CDR import is used to locate individuals on the central database (CDB), retrieve their details, and create profiles. Used for both Student and User profiles (Staff or Guardians). Admin staff can quickly create profiles using the key identifiers of ID card number and Date of Birth.
How to access
Click on quick links, and find CDR create in the list. This option may also be found in the Administer menu header, CDR create.
Follow the steps below to create a student, then after to create a staff/guardian profile.
A) Finding and creating Students
- Select STUDENT record type
- Enter 7 digit Maltese ID card + Letter
- Date of is DD/MM/YYYY
- Press Search
B) Enrolling Student
- The student profile will have Name, ID card, Gender, DoB, City and Country of birth already filled.
- Select the class from the drop down list. MySchool will not let you save without this.
C) Guardian profiles
If both guardians are new to the system, then their details will be used to create their MySchool profile.
- Verify relationship to the dependant
- Set access levels or leave as default. These can be changed on the guardian profile.
- Press CREATE RECORDS to complete
- Save the student profile afterwards
Don't forget to enrol the student in the courses attached to their class. Follow the article for detailed instructions
What if the Guardian profile already exists?
If the above message is shown then the student has siblings, and the guardian profile already exists in your school. Leave the relationship, and access levels as default, unless otherwise instructed.
What if the guardian has a profile in another school ?
- Create the student record as above.
- Use CDR create to initiate the change request IF you know the guardians ID number AND date of birth. Follow the instructions in this article
- If the ID number is known then go to quick links create/Staff & Guardians, enter the id number on the particulars page, and follow the onscreen prompts for the change request
Importing User profiles (Staff/Guardians)
In the same way the student profile is created, then we can also use the CDR create to import guardians and new staff members.
- Select STAFF/GUARDIAN record type
- Enter 7 digit Maltese ID card + letter
- Date of is DD/MM/YYYY
- Press SEARCH
The user profile will be created with the details found.
On verification, then press CREATE RECORD. The user record will be created in the school. Now set the user either as staff or guardian (or both).
If the user profile is Staff/Teacher
- CREATE RECORD
- On Profile of new user, enter primary email on contact tab
- Now go to the employment tab, and set the employment context, dates, and set the employee as ACTIVE.
- If the user is a Teacher then go to the Teaching tab and add the class and courses attached to it.
If the profile is for a Guardian
- CREATE RECORD
- On Profile of new user, enter primary email on contact tab
- Now go to the dependent tab, and search for the student to which the guardian should be attached
- Determine the relationship
- Set the access rights accordingly (Ignore Invoice check box)
- Find other siblings by using add dependants for the rest of the family
If you do not set the user as either staff, Teacher, or guardian, then they will be classed simply as a user. You can retrieve the profile using advanced search.
Data completion
When creating new users, try to enter as much data as possible, and keep to a common naming format. This makes the records complete, and reporting easier. The data completion report allows clerks and administrators to monitor data levels.
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