Transfer/Import A Grade Level

This option allows you to import student data for an entire grade level from another school using web2school. Follow the directions after the graphic to begin the import.

Steps

1. Click on the Management Menu and select Data Management.
2. From the Data Management Menu select Import. Then select Import A Grade Level. The program displays the Import window.
3. On the Import A Grade Level window you can select the data items to import. Students and Guardians are always imported.
4. When the data to be imported has been selected, click OK to continue.
5. The Select Directory screen is displayed. This allows you to navigate to the computer and directory or folder from which you would like to import your transfer files.

When you have navigated to the appropriate location you need to select the folder that contains the transfer files. Make sure you do not open it, only select it.

6. Click OK to begin importing. This process may take several minutes depending on the amount of data you have, the speed of your computer and the speed of your network.
7. When the transfer is complete, the program displays the Transfer Complete window and indicates the number of students imported.
8. Click OK to close the window.

Note: All other users should be out of web2school during this process.

Import Notes:

1. Commas are replaced with spaces in the exported data, so if a student had a comma in his address at the sending school it will not be in the imported data.

2. When Guardians are imported the program compares Last Name, First Name and any one phone number to see if the guardian is already in the database. If there is not a match for the Guardian, then he/she is added. The appropriate student is associated either with the new guardian or the existing guardian.

3. When importing user defined fields the heading of the incoming data fields must match an existing field or the data is not imported.

4. Student Descriptive Categories - The Category name and Sub-Category abbreviation from the sending school must match a Category name and Sub-Category abbreviation from the receiving school exactly or else the data is not imported.

5. Attendance Data is not exported/imported except for District Enrollment date.

6. Only Health data with matching category names is imported. For example, if the sending school has an immunization labeled OPV and your school has that immunization listed as O-P-V, that data will not be imported.

7. Standards data is imported only if your school has the same assessments in the same order as the sending school.

TIP: To view a list of students with their old ID and their newly assigned ID, use Windows Explorer to navigate to the folder with your transfer files. Open the file labelled WIDnnnn.TRN (nnnn is the year of graduation of the students transferred).

See Also

Transfer/Export A Grade Level