Information for using Silent Dismissal

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admin:load_data [2017/03/08 20:56] (current)
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 +====== Data Load ======
 +===== Accounts =====
 +As an administrator,​ navigate to **Accounts / Bulk Load**. Read the directions on this page to create a spreadsheet with the required user accounts - administrative,​ dismissal, and classroom. Copy and paste the data into the page to create the accounts.
  
 +Each person accessing Silent Dismissal requires his or her own account. Transactions are attributed to individual user accounts so it is not advisable to share user IDs and passwords among individuals. [[admin:​Creating Accounts|Read here about creating accounts]].
 +===== Students =====
 +  - As the Administrator,​ run the report **Reports / Staff Reference** after the accounts have been created to obtain the numeric code for each classroom.
 +  - Go to the page **Students / Bulk Load** to learn the format of the spreadsheet for loading student accounts.
 +  - Export the student information,​ including street address, from your Student Information System into a spreadsheet.
 +  - Sort the spreadsheet by street address. ​
 +  - Determine the column to be used for the carpool numbers
 +  - In the second row of the spreadsheet enter a formula to calculate the carpool number
 +    - Here is an example of the formula, assuming that the second student record field for the carpool ID is in column H, row 3 and the student street address is in column K:
 +    - =if(K3=K2,​H2,​H2+1)
 +    - This formula is interpreted as follows:
 +      - if the current street address (k3) is the same (equal to) the street address of the preceding student (K2), then use the same carpool number (H2), but if it is different, then add one the carpool number (H2+1)
 +  - In the first row of the student records (H2), enter the starting carpool number such as 1, 100, or 101
 +  - Once the carpool numbers have been calculated, select the entire column, then perform a copy followed by a paste as value operation to replace the formulas with actual numbers so that the numbers won't change when the data is moved around
 +  - Now fill in the classroom field column with the proper staff reference value from the report above. You may do this by performing a search and replace (CTRL-H) on the teacher names or by sorting the student records by staff name then entering the reference number using the keyboard and mouse to copy and paste into the appropriate fields
 +  - Enter the appropriate numeric value for the student grade as defined in the instructions:​ Use a numeric value for the grade with 0 for kindergarten,​ -1 for 4K (pre K), -2 for 3K, and -3 for Other. If not entered, all accounts will default to kindergarten.
 +  - Finally, copy all five columns of data - Last Name, First Name, Carpool ID, Grade, and Class Code from the spreadsheet for all of the students, paste into the input field in Silent Dismissal, set the drop down to Use Data Set, then press Submit
 +**Student carpool numbers must be between 1 and 4999** Numbers 5000 and larger are reserved for groups of type carpool
 +===== Groups, Locations, and Messages =====
 +All of the student groups including buses, daycare vans, clubs, and more; preset messages, and locations (other than zones) may be created from a spreadsheet.
 +
 +  - Go to the **Groups / Bulk Load** page to see the letter codes for these items.
 +  - Create a spreadsheet with two columns
 +    - First Column contains the code letter
 +    - Second Column contains the name of the group or location, or the text of the message
 +  - Copy the two columns then paste into the bulk load page then press Submit
 +
 +===== Assigning Groups =====
 +Assigning groups cannot be done via the bulk load function. Two different options are available to the administrator to assign students to groups.
 +
 +**__It is recommended to have teachers set the group settings for each student in his or her classroom rather than doing this as an administrator__**
 +==== From the Group ====
 +  - Go to **Groups / List All** or **Groups / [Group Type]**
 +  - Click on the group name
 +  - Scroll down the page to find the list of students
 +  - Place a check mark in the Grp column to add a student to the group, or deselect an existing check mark to remove the student from the group
 +    - By default, the student is assigned to the group for each day of the week. Deselect any days that the child will not participate in the group
 +==== From the Student ====
 +  - Go to the **Students / List** then select the letter of the student'​s last name
 +  - Click on the student'​s last name
 +  - Scroll down the page to find the list of students
 +  - Place a check mark in the Grp column to add a student to the group, or deselect an existing check mark to remove the student from the group
 +    - By default, the student is assigned to the group for each day of the week. Deselect any days that the child will not participate in the group
 + 

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