How do I import from Xuno to Accelerus?

Once the systems are linked, schools may import data directly from Xuno into Accelerus instead of using CSV files.

Once you have linked Xuno and Accelerus, and configured your import settings, you can import data from one system to the other. 

FOR VICTORIAN GOVERNMENT SCHOOLS:
Although student data can be directly imported from Xuno into Accelerus, Victorian Government schools assessing on Victorian Curriculum must also import a Student.xml file from CASES21/CHESS. This can be done in Accelerus from Management > Import and Export Data.

Step 1: Select date range

• Ensure you are in the correct academic cycle in Accelerus
• From Management, click Import and Export Data > Xuno Import > Import Data
• Under Date range, select the date range for which you wish to import data
  NB: It is recommended that you only include one timetable round. For example, if your timetable restarts each week, only include the current week; if you have a two-weekly timetable, include two weeks. Including a full term will include students who have left classes
• If required, tick the Start and End dates fields for teachers and students. Note that Xuno stores exact end dates so you may prefer to use these
• Click Next

Step 2: Import teachers

When importing teachers, any unlinked teachers in Accelerus and Xuno will be found. Such unlinked teachers will not be able to see their Accelerus menu in Xuno. Teachers may not be linked because the import process has never been run or the code of the teacher has changed.

• In this window, check the messages carefully, expanding the message heading to display the details of the teachers
• If necessary, make changes to the data in Accelerus or Xuno before proceeding, returning to this step by clicking the Reprocess button to rerun this step

AND/OR

• Make changes to the actions for the various messages, for example, where the message is Xuno teachers have the same names as Accelerus teachers but have different codes, check whether these codes should be linked or not:
• If the codes are the same teacher, select Link these teachers’ codes from the dropdown
• For any codes that should not be linked, selected Don’t link these teachers’ codes.
  Click Next.
• If required, you can come back to the teachers again later by clicking the Teachers icon in the list of entities at the top of the window

Step 3: Import cohorts

• As with teachers, check the messages and make sure you are selecting the appropriate actions e.g. You may wish to go back to Settings and link Home Groups codes such as 07A in Xuno with 7A in Accelerus
• If you do not want a particular group to ever import (eg ZZZ group), select Exclude this Home Group from the drop down. This will add it to the list of Excluded codes in the Settings window
• If you have made any manual changes in Xuno or Accelerus, click the Reprocess button to redo the particular step
• Click Next to continue

Step 4: Import students

When importing students, it is important that the student codes match in all three of your administration system, Xuno and Accelerus. While you can link them, it is recommended that all systems use the same code. Only Code, Name, Gender, Year Level, Home Group, House and Contact details are imported. Any other cohort or custom property data for students is not stored in Xuno. Therefore, any other data required must be imported via a csv/xml file.

• Check the messages and make sure you are selecting the appropriate actions
• Click Next

Step 5: Import subjects

When importing subjects, you may need to update names, descriptions, report template slots, etc. after importing data from Xuno because this data is not stored in Xuno. Or you may need to change it so that it appears in Accelerus as you want it to appear on reports. Such updates may be made manually and/or via importing a subject csv file.

• If your school is a Primary school which does not use a timetable programme, you are advised to select Exclude subject for all subjects
• For other schools, check the import messages and select appropriate actions, and, particularly important, make sure you select the correct academic cycle of subjects
• Click Next

Step 6: Import classes

It is recommended that classes are either imported into Accelerus directly from the timetable or directly from Xuno and not a combination of both. If you have already imported classes via a csv file from your timetable system, you may need to change all the class codes prior to importing them from Xuno. Manual changes and additions of classes, such as modified classes or Instrumental Music, may still be done.

• Primary schools are usually advised to select Exclude class for all classes
• For other schools, check the import messages and select appropriate actions
• Click Next

Step 7: Import Enrolments

• If you did not import your classes from Xuno in the last step, there is nothing to be done in this step
• Otherwise, you can import enrolments, checking the import messages and making changes required
• Click Next

Step 8: Import Contacts

 Currently contacts are only used for emailing reports or for providing more detailed information about the student in the Student Profile in Accelerus. If your school does not use either of these features, you do not need to proceed any further.

• Otherwise, check the import messages and make any changes as needed

STEP 9: Import completed

Wait for the import process to finish. You may repeat the process of importing the Xuno data into Accelerus as many times as required.

NB: It is not necessary, for subsequent imports, to go through all of the entities sequentially, but you can click directly on the icon of the entity required.