Step One - Prepare the source file to be imported
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1. AS Student Certification BATCH IMPORT STUDENTS Step One Prepare the source file to be imported Although there are several ways to develop a comma separated value CSV file this example uses Microsoft Excel In Excel create a three column list of students as shown below Please keep the following in mind e The top row contains column headers that must be in the sequence and format as follows StatelD FirstName LastName Note StatelD is the state recognized issued student identification number e All three columns of data must be populated for each student in the file If any cell is left blank the file will not upload e Do NOT include apostrophes e g Thomas O Leary should be entered as Thomas O Leary Once the student record is created it can be edited through the student profile and change to O Leary if desired 70001 Andrew Anderson fUUU3 Bokby Eaker 9004 Cathy Cooper 70005 David Donovan 70006 Eduardo Estevan de Robles 20007 Frank lord ee Ga e An l a a e Top row is highlighted in yellow in this example simply for demonstration purposes When all the students are on the list using the Office Button select Save As z ope jave AS Fizi i m Excel 97 2003 Workbook A Save a copy of the workbook that is fully compatible with Excel 97 2003 f k g Adobe POF p fi OpenDocument Spreadsheet a Save lhe workbook im ihe Open Document Format PDF or XPS A Publish a copy ol tle workbook2. ad Euil Har Aixam Rabani Ae Penaing Assignments Insireters Arie areta View Student List Tenet cory Add Proctor Completed Assignments WEU Hist Batch Import Students Expund Soll opr ior Select leet Window Select One vicer Sludernl Lieb Buleh Tipul Siueleraiss Clicking the View Student List button will display a list of all the students currently associated with this school For schools with a long history of testing the list will flow into several pages In the following graphic notice that of the five students shown only one displays the StatelD To correct or add the StatelD click the Edit button next to the student name to open the student s profile page Student List Hide Student List Batch Import Students First Name Last Name Date of Birth State ID James Anderson 2 1 1997 12 00 00 AM 20100 Click to edit Carol Pe Kevin Kline 3 1 1997 12 00 00 AM Edit Kevin 3 1 1997 12 00 00 AM Edit Robert Reading 4 1 1997 12 00 00 AM 12 00 00 AM eat Bob White Edit Fist name Middle initial Last name Email address Click the Edit button to activate the screen for editing Parent Email address Address Line 1 Address Line 2 City Zip Code state Enter StatelD then click the save button above State or school issued Student D Are you an AYES Student Are you a SkillsUSA member SkillsUSA chapter number SkillsUSA section number Make the require
3. as a POF ed tj Excel Options X Exit Excel Give the file a meaningful file name use the drop down menu to change the file type to CSV MS DOS csv and select the location to save your file Then click Save G JJ i ASE Work ASE Student Import Organize New folder r a x Microsoft Office Ex tays match your search J Select the location de Favorites Use the drop down menu V r file E Desktop eae Yoa and select the CSV file type l Downloads Dropbox z Recent Places Name your file File name StudentList csv Save as type CSV MS DOS csv a Hide Folders Tools Now you should have a CSV file that can be used for the batch upload Using a text editor like Microsoft Note Pad open the file and it should look something like the image below Notice that the data appear in the same rows as the spreadsheet but each column is separated with a comma StudentListesv 3 ie tateID FirstName LastName Z0001 Andrew Anderson A0003 Bobby Baker A0004 Cathy Cooper 70005 David Donovan 20006 Eduardo Estevan de Robles 20007 Frank Ford It s a good idea to review the data before uploading it to ensure it appears to be organized as shown Although it s now in a CSV file format it can still be opened again in Excel Just remember to retain the CSV file format if you save the file again upon closing Step Two Prevent duplicate student records Care must be taken
4. avid Donovan z0005 Eduardo 20006 Estevan de Robles Frank Ferd ZOO07 Beta II 27 School Administration Batch Import Students This import process can be repeated to add additional students in the future as needed However if only one or a small number of students need to be added after this process is complete they can still be added one at a time by creating and adding students from the instructor s roster see User s Manual
5. edits to the student profile e g StatelD Name etc click Save then navigate back to the student list to continue your review Once the review and edit for all existing students is complete you should be ready to import you list of new students From the site administrator s dashboard click on Batch Import Student to access the batch upload page Use the Browse button to locate the source file for upload then click Import File Once complete the screen will display the results and errors if any of the upload process Return to the View Student List to confirm that the students are now included in the school s master student list AS Student Certification Logged in as diones scheo edu Edit My Profile Logout User Manus Beta II ZZ School Administration CWsers onDew Docum Browse 7 Inpul Fie Crowse Import Hle 6 out of 6 Stodents were anported succesefully Shicert Andrew Ancerson Stake Tr 20001 wes imparted snccesstilly Student Dobby Haker stetelO 20005 was imported secces snl Slucent Cathy Coupe StatelD OCUP was cope led suveesslully Student Dard Doncven StatelD 2004 was amported successfilby Student Eduardo Estevan de Robles Srate D 29006 was mpcrted successfully Shicert Frank Ford Stai ID O00 7 was imported sacerake Student List Hide Student List Andrew Anderson z000 Bobby Baker 70003 Cathy Cooper 70004 D
6. to prevent the batch upload from creating a duplicate record for a student who already exists in the system There are two procedures that must be followed one is automatically completed by the system upon upload the other is a manual procedure that must be completed by the site administrator prior to the upload Automatic Process When a student roster file is imported into the system the upload process first scans the file to ensure that there are no duplicates within the source file If two or more records are found with the same StatelD or the same LastName those records will be omitted from the upload and an exception report will be displayed list of records that were not imported The automatic scan will also compare the source file against the students already in the student system If the process finds students with the same LastName or the same StatelD those records will be omitted from the upload and an exception report will be displayed Manual Process The only way to ensure that importing the student list does not create duplicate records for students who are already in the system is to verify that the StatelD is populated and correct for each existing student On the site administrator s dashboard click the View Student List button at the bottom of the page School Acministr atien echoe atin dit School Profile Arhdpo s 7410 M m Leesourg ZZ 22225 Ta Tey Adminstrator Pesani Tanes ye or akaniona Haam age be
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