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-N' inside this excel spreadsheet should be able to be exported from your administration system. Ie- CASES, SASS, or another peice 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 infomation from your school administartion systems please click HERE for instructions.
Step 2- Columns 'O' onwards will most likely need to have have data added to them, however, it is dependant on the school to what data will need to be included. In these columns you must included all additional classes the students' are in. In a primary school this will usually be the specialist classes the student attends, as well as any support/ extension programs and instrumental music classes. Therefore, some students will be in more classes than others.
In the example image below you can see students' homegroup class listed in column N. In this example school, these same homegroup classes move to a new teacher to be taught ART, PE and SCIENCE. Because it's a different teacher teaching these subjects/classes, a new code has been assigned to each of these classes to represent this. Ie- 3K is the homegroup, 3KART, 3KPE, 3KSCI are the codes this school has assigned to this class to differentiate their specialist classes. For advice on Excel tricks to enable you to generate these new codes quickly, click HERE (this link is yet to be created).
You'll also note that in the example file below, Adam has been also assigned to FLUTE to allow his instrumental music teacher to write a report for his private instrument class and Aleida has been added to the class INTERVENTION-Reading to enable her intervention teacher to write a report on her progress within this intervention 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 calander year column to represent the current calander 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 infomation 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- Alba Clagg, will not be marked on the standard English Learning Areas anywhere in her report, instead she 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).
1a) How to Concatenate Class names in Excel
Step 4: Upload your file
There is two ways you can upload your file.
- Drag and drop you file in or
- Click the "Browse" button and navigate to the SPAtracker Student ID template file on your computer
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
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.