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 Management System.
- Archive the group, eForms, and students' profiles that are leaving the school
- Update the existing students, import the new students, and assign all the profiles to their respective groups.
STEP 1: Archive the old groups, old eForms, and students who are leaving the school.
- Archive the students' profiles that have left the school (e.g. students' profiles in Year 12)
- Archive the previous year groups (e.g. Year 12, Class 02B, Choir Group)
- Archive the old eForms (e.g. Year 7 Basketball Match)
Please follow the steps below:
1. Archive old students
https://support.operoo.com/hc/en-us/articles/16214424330388-How-does-an-Administrator-archive-multiple-profiles
https://support.operoo.com/hc/en-us/articles/16214445862548-How-does-an-Administrator-archive-a-single-group-Community-and-Group-Edition
STEP 2: Update the existing students, import the new students, and assign all the profiles to their respective groups.
A. Import the new students
To perform this step, you will need to prepare a CSV spreadsheet which contains relevant data about the student and their contacts. You may export the data from your school management system. The spreadsheet should contain the following data for each student:
- id - this is the field which will be used to match or create Students records
- first_name
- last_name
- dob - date of birth in the format YYYY-MM-DD (OPTIONAL)
- gender (OPTIONAL)
- middle_names (OPTIONAL)
- preferred_first_name (OPTIONAL)
- preferred_last_name (OPTIONAL)
- phone_mobile (OPTIONAL)
- email (OPTIONAL)
B. Import the new students' contacts
You also need a separate CSV file for the new student contacts including the existing contacts that need to be modified. The spreadsheet should contain the following column:
-
id - Contact id. The column used to match Student Contact records
-
first_name
-
last_name
-
member_id - the student id this contact is associated with
-
Relationship_code
-
permission - either "view_and_update" or "no_permission"
-
phone_mobile -
-
phone_work - (OPTIONAL)
-
phone_home - (OPTIONAL)
-
Email - It says on our Import screen that it is optional but this should be entered so that we can notify the contact about their username and password.
The steps to import the students' contacts are outlined in this article:
C. Update the existing students and assign to their respective groups
Please prepare the CSV file containing the updated groups for the new school year and then import the data by following the steps outlined on this link:
-
group_name - this is the field that will be used to match or create Groups records.
-
member_ids - comma-separated list of imported student ids
- staff_ids - comma-separated list of imported staff ids (OPTIONAL)
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