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)
In addition, attendance data captured in Enriching Students can then be scheduled for export to a dedicated folder, allowing the school to retrieve the data and “import” it back into the school information system.
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”, whereas moving data out of Enriching Students will be referred to as “exporting”.
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 two specific column headers
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)
The file needs to have specific values in the first row: ExternalStudentId and AbsentFlag. The rest of the rows will contain the data that is to be imported into Enriching Students, essentially two columns of data; the student Ids and the corresponding value to indicate whether the student is absent or not. (Note: The value that is used to indicate “absent” is an element of the school’s configuration settings. It can be found by logging into Enriching Students and going to: https://app.enrichingstudents.com/Admin)
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 upload 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: insert-directions)
Your school has a folder dedicated to your attendance data. (The name of your sftp folder is found by logging into Enriching Students and going to: https://app.enrichingstudents.com/Admin)
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.
Moving Attendance Data from Enriching Students (Exporting from ES)
Although only an import of attendance data is limited to whether or not a student is absent, an export from Enriching Students can include all of the data associated with the attendance process, including participation indicators that have been configured for the school. (Note: These attendance values can be found by logging into Enriching Students and going to: https://app.enrichingstudents.com/Admin and looking under App Settings and Attendance Types)
Creating a Report for Attendance Data
Before a file can be exported, it must be defined. This can done by logging into Enriching Students and going to: https://app.enrichingstudents.com/Admin and looking under Manage Staff and Students and Export Appointments.
For detailed support on how to create a report, please visit the video which provides a detailed walk-thru of the process: https://www.enrichingstudents.com/university/export-appointments
Scheduling Your Export
Exporting data from Enriching Students includes selecting the days of the week, and time that you would like the export to take place. For example, you can choose to have an export created every weekday morning at 10 am. If attendance data is only captured once a week for reporting purposes, then you choose to schedule an export at 4 pm every Friday. It is important to note that although multiple or single export days can be chosen, only one export time can be set. Applying this to the previous example, you cannot set a different export time for each day of the week.
(Note: The export day(s) and time can be set by logging into Enriching Students and going to: https://app.enrichingstudents.com/Admin and looking under App Settings and Schedule Attendance Export)
Retrieve the Export
When the scheduled export time arrives, Enriching Students will create an attendance file based on the specifications you indicated in your custom report. This report will also be a .csv file and it will be placed in the same sftp attendance folder assigned to the school. However the file will have different name (<school Import Key>-AttExport.csv) and will be placed in the school's dedicated sftp attendance folder.
After the file has been exported to the folder, it is ready to be retrieved by the school. This can be done using an ftp client or the process can be automated using a common scripting language (e.g. Powershell, Shell, etc).
(Note: There is no provision for retaining a history of the attendance files. When a new file is created, the older file is overwritten. Therefore, should a school wish to keep a history of the physical files, these need to be stored locally on the school's system.)
Files are uploaded to your private SFTP folder for you school for both importing and exporting. To learn more about SFTP set up see SFTP account set up.