Contents. Process for obtaining Student data. Step 1 Find the STRATA Data in the myames account

Transcription

1 Contents Process for obtaining Student data... 1 Step 1 Find the STRATA Data in the myames account... 1 Step 2 - Get the list of myames Users to check against when looking for unique records Step 3 - Manipulate the data using MSAccess... 4 Step 4 - Create a MSAccess Query to find the unique Strata records Step 5 Create the Student upload.csv file mapping the data using the table below Process for obtaining Student data The weekly upload 1. Ensure we have all the correct Student Group Codes to use to filter the Strata data. a. On a weekly basis send the Education Coordinators (Janet Dean, Gladys Torres) an up to date list of Student Groups that we know about and ask them to arrange for myames to receive a list of any newly created Student Groups that may have been created during that week including the teacher(s) name and EAL level. 2. Complete the download of data from Strata using all student group codes. (There are 51 Student Groups as at 17 October 2017.) 3. Download the list of current users with siteusertype = Student. 4. Complete the process of identifying new students using MSAccess. 5. Upload new students on Friday afternoon into myames using the add new menu option. This process will not pick up students transferring between classes, teachers will need to be responsible for doing that. The transferring between classes function is explained in the Teacher collaboration site > How to guides and scrolling down to Enroling and unenroling your students (or new teachers). From this link The spreadsheet upload (sent to us through new course requests). These students should not be in myames prior to this. Go to Step 5 Create the Student upload.csv file Step 1 Find the STRATA Data in the myames account Once you find an from Ashanthi in this inbox you can start the process containing a data file you can start the process. Copy the data file as an Excel file and store it in the directory you ve made for this process. This directory is myames > Administration > User_Managment > Username creation resources > Education > 2018 > 2018 Term 2 then create a folder of today s date to store all the files (excel and Access) within.

2 Step 2 - Get the list of myames Users to check against when looking for unique records. From Site administration/users/accounts/bulk user actions Do a filter using Show more based on the User profile fields/siteusertype is equal to Student

3 Add all.

4 With selected users Choose download. Then Go. Export users as and Excel file (or.csv). Then Download. This is what the file will look like. Store it in the folder you created. You will import this file to MSAccess in a later step. Step 3 - Manipulate the data using MSAccess Create a New/Blank database

5 Import the myames data into a Table.

6 Browse to find the Excel file then choose to Import source data into a new table in the current database. Check mark First Row Contains Column Headings then Next

7 Scroll across to find profile_field_stratanumber then Click on it. At Indexed choose Yes (No Duplicates) Then Next

8 Let Access add a primary key or choose as your own primary key profile_field_stratanumber. Then Next ( I think it best to let Access create the key to uniquely identify the data.) Give your table a name for example myames Data 16 Oct 17 then choose Finish.

9 Follow the same process to import the Strata Data into a different table (Table1 shown below) and title the new Table apppropirately. For example Strata Data 16 Oct 17. You may get an error message, however, the data still populated the table.

10 Step 4 - Create a MSAccess Query to find the unique Strata records. a. Create / Query Wizard b. Choose to Find Unmatched Query Wizard and then OK.

11 c. Follow the Wizard instructions. In this case Strata Data 16Oct 17 In this case myames Data 16 Oct 17

12 You want to ensure that the Student ID from Strata is matched with the profile_filed_stratanumber. Choose the fields you want to have.

13 \ Name your query and Finish. Download this data and save it in the appropriate myames folder.

14 Step 5 Create the Student upload.csv file mapping the data using the table below Moodle and profile_fields for Students and what is to be in them. STRATA data field headings Moodle field heading case What needs to be created. sensitive Student ID Profile_field_stratanumber Family Name lastname Given Name firstname Course profile_field_coursecode Field5 profile_field_coursename Current Group profile_field_studentgroup USI profile_field_usi Mobile DELETE We don t need this. Primary NOTE you will need to create any blank s. Currently we are using Excel formula - CONCATENATE( ) using (Don t overwrite real student s, just create s where the field is blank in the STRATA data.) FS profile_field_funding USI Status profile_field_usistatus Cp profile_field_cpcode Status profile_field_enrolmentstatus username password auth profile_field_siteusertype Create using STRATA data Student ID. But it must be in lower case. Currently using Excel formula - LOWER(StudentID) Create from username. Both username and password are the same. Create and populate with the word manual Create and populate with the word Student

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