Update Students (Non - Xuno Schools)

Victorian Government schools – students up to and including Year 10 only

All Victorian Government schools must complete the following step.

In addition, if you have students in levels above 10, you will also need to undertake step 6.2.

Obtain a Student XML file for semester 2, from CASES21 (see Appendix 1 for instructions)
In Accelerus, go to Management > Import and Export Data.
Click Students under the XML/CASES21 Import section.
Tick the box Set start date for new students and enter a date in the semester you are importing, e.g. the first day of the semester or today’s date as the start date.
If all of the students at your school are in year levels Prep to 10 or all are assigned to UG in CASES21:

Tick the box Set end date for students not in XML file and enter the date you want to set as the students’ end date, e.g. the last date of semester 1.
Tick the Withdraw end dated students from their classes box.

Otherwise, leave these checkboxes unticked.

Click the Browse button and select the XML file.
Wait while the file is uploaded and then click Next.
In the Step 2 window, make sure you go through all of the messages that appear and understand the implications of each, taking appropriate action. The main messages and actions you need to take are outlined in the table below:

Message		Action
Students in the file that are not in the database	These are the new students, added since last semester. The action should be Add all new students. NB Take note of the new students so that you can check they are appropriately enrolled in classes at a later step.
Students with multiple field variations	These variations are the assignment of the students to home groups and year levels, as well as the addition of prior scores where available. The action should be Change all students.
Potential code duplications	This usually comes up when a student's data in CASES21 does not match exactly with the data in the database for the particular student code and, therefore, it appears that the code is being duplicated. In most cases it may simply be that one of the names is not the same, e.g. the preferred name differs, or the spelling is not correct. Assuming that CASES21 is correct, you would select the action Change all students.
Potential student duplications	This occurs when the name of a student being imported matches another in the database, but with a different student code. It may be there are two students with the same or very similar names, in which case you would select Add new student. Otherwise, if the student's code is incorrect in Accelerus, you would correct this before proceeding.
Students who are not in the file	Where students have left the school since last semester, they will not be in the latest XML file from CASES21. Therefore, you should choose the option to set their end date.

Click Next to complete the import process.

All other schools and students

If you are a Victorian Government school and your year levels only go to Year 10 or less, you can skip this step.

All other schools must do this step.

Import all students (if there are significant numbers of new students)

Prepare a csv file of ALL

Victorian Government schools, follow the instructions in the Appendix 2 on page 19 to obtain such a file from CASES21.

· All other schools need to extract the following fields of data from their school administration system, making sure that the cohort column headings match the codes or names of the cohort types, as found under Management > School Settings > Defaults > Cohort Types:

Student Code, Family Name, Given Name, Preferred Name, Gender, DOB, Year Level, Home Group, [other cohorts]

Go to Management > Import and Export Data > CSV Import > Students.
Set the start date for any students in the csv file who are not already in the database.
Set the end date for any students who have left, i.e. are not in the csv file, and withdraw them from all of their classes.

In order to use the end date settings, the csv file must contain all current students at the school. Otherwise, you may be setting the end date of students who are still current.

Check the next box if you want to withdraw the end dated students from any classes in the current or future academic cycles.
Click the Browse button and select the csv file.
Wait while the file is uploaded and then click Next.
In the Step 2 window, make sure you go through all of the messages that appear and understand the implications of each, taking appropriate action. The main messages and actions you need to take are outlined in the table above, under step 1.

The Preprocess step will indicate the number of new students that will be added and will list these student records if you expand the message regarding new students. Take note of these new students, perhaps even printing the preprocess messages, as you may need to enrol these students into classes in later steps.

Click Next to complete the import process.

Update student records

Manually add any new students via Management > Manage Data > Students, clicking the New icon.
Manually update any student records where students have left, including adding an end date in their record and withdrawing them from classes in the current or future academic classes:

Go to Management > Manage Data > Students.
Double-click a student record that needs amendment, make the changes required, e.g. add an end date, and click Save.
If the student has left the school:
- With the student row highlighted, click the Enrolments button.
- Highlight all of the classes displayed for the student.
- Click the Withdraw icon.
Repeat for all students who need to have data amended or who have left the school.

Add students to other cohorts, e.g. Subschool

This is only necessary if you have cohort types in addition to year level and home group, and these cohorts are not annual, and your csv file did not contain these.

Import these additional cohort memberships via a student csv file, as covered in step 2.1, with a column heading for the code or name of the additional cohort, e.g. SS or Subschool.

Manually add students to these groups:

Go to Management > Manage Data > [Name of cohort, e.g. Subschool].
Click the first group.
Click the Memberships icon.
Click the Add students icon and a table will display all current students.
Sort the table of students appropriately, e.g. by Year Level or Home Group, in order to make selection easier.
Highlight all the students required and then click Add Students.
Repeat the above for the next cohort group.