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How does an Administrator do the Roll-Over Process for Schools without Integration? (Community Edition)

Warren Chan
Updated
For Community Edition

This guide will show how the School's Administrators prepare for a new school year by importing the new list of students and archiving the old information.

 

Process Overview

A typical roll-over for a new year involves two basic steps listed below.  These steps do not necessarily have to happen at the same time and, in particular, step 2 will usually happen just after the new year starts.  In addition, some steps can occur multiple times as new information is entered into your Student Administration System.

  1. Archive the group, eForms, and students' profiles that are leaving the school
  2. Update the existing students, import the new students, and assign all the profiles to their respective groups.
     

STEP 1: Archive the groups, eForms, and students' profiles that are leaving the school

The process of archiving students' profiles, groups and eForms moves them into the Archive section. These will no longer be available for viewing by teachers or other staff on their mobile devices or via the website interface. Only the Operoo administrators can view the archived data.

These steps are only done once and must be performed carefully as once you archive a student profile, the connection between the parent and the school is severed. 

For the new year you will typically need to:

  • Archive the previous year groups (e.g. Year 12, Class 02B, Choir Group)
  • Archive the old eForms (e.g. Year 7 Basketball Match)
  • Archive the students' profiles that have left the school (e.g. students' profiles in Year 12) 

Please follow the steps below:

1. Go to Reports/Archive.


 

 

 

2. Then select Archive Multiple Groups on the left-hand side menu.
 

 

3. The next page will show all the group names, # of profiles in each group, and the eForms created.  Tick the box next to the group name, profiles, and eForms to archive.
 


 

NOTE: For the example above, we are going to archive the following:

  • Year 6 group and all the profiles assigned to this group. These are the profiles of the students who are leaving the school.
  • Year Prep, Year 1, Year 2, Year 3, Year 4 and Year 5 groups only. The profiles in these groups will NOT be archived. Please make sure that the "Active Profiles" column of these groups is not ticked to avoid archiving the profiles. These are the profiles of those students who are staying but are just moving to another group/year level.
  • All the Passed eForms

4. Click the Confirm Archive button to proceed. 

5. The next page will show a summary of what will be archived. Please carefully review the list. Once confirmed, please type your password in the box on the lower left side of the page, and then click the Conform button on the on the lower left side of the page.


 

STEP 2: Update the existing students, import the new students, and assign all the profiles to their respective groups.

A. Import the new students

This step enables the school to do the following:

  • Start collecting the required emergency and medical details for students who are yet to start at the school, and assign these new students to their groups

This step is typically done several months before the new year starts (when the school knows about the new students). This gives the parents of new students plenty of time to enter the required details.  It can also be repeated multiple times as new students are enrolled.

To perform this step, you will need to export an Excel or a CSV spreadsheet from your administration system containing just a complete list of the students.  The spreadsheet must contain the following data for each student:

  1. The Students' full names (or separate fields for first and last names)
  2. The Students' IDs
  3. The parents' email addresses
  4. The parents' mobile phone numbers (optional)
  5. Names of the groups of the students (New Students 2015, Year 7, Year 9, Class 12B, etc.) 

An example FORMAT is below
 

Create a spreadsheet with columns for the following:
 

 
    • Student's First Name *
    • Student's Last Name *
    • Student ID
    • Primary Parent's Contact Email Address (eg. the Mother's email)
    • Primary Parent's Contact Mobile Number (eg. the Mother's mobile number)
    • Secondary Parent's Email Address - used for notifications only (eg. the Father's email)
    • Secondary Parent's Mobile Number - used for notifications only (eg. the Father's mobile number)
    • Group Name 1* (Name of a group the member belongs to eg. Class, Level or Team)
    • Group Name 2 (Name of a group the member belongs to eg. Class, Level or Team)
    • Group Name 3 (Name of a group the member belongs to eg. Class, Level or Team)
    * indicates a mandatory field
SAMPLE SPREADSHEET FOR NEW STUDENTS/MEMBERS
 

 
Once you have a spreadsheet in this format, follow the steps for creating the new care profile requests here: How does an Administrator Import the data from a spreadsheet/existing systems?
 

The Operoo system will now start to send profile request messages to the primary carer asking them to complete the health and safety details for the student. It will also update the existing Operoo profiles and add them to their new groups.


NOTE: Assigning new profile requests to more than three groups is currently NOT possible. The spreadsheet containing the details of the new profile requests should only contain a maximum of three groups. If you need to assign these new profile requests to more than three groups, please follow these steps:

  1. Upload the spreadsheet with the first three group names of the new profiles
  2. Follow Step B of this article and create a spreadsheet containing the other group names (e.g. Group 4, Group 5, Group 6, etc.) to update the existing profiles.

 

 

B. Update the existing students and assign them to their respective groups

Prepare another spreadsheet that contains only the following: 

  1. Student IDs
  2. Students' full names (or separate fields for first and last names)
  3. Names of the groups of the students (New Students 2015, Year 7, Year 9, Class 12B, etc.) 

Finally, import them the same way you did it with the new students. :)

Note: Should you need to assign a profile to more than three groups, you may follow the format below:

Create a spreadsheet with columns for the following:
 

 
    • Student's First Name *
    • Student's Last Name *
    • Student ID
    • Group Name 4 (Name of a group the member belongs to eg. Class, Level or Team)
    • Group Name 5 (Name of a group the member belongs to eg. Class, Level or Team)
    • Group Name 6 (Name of a group the member belongs to eg. Class, Level or Team)
* indicates a mandatory field. 
 
SAMPLE SPREADSHEET FOR EXISTING STUDENTS/MEMBERS

 
Please make sure that the details on the first three columns Student First Name, Student Last Name and Student ID, ) match the existing database record so as to avoid the creation of duplicate profiles.


For further assistance in doing the rollover, please reach out to Operoo Support Team via email - support@operoo.com or through the Live Chat feature or call our Support Hotline

For schools using the Operoo integration with SAS2000 or Synergetic, please refer to this article: How does an Administrator do the Roll-Over Process for Schools With Integration?

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