In this article we will explain the steps to import and set up your schools data. If you are using a legacy system, then contact our Support team to discuss exporting and transferring across to MySchool.
Admin note: Data once uploaded cannot be altered during the upload process, so please talk to your MySchool contact or Support team before uploading data into a live system.
Where to begin
Start with the Student data. The mandatory fields are First name and Last name. Also advisable would be Date of birth. If you use a legacy system then please include their external ID number (or legacy ID). If you do not use any external ID, then simply create an ID number starting from user 100. Other fields can be included if you have the data available. Avoid attaching an address or contact number to this file, unless you are dealing with mature students.
Addresses are attached to the Guardians profiles in MySchool. This way you can create Households for easy contact and reporting features.
Staff & Guardians
Secondly, download the staff & guardian template. Distinguish between who is staff or not. Mandatory fields are primary email, address and telephone number attached to these users. We advise creating an external ID, start the external ID's at 1000 if you are not using another system. This will be used to build a relationship between Guardians and Students in the next step.
If a staff member is both guardian and staff, then they will have one account. Do not include duplicates in the sheet.
Student to Guardian relationship
This file is the link between the two previous files. Using the external ID to link the guardians to the student, then MySchool will do the rest. Make sure that at least one of the guardians is classed as 'main', this is a minimum requirement for many of the base features in MySchool.
At this point the new 'users' can be found in the system using advanced search, as they have not been placed into an active group. They will not be available with the normal search function. This would be a great point to speak to MySchool support and book a meeting to discuss the next steps.
In MySchool, students become students by being enrolled in a class/course, within a school level. The next phase is to prepare where to place your students.
During the on boarding process you will be asked for your school levels and set up. We will create these for you. A School level example is primary, secondary etc. Have a look at this article for more information on levels. When importing the classes, prepare these according to class level. A class level is Grade/Year 8,9,10 etc.
The system can create identifiers, if you use Grade 8 A, then you will be instructed just to add the identifier to the list. Teacher's can be attached here, but it is not mandatory. Ensure they were imported in the staff and guardians file.
Now we can attach the student list to the classes and enrol the students. The external ID is preferable at this stage rather than the student Surname, First name. If you have uploaded the students into your MySchool instance they would have been attributed a MSM ID. Have a look at the Data report article to export this data.
To check the internal MySchool ID, open a created class, and look at the URL bar if you need to check for one class.
At this point, your user base is set up in the system, Students entered, and Guardians attached. The students will be assigned to classes, and Teachers assigned to classes as well. The next phase is to import the Subject, Course, and Course enrolment data.
Note that you can create curriculum from scratch in MySchool, this way enables you to get used to the interconnection between Subject, Course, Grade Grid, and Grade Report.
The subject is the base for setting up courses and then attaching to classes. This can be entered using the class level id, or the class level name. The result would be Grade 10/English 10.
You can now fill out the sheet with the different courses. The mandatory fields are Academic year, Subject and Course name. So the file will be 2018/English 10/English 10A.
Now we can plan to enrol the students into the new courses. The mandatory fields are student and course. This step is made easier by using an external ID.
We appreciate that transferring data from one system to another is time consuming. However, we must stress that all management Information Systems work with good data. We require the uploads to be entered in a certain format, allowing us to map fields and labels. Checking your data before performing the uploads is a worthwhile exercise at this point.
After you are happy that all the mandatory fields are complete, and your data is ready for import then you can proceed to the Import tool, and start uploading the data.