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    3.2 Importing data into Assessment Expert and dealing Licences

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    IMPORTANT: If you have just registered and are setting up the system for the first time please see our Quick Start Guide which will take you through the initial set up and importing your first base set of data.

    This is available from our website: http://cdmeducation.co.uk/assessment-expert-help-page

    An essential feature of Assessment Expert is the Import facility.

    This requires you to produce a .csv export file from your institutions Management Information System (MIS) and then import this file into Assessment Expert.

    On doing so Assessment Expert will automatically do the following:

    • Create all relevant new Student user accounts
    • Disable Student accounts no longer needed
    • Create all relevant new Teacher user accounts
    • Disable Teacher accounts no longer needed
    • Create / update Subjects, Classes and Student Class lists

    WARNING: For each user account created (Student or Teacher) one of your site licences will be consumed.  Any user accounts disabled as part of the import because they have now left your institution will free up that number of licences and they will go back into your unused pool ready for reallocation to new users.

    NOTE: Running a new import over the top of an old one will “Update” the system.  This should be done at least once a year at the start of the academic year.  However, it is recommended that a Teacher user with the relevant privileges performs a fresh import at more regular intervals as it will allow the system to automatically deal with a variety of situations such as Student Class moves, new Students joining / leaving your institution mid-year, new Teachers joining / leaving your institution midyear etc.

    The following fields are required in the import file.

    • Adno
    • Surname
    • Forename
    • Year
    • Reg
    • Subject code
    • Subject
    • Preferred Surname
    • Preferred Forename
    • Class
    • Staff Code
    • Teacher Number

    NOTE: If you use Capita SIMS then we would suggest getting your institutions data manager to set up a report using the above screen shot as guidance.  This can be outputted in “.csv” file format and will meet all the requirements for Assessment Expert’s data import process.   There is a much more detailed step-by-step guide of how to actually create this report using SIMS available in our “Quick Start” guide from our website: http://cdmeducation.co.uk/assessment-expert-help-page

    We will now go through how the import file is made up and what is required in each of the fields.


    Adno:
    This is the Student’s admission number, it MUST be unique for the Student in your institution and should not change.  It is this field which will become the Students username.  If this changes from one import to another Assessment Expert will recognise it as a different Student.  Even if their surname and forename fields remain unchanged.

    Surname:

    The surname of the Student, this will be displayed from the interface of Assessment Expert in various places.  This field can change from one import to another as long as the Adno associated with it remains the same.

    Forename:

    The forename of the Student, this will be displayed from the interface of Assessment Expert in various places.  This field can change from one import to another as long as the Adno associated with it remains the same.

    Year:

    The current academic year the Student is in.  This is important if your system is using one of the “Sliding Scale” Course Types (See Appendix B).

    Reg:

    The Students registration / tutor group.

    Subject code:

    This should be a code which your MIS uses to uniquely identify each Subject taught at your institution.  Assessment Expert uses this to determine which Teachers teach which Subjects, and which Students are taking which Subjects.

    Subject:

    This relates to the Subject code field.  Whatever text is used here appears on the interface of Assessment Expert in various locations.  This field can change from one import to another as long as the Subject code associated with it remains the same the system will see it as the same Subject.

    Preferred Surname:

    This is the surname of the Teacher who teaches this Student in the associated Class.  This will be displayed from the interface of Assessment Expert in various places.  This field can change from one import to another as long as the Teacher Number associated with it remains the same.

    Preferred Forename:

    This is the forename of the Teacher who teaches this Student in the associated Class.  This will be displayed from the interface of Assessment Expert in various places.  This field can change from one import to another as long as the Teacher Number associated with it remains the same.

    Class:

    This is the Class code your institutions MIS uses to uniquely identify the Class the Student is taking. Assessment Expert uses this to assign Students to Classes / create Class lists and to work out which Teachers teach which Classes.

    Staff Code:

    This is the staff code used by your institution to identify the Teacher. It MUST be unique for the Teacher in your institution.  It is this field which will become the Teacher’s username, it is also displayed on Assessment Expert next to the Class lists.  If a member of staff marries or for some other reasons changes their staff code the system will cope with this and their username will update to reflect the change. As long as the Teacher Number remains the same the system will recognise it as the same Teacher user.

    Teacher Number:

    This is the Teacher number, it MUST be unique for the Teacher in your institution and MUST not change.  If this changes from one import to another Assessment Expert will recognise it as a different Teacher.  Even if their surname, forename and staff code fields remain unchanged.

    Below is an extract of an import file created from SIMS. 

    As you can see there should be one row in the import file for each Subject a Student undertakes in your institution.  In the example below Student 7849 would be associated with 6 different Subjects and would appear in the system under 6 different Classes ready for assessment:

    If this file was imported into Assessment Expert it would:

    • Create 3 new Student users:
      • suede, blathering Username: 7849
      • parrot, deeming Username: 7026
      • brown, calamining Username: 7568
    • Create 13 new Teacher users:
      • Bloodworth, Sue Username: SBL
      • Harrell, Lisa Username: LHA
      • Monk, Pyrrha Username: PMO
      • Donegan, Sean Username: SDN
      • .
    • Assign Students 7849, suede, blathering to the following Classes:
      • 7rs/Dt2 Design Tech                        Teacher: Sue Bloodworth
      • 7rw/Pe2 PE                                           Teacher: Lisa Harrell
      • 7R/E3 English                                  Teacher: Pyrrha Monk
      • 7R/M2 Maths                                   Teacher: Sean Donegan
      • 7S/A1 Art                                          Teacher: Hanna Bullock
      • 7S/Cm1 Computer Studies            Teacher: Iain Lacey

    Performing a system import

    This section will detail how to perform a system import into Assessment Expert assuming you have a “.csv” file in the correct format as detailed above.

    To access admin settings a Teacher user should select “System Management” from the top right corner, it drops down from the person portrait as shown here:

    Once selected they will be taken to the System Management page:

    From here you should choose “Import data”.

    This will bring up the Data Import screen.

    This will open up the “Start New Import” dialog.  Please read this carefully:

    When you have your import file ready and wish to proceed press the “Lock Assessment Expert and begin Import” button.

    As described on the previous screen the system will now be locked to all other users of the system until you complete the import, any users currently logged in will see the following dialog:

    WARNING: If for any reason you don’t complete the import process and attempt to restart it the lock could still be in place.  If this is the case, you will see the warning message below.  As long as you are sure the import didn’t actually start it is safe to press the “Clear Import Lock” button and start the process again.  If you are in any doubt and think the import might still be running in the background then it is best to wait for the lock to time out.

    Step 1: Click the “+Select import file” button, this will open up a standard “Open” file window.  Navigate to the location of your import .csv file and select it. 

    Step2: The name of the file should now be displayed on the Data Import screen.  Double check the right file has been selected and when you are ready to begin click “Start Import”.

    This process might take some time, especially if it is the first time it is being run as it will also be creating all of the appropriate Student and Teacher user accounts.

    Please be patient while the import works, you will receive progress bar notifications as shown below to let you know what the import process is doing:

    On completion the system will report how many new user accounts have been created / updated.  If no new user accounts have been created and the import is simply being run to perform an “update” to the system this will also be indicated:

    Any errors in the import process will also be reported at this time.

    Please speak to your institutions administrator of the system if you feel there are issues with the import.

     

     

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