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Creating and Importing the SPAtracker Student ID Template- Secondary Schools

In this section we are going to learn how to build and import the SPAtracker Student ID Template. This file will tell the system what students are at the school and what classes they are in. If applicable, It is also where you will decide who will get an EAL (English as another Language) report/EAL graph.

Step 1- The information required to fill in columns 'B-M' inside this excel spreadsheet should be able to be exported from your administration system or your school timetable package. Ie- CASES, SASS, timetabler, Compass or another piece of school administration software. Some schools may have already built most of their SPAtracker Student ID Template due to using other modules of our software. These schools will be able to reuse this file, but more details will need to be added. If you have not already created your SPAtracker Student ID Template file or are unsure how to export this information from your school administration systems please click HERE for instructions.

Click HERE for instruction on Exporting Data out of CASES to create the SPAtracker Student ID Template

Click HERE for instruction on Exporting Data out of SASS to create the SPAtracker Student ID Template

Step 2- Columns 'N' onwards will also need to have have data added to them, It will depend how many subjects your student undertake to how many will need to be filled in. In these columns you must included all classes the students' are in, as well as any support/ extension programs and instrumental music classes. Therefore, some students will be in more classes than others.

Please note- You may also assign students to instrumental music class to allow instrumental music teachers to write a report for the student's private instrument class. You may also add intervention/extension classes to enable the students special needs teacher to write a report on progress within this intervention/extension class.

!!PLEASE NOTE IT IS ESSENTIAL THAT YOU ADD THE WORD CLASS TO ROW 2 FOR ANY ADDITIONAL ROWS YOU ADD CLASSES FOR!!

Step 3- You will need to fill down the calendar year column to represent the current calendar year

Step 4- **EAL STUDENTS** In column 'M' tagged EAL, you will need to check if you agree with the information supplied in this column and change the information where applicable. Any student marked as a 'Y' in this column will be considered an EAL student, and consequently anywhere in the report where the students are to be marked on the English Learning Areas, this will automatically be replaced with an EAL graph instead. (ie- Adam Nazario, will not be marked on the standard English Learning Areas anywhere in his report, instead he will be marked on the EAL continuum.)

Once you have completely filled in this template, you are ready to upload it to the SPAplatform (instructions below). Once uploaded, the information in this file will be used for all modules on the SPAplatform (SPAreporter, SPAmarkbook...ect).

Step 1: Create your Student Import file.

Step 1: Create your Student Import file.

Step 2: Login to SPAmarkbook

Step 2: Login to SPAmarkbook

Step 3: Navigate to the Upload Students section

Step 3: Navigate to the Upload Students section
  1. Click Maintain
  2. Click Students
  3. Click Upload Students

 

Step 4: Upload your file

Step 4: Upload your file

There is two ways you can upload your file.

  1. Drag and drop you file in or
  2. Click the "Browse" button and navigate to the SPAtracker Student ID template file on your computer

Step 5: File Verification Screen

Step 5: File Verification Screen

The Verification Screen will give you an overview of the data being imported. Including the number of new students added, the number of existing student details that will be updated, any filters created and the year the data is for.

Before the file is imported it will be verified to ensure it has all the necessary information.

If all the data is correct in your file you will see a Green FILE VERIFIED in your status and you are ready to continue

 

Step 6: Teaching Period

Step 6: Teaching Period

Using the drop down option select what teaching period this file is for. Most Primary Schools will choose 'full year'. Most Secondary Schools will choose a semester. It depends on how often your classes/electives change in the school year.

Step 7: Ready to Import

Step 7: Ready to Import

Click on the "Import" Button

Step 8: Import confirmation

Step 8: Import confirmation

Wait until the file import log shows you that the import has been completed.

You have now successfully uploaded the SPAtracker Student ID template. The system now knows which students are in your school and what classes they are in.

 

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