Updating+student+information

BEFORE DOING THESE STEPS, PLEASE BACKUP YOUR DATA BY FOLLOWING THE STEPS HERE

At the beginning of a new school year, you will need to update the student information list to include new students, and to reflect class changes for existing students.


 * STEP 1:** Export your student information from CASES (for the new school year) and convert it into a format ready for the SharePoint Database - if you are unsure of how to do this, **follow STEP 1 and STEP 2 (up to point number 5)** on this page


 * STEP 2:** Download this spreadsheet: [|Blank-student-information-update-new-year-v2.xls]


 * STEP 3:** Go to the first tab in the speadsheet ('Current student info') and paste in the cells from the 'Data ready for SharePoint ' tab in the conversion spreadsheet from STEP 1.


 * STEP 4:** Go to the second tab in the spreadsheet ('Previous year student info') and paste in the cells from the 'Data ready for SharePoint' tab in your PREVIOUS YEAR'S CONVERSION SPREADSHEET

Updating classes for existing students

 * It is recommended that you manually update your students' year levels and classes by simply overwriting the contents in the Year level and Classes columns in the student information list.** This can be made less time consuming by filtering the list to display only one year level at a time and then dragging down the new year level to all cells in the column.

Adding new students

 * STEP 5:** Go to the third tab in the spreadsheet and paste the **CASES ID column** from the first tab ('Current student info') into **Column A**


 * STEP 6:** In **Column C** on the third tab, **sort the results** so that the students marked as 'NEW STUDENT' are grouped together.


 * STEP 7:** Select the cells from 'Column D' to 'Column O' for all new students - Be careful to ONLY highlight cells with content as any empty rows will create blank entries in your database) then press **Ctrl+C** to copy the contents


 * STEP 8:** Go to the Student Results SharePoint Database, and click on **View all Site Content** at the top of the Quick Launch bar on the left. Click on the **Student Information** list. Change the view to **'All Items'** using the orange drop-down box at the top-right of the list.


 * STEP 9:** In the **Actions** menu for the list, select **Edit in** **Datasheet** (NB: this only works on computers with Microsoft Office 2007 installed). Click on the next available row in the **CASES ID** column (NOT the ID column - This column is automatically filled by SharePoint with a generic ID number). Press **Ctrl+V** to paste in the cells you copied earlier. All columns should now be filled with your current data from CASES21