Renaissance Place

Transcription

1 Importing School Data Into Renaissance Place IF the pupils DATES OF BIRTHS ARE IMPORTED AS 01/01/9999 STAR Norming calculations will begin from that date This guide will show you how to import a list of pupils, teachers and classes using Microsoft Excel. This is the most commonly used import method but other formats are also supported such as.txt or.xml. Additional support for these import methods can be given by either giving us a call or using the online CHAT feature built within your Renaissance Place. Your Spread Sheet The first step in importing your data correctly is to decide what data you want to import. By using an Excel spread sheet (.XLS /.CSV) you can combine pupil, course, class and teacher information onto a single spread sheet in a Microsoft Excel workbook. An example spread sheet can be found on page 5 of this guide. By importing this with one file, you will save yourself the job of setting up each class manually. However, if classes have already been set up in your Renaissance Place site you can choose to import a new list of pupils by following the method below. Pupil Data To import a list of pupils you will need to have the following required fields (Headers) in your Excel file: Pupil First Name Pupil Last Name Gender (M or F) Date of Birth (dd/mm/yyy format)* Required Field School Year (Year must number only i.e. 7 ) Required Field Unique I.D. (We recommend Admissions Number, but any unique number is valid) Pupil Username (see below) Pupil Password (see below)

2 Pupils will not be able to test unless all this information is imported. *A note on dates of birth: Microsoft Excel defaults the DOB information to a format which is not compatible with our import system. To fix this, please right click on your DOB column, choose Format Cells and select the following option: Please do not select the dd/mm/yyyy year format with the asterisk Selecting a Pupil Username and Password All users will require a username and password in order to access Renaissance Place. If your students and staff already use a username and password to access your school network, we recommend entering this information into the username/password fields of your spread sheet. If you do not enter a username and password for the pupil, the system will generate one based on the pupil s name this can later be viewed in STAR Reading > Reports > Pupil Information

3 Importing Classes To setup classes you need the following information: Course name (i.e. Accelerated Maths or Accelerated Reader ) Class Name Teacher The Course > Class hierarchy must be employed when importing data to Renaissance Place, each class must be nested within a course. Many schools divide their year groups into courses, with individual classes inside, but this is entirely up to you. However you decide to name them, your courses must be present on the spread sheet. Teacher Data To import teacher data, you need to place it in the subsequent columns following the Course and Class data (see page 5 for example) Teacher First Name Teacher Last Name Teacher Username Teacher Password Please Note: Unlike pupil passwords, teacher passwords must be entered to import correctly. Teacher passwords must be a minimum of 3 characters with a number. Putting It All Together With all your information arranged on the spread sheet, it should similar to the example sheet found on page 5. For your convenience, a template with correctly organised headings is available for you to fill in at LINK Importing Data Once you are happy with the file you will need to log in to your Renaissance Place website using your Administrator Username and Password. From the homepage select Personnel and Pupils followed by Import Information. Click Browse to select the file you created and click Next. From the drop-down menu (near the bottom) of the page select the school year you wish to add pupils to. It is important to check that your School Year has been added and that you are able to import into the correct school year. If the year is not available, please go to this link. Once you have chosen the school year click Next in the bottom, right-hand corner of the page.

4 This next page is where you determine which parts of the file are the headers and which is pupil data as shown below. If this row contains the headings for your columns, you will need to select Header from the drop down box. The first row in your sheet should contain this information and normally the system will detect this. Once your header row is selected, hit Next. On the following screen you have to specify which columns represent which data. For example, if Column 1 contains your pupil forenames, select Pupil First Name. If you have named your headings as outlined above, the system will usually detect which columns are which, though we recommend that you review this before hitting Next. The next screen asks you to confirm which data you are importing if you were, for example, only importing pupil data, the Pupil Data check box will be ticked. If this all looks correct, click Next.

5 The Pupil Options screen lets you choose what to do if any matches are found. You can choose to Create A New Pupil If No Match Is Found and Update Any Existing Pupils With The Information Being Imported by selecting the appropriate tick-box. The drop-down menu will allow you to specify criteria by which to search for matching pupils. Data can be matched on I.D. Number or First, Middle and Last Name. For pupils that are found to already be in the system, you may wish to create a new pupil or simply update the existing record with new information Once you are happy click Next. Finishing up This final screen allows you to review your import and the options chosen. When you are ready, select Start the Import to complete the process. After a few moments your import should be complete. You may wish to check that this has been completed successfully by going to Courses and Classes (if you have imported Course, Class and Teacher information) or Personnel and Pupils > View Pupils > hit Search (if you only imported Pupil data). Having walked through steps above, if you feel you need assistance or at any point run into any error messages on screen, please contact Support. Customer Support Renaissance Learning Customer Support is available between 08:00 17:00, Monday to Friday. T: E: support@renlearn.co.uk You can speak to a representative by clicking Renaissance Place Site. from within your

6 Example Import Sheet