To assist teachers in taking attendance during periods scheduled by Enriching Students, school absentee data can be imported into Enriching Students. Once an import is completed, students who have been marked as absent in the school information system will be displayed as absent in Enriching Students. (Note: Only data indicating whether a student is absent or not can be imported into Enriching Students)
Although the terms import and export have different meanings based on which system you are viewing the process from, throughout this document, the process of moving data into Enriching Students will be referred to as “importing”.
Why import Attendance data from your Student Management system? The following diagram highlights the benefits:
Moving Attendance Data To Enriching Students (Importing to ES)
Importing attendance data requires that you create a .csv file with current attendance data. The typical time to create this file is after initial attendance has been taken and all absent students have been identified. Virtually all school information systems have the means to export attendance data, and most have a mechanism whereby an automated process can be created to support this. The file format supported by Enriching Students is a comma-separated value (.csv).
.CSV file specifications
The .csv file requires a specific file name and a specific column header
The filename needs to duplicate the following pattern: your-schools-import-key_attendance.csv. For example: 99b012340f-attendance. (Note: This import key is in your welcome email and can be found by logging into Enriching Students and going to: https://app.enrichingstudents.com/Admin/Configuration)
The file needs to have a specific value in the first row (header row): ExternalStudentId
The rest of the rows will contain the data that is to be imported into Enriching Students, essentially one column of data; the student Ids of the students who are absent for the day.
When opened in Excel or another spreadsheet application, the file will be similar to this:
Making File Available to Enriching Students
After the file is created (or as part of the process of creating it) the file needs to be uploaded to the Enriching Students file server. This can be done with a file transfer application, such as Filezilla. (To set up your SFTP client tool, please refer to the directions found here)
Whether you choose to move the file to the sftp folder manually or through an automated process, you can use a file transfer client application to view the contents of the folder at any time.
Enriching Students maintains a process that continuously checks the folder for an attendance file, and then imports the data if one exists.
How Incorrect Data is Handled
If an attendance file contains student Ids that do not match any students in your school, these Ids are skipped and the process continues, setting attendance status for the matching student Ids.
A report is sent by email every morning to each school that imported data by means of the automated system.
The report includes details regarding the rows of data that were processed and those that were rejected.