TABLE OF CONTENTS
Preamble
It is possible to import student data and classes directly into an E10 .etz file from a spreadsheet. Formats supported include .csv or Excel .xls .xlsx formats.
Data can be imported as a single year level or with multiple year levels.
Students may or may not already exist in the .etz file. If they do already exist in the .etz file, the import process will give the option to 'merge' incoming data with existing data, or 'overwrite' existing data completely with the incoming data. Merging is most commonly used, although overwriting is required on occasion, but be aware all existing data will be replaced.
Tip: Depending on what student data is being imported, sometimes it takes a few goes to get it right. A good tip is to save the file before beginning an import, and if errors are found when checking the imported data, simply choose 'Revert to saved file'. Edit the data, and start again.
Alternatively, create a copy of the .etz file to have a practice, and then when it looks good, duplicate the process in the live file.
1. Prepare a .csv or Excel file
The following fields may be included in the spreadsheet. Student codes are always required, as data is always matched based on codes. The other fields are optional, depending on what the user is choosing to import.
- *Student Code (always required)
- Student First Name, Surname or Full Name
- Year level (required if multiple year levels are being imported at once)
- Letter group
- Number group
- Male / Female
- House
- GUID / Statewide ID
- Class codes
- and many other fields that exist in the Students > Student data page
The columns in the spreadsheet are not required to be in any particular order; nor do they need specific heading titles. Column headings can be matched later during the import. It is also possible to use a spreadsheet that contains data that will not be imported, however, it is good practice to prepare a tidy file for import.
Sample spreadsheets ready for import:
The following example is where student data, code and name, already exists in the .etz file, and class codes are being added to the existing data.
It is acceptable if extra fields that already exist in the .etz are included in the spreadsheet, such as student names. This example just shows that it is not necessary to include data that already exists, as the imported data will be merged with the existing data.
Reminder: student code must always be included in the spreadsheet for matching purposes. Important: Students must be an exact match. Student codes are CAse SEnSiTive.
Reminder: student code must always be included in the spreadsheet for matching purposes. Important: Students must be an exact match. Student codes are CAse SEnSiTive.2. Import data
File > Import data > Student data > All year levels, one row per student (where the spreadsheet contains multiple year levels)
File > Import data > Student data > One year level, one row per student (where the spreadsheet contains a single year level only)
Where 'One year level' is chosen, a prompt will ask which year level the data should be imported to:
Locate the saved spreadsheet and select 'Open':
E10 may understand some of the columns, in which case it will add the column header. If it is unsure of the data in the column, unmatched heading fields on the right can be dragged and dropped to match the data. All columns to be imported must be matched to an E10 field.
The image below shows that E10 has matched three columns. In this example, E10 has highlighted class codes in brown to highlight that these class codes are not recognised by E10 ie, they do not exist in the .etz file. The user has the option to abort at this stage and amend the spreadsheet, or proceed, in which case E10 will offer to create these classes.
Once 'Go' is selected, the next prompt will ask whether any existing data should be replaced (overwritten) with the new data, or whether any existing data and the new data will be merged. It is most important to get this right.
Clear and Overwrite: Will replace all existing data for the chosen year level with the incoming data.Merge: Will check for new data in the spreadsheet and add this data to the existing student data.
The unrecognised class code message shows the option to have E10 create these classes or skip the class creation. When selecting Create, the user will need to add all other data regarding these classes in the Class data screen.
Selecting Clear and Overwrite will also clear the students’ preferences (if any) in Lines > Elective data > Students screen for the selected year level.
Merging incoming class lists data with existing class list data
There is a slight difference in how class list data is imported if students exist in the .etz file and are already in some classes.
This image shows that students are already enrolled in some classes. If we were importing additional classes to these, we must not select the Class1 or Class2 headings at the import stage, as even a merge would overwrite these existing classes.
Rather, select Class3, Class4 etc, as there is no data in the Class3 or 4 columns.
Match the exact Class heading that the incoming data should be merged into.
3. Check the imported data
Students > Student data
It is wise to check the student data to make sure that it has imported as expected.
If it has not occurred as expected, or errors are discovered at this point, the file may be 'reverted to saved file', the spreadsheet fixed, and imported again.
This document: E10 - How to change student codes in bulk - outlines the process of changing student codes in bulk via an import from a spreadsheet.
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article