Student record Transfer User Guide - Pcschool · © PCSchool Student Record Transfer User Guide Commercial in Confidence 201509 3/16 Assessment Selection View. 1. Select an Assessment

© PCSchool Student Record Transfer User Guide

Commercial in Confidence 201509 1/16

Student record Transfer User Guide

Table of Contents

Student Record Transfer ..................................................................................................... 2

Settings .............................................................................................................................. 2

Pre-Leaver Batch Selection .............................................................................................. 3

SRT Batch Upload ............................................................................................................. 5

Bulk Search and Pre Enrolment Download..................................................................... 6

Assessment and Attendance Batch Download ............................................................ 12

Single Student Download ............................................................................................... 13



Student Record Transfer New Zealand SQL Schools only Path: Scholastic → Utilities → Student record Transfer It is easy to navigate to the desired area using the tabs across the top on the screen.

Settings

The settings tab holds information on the Enrol settings entered into PCSchool and allows you to validate the settings.

1.

The settings are read only and can be edited via;

Utilities → Enrol Settings

Read further for information on Enrol Settings

2. You have access to validating the connection before an upload.

3. You will receive confirmation if the validation is a Success or failure.

4. Click the Assessment Result Configuration button to open the Assessment Selection list.



Assessment Selection View.

1. Select an Assessment Type from the drop down list.

2. Insert the respective ‘Area of Assessment Number’ for the ‘no’ (number) fields.

3. Choose a column where the data is to be saved in the database. (Eg: Value for the ‘Next Learning Steps’ is saved in ‘Comment’ column).

4.

After making changes in the settings you can;

Click on ‘Save’ button.

Or ignore the unwanted changes by clicking the ‘Ignore changes from last save’.

Pre-Leaver Batch Selection

1. Select a ‘Campus’ and ‘Year Level’ and click on ‘Load Data’.

2. You will see the student listed in a grid, based on the selection.

3. You can filter the result by campus, year level, gender, class and batch.

4. You can add/remove students in a batch.

5. Select preferred students and click on ‘Destination Schools;

See below for further details

6. Click on ‘Save’ will save the upload batch.



5

Select preferred students and click on ‘Destination Schools’.

• A new window will open with options to select up to six destination schools.

• Select the schools and click on ‘Update’ button.

• Possible destination schools are updated for the selected students.



SRT Batch Upload This page, by default shows the Leaver batch in the grid. (if any)

1. Optional; From the drop down in Type of Upload you can select a Pre-leaver batch of students by clicking ‘Load Data’.

2. See further for details.

3. Batch Flag.

4. You can remove any student from the batch and hence from the upload list by selecting or unselecting ‘UploadFlag’.

5. Press the button ‘Process Upload’ will first try a connection validation, then starts uploading each records in the grid.

6. There is a tracking screen which shows the current status of upload. There will also a counter which show the number of uploads tried, successful uploads and unsuccessful uploads.

7. User can cancel the upload process at any time by pressing the ‘Cancel Upload’ Button, which will ask for a confirmation, then will abort the process.

8. See below for further details.



2

If the previous attempt was failed and the batch indicator is still on, the record shows the error message detailing what went wrong in the previous attempt. Double click on the message will show the details of the message.

8 Summarised upload result can be taken by pressing ‘Show Result’. You can save or print this report.

Bulk Search and Pre Enrolment Download Three types of searching are possible;

1. Search by Source School only

2. Search By Destination School only



3. Search by Both combination

Search for Source or Destination Schools view.

1. Bulk Search View.

2. From the source school list, user can select any school by simply typing the school name or the school id ( User can toggle this option by pressing the ‘Source School’ label)

3. Destination school list shows only user’s school and ‘All’.

4. After selecting required search criteria, press the ‘Bulk Search’ button.

5. The results will show in a grid, based on your search criteria.

6. There will be a short description telling about the result. In some cases, there will be advice or changing the search criteria to get more results. If the combinations of selected schools are wrong, there will be error message.

7. If any of the searches returned student records are available in the school’s database, it is highlighted in orange colour.

8.

You can select or unselect any of the records for a pre-enrolment download. If an already existing record is selected, there will be confirmation window asking whether to proceed downloading for the particular record, as the records will be overwritten if proceed with download.

9. User can cancel the download process at any time by pressing the ‘Cancel Upload’ Button, which will ask for a confirmation, then will abort the process.

10. See below for further details.



10

After the selection of records to be downloaded, user can click on ‘Download Selected Students’ button to download pre-enrolment records.

If the selected student already exists, it will raise a new window asking whether to overwrite caregiver, addresses and medical details.

Choose the appropriate check boxes and click on ‘OK’.

11. There is a tracking screen which shows the current status of download. There will also a counter which show the number of downloads tried, successful downloads and unsuccessful downloads.

12. There will be a response text area for each record which shows the result after the download. Successful results show in green colour and unsuccessful results show in red colour.

13. Double clicking on the result will enable you to view the log file.

14. Summarised download result can be taken by pressing ‘Show Result’. You can save or print this report.

15. If you want to view/print the pre-enrolment reports for the downloaded student records, select the students you want to make printouts and click on ‘Print Select All’.



16.

Click on ‘Tagset for printing’ will ask a location to save the tag set.



Run the Report Path: Scholastic → Administration → Class Reports Select the Tag Set.

17 Select Use Tag Set.

18

Go to the Save/ Open tab;

Click Open

Find the saved Tag Set and click open

The grid will populate

Click Return All in Grid



Select and print the report.

19 Select ‘New Student Details’ from the ‘Available Reports’, then click the Print button.



Assessment and Attendance Batch Download

1. By default, the list shows all the students whose status is changed from pre-enrolled to enrolled, in order to download the Assessment and attendance record if available.

2. User can remove any student from this batch, which will ask for a confirmation whether to proceed with removing batch, as the record will not downloaded anymore.

3. User can also remove any student from current download attempt, which will not remove the record from batch, so that it can be downloaded later.

4. Press the ‘Download’ button will starts downloading of Assessment and Attendance records.

From here Point 11 to Point 19 of the ‘Batch Download are same.



Single Student Download Path: Scholastic → Student View Go to the Scholastic tab of Student View

1. Select a student or enter the details of new student.

2. Perform a Get/Check NSN (See the manual – ENROL Settings User Guide).

3. After this, you can click on ‘Poll SRT’ Button to call the Student Record Transfer (SRT) program.



Single Student Download View.

4. This will open a new window (Single Student Download) where you can click on the ‘Download’ Button to initiate the download process.

5. Download progress of the entire process will show in the status tracking screen.

6. You have the option to cancel the download at any time which will abort the download process.

13 Read further for details.

View the Data.

7. After the download, before saving data into the database, user can view the demographic data and can verify/ edit it.

8. You can include/exclude some data (eg: addresses and caregiver details) in the save process.

9. Click on ‘Show existing data’ will show the current data (if any) from the database. This will open a new window.



You can compare both data and can decide whether to overwrite the new data.

10. After the editing, you can also choose ‘overwrite only empty fields’ or ‘overwrite always’.

11. You can click ‘Accept/Save’ button to save the data into database or click on ‘Reject’ to reject all the data downloaded for this record.

12. If you accepted the changes, data will be updated into the database; if the user clicks on ‘Reject’, the downloaded data for this student will be purged.

13. Click on ‘Show Log’ to view the log.



View the log.

Documents

Student record Transfer User Guide - Pcschool · © PCSchool Student Record Transfer User Guide Commercial in Confidence 201509 3/16 Assessment Selection View. 1. Select an Assessment