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Exporting Data out Of CASE21 to use for the Student Id Tracker or SPAtracker files

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In this section we are going to learn how to export the data need for the student ID file from inside CASES21.

Step 1: Log into CASES 21

Step 2: Click on the Worksheet- Display SQL Tables Link

Step 2: Click on the Worksheet- Display SQL Tables Link

This looks like a little excel spreadsheet with a magnifying glass on it.

Step 3: Click Add Table ( you may have to click design mode first)

Step 3: Click Add Table ( you may have to click design mode first)

Step 4: Select the ST students Table

Step 4: Select the ST students Table
  1. Click Minor on the left of the table select window
  2. Scroll down to ST Students and select it
  3. Then click ok

Step 5: Select the fields required.

Step 5: Select the fields required.

Double click the fields required for the csv file.

This will depend on which product you are preparing the data for (SPAstandard, SPAtracker or SPAplatform).

The list below contains all fields required for SPAtracker or SPAplatform template preperation. The template for SPAstandard (Student_Id_Tracker) only requires fields 2,3,4,12 & 13.

  1. SCHOOL_YEAR
  2. SURNAME
  3. FIRST_NAME
  4. STKEY
  5. MID_NAME or SECOND_NAME
  6. PREF_NAME
  7. GENDER
  8. BIRTHDATE
  9. KOORI
  10. PSDREQ
  11. ENG_SPEAK
  12. HOME_GROUP
  13. STATUS

Step 6: Select Only the Active Students

Step 6: Select Only the Active Students

IMPORTANT NOTE: You must enter the following =’ACTV’ in the criteria cell under STATUS or you will get all your past students not just the active ones.

Step 7: Un-tick Show under the * and Status Cells.

Step 7: Un-tick Show under the * and Status Cells.

Step 8: Click Apply

Step 8: Click Apply

Step 9: Select the data to export to excel.

Step 9: Select the data to export to excel.

Click the box in the top corner to select all the records

Step 10: Click Export to excel

Step 10: Click Export to excel

Click yes if prompted to trust the VB code

Click yes if prompted to trust the VB code

This will open up excel with the data in it

This will open up excel with the data in it

Step 11: Remove any unused columns

Make sure to remove any un used columns and only keep the required fileds

  1. SCHOOL_YEAR
  2. SURNAME
  3. FIRST_NAME
  4. STKEY
  5. MID_NAME
  6. PREF_NAME
  7. GENDER
  8. BIRTHDATE
  9. KOORI
  10. PSDREQ
  11. ENG_SPEAK
  12. HOME_GROUP
  13. STATUS

Step 12: Save the file as an Excel 97-2003 .xls format.

Save the file onto your computer making sure to keep it in the Excel 97-2003 .xls format.

You are now ready to paste the information into the required template and upload this file to SPA.  The required template will depend on whether you are using SPAtracker, SPAmarkbook or SPAstandard

Please see the uploading your data section of this manual. Or if you are viewing these instructions online, click here

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