For many schools, their student information system (SIS) needs to be kept up to date with attendance data that is captured in Enriching Students. While Enriching Students DOES NOT connect directly to your SIS for automatic updates, the data is available to you. This article will provide you with an overview of the steps and settings that need to be in place to make it happen.
Set up attendance types values
Under the Admin -> Attendance types you will find the Export Value field for each attendance type. If your SIS has certain values that it tracks for Absent or Present you can enter those values here. These values as you will see later will become part of the export data.
Set up your Period ID to map to your SIS
Under the Admin -> Manage Periods you will find a field for each period labeled SIS ID. When importing the data into your SIS you will most likely want it to map to a specific section or period set up in your SIS. By entering that value here in Enriching Students, when exporting data this value will be exported as well. This step is extremely important if your school uses Enriching Students to manage more than one flex period per day.
Create a report definition
Once you have your attendance data export settings in place, it's time to create a report definition that can be used to export the data. Go to Admin -> Export Appointments, then click the create data definition button.
The data definition page will allow you to select specific data that you would like to pull or export from Enriching Students.
- First, select your date range for which you want to export the data
- Second, select your attendance values assigned to appointments that you need to be returned. In most cases it maybe all of them, in others, you may only need appointments marked absent for example.
- Third, is to select the appointment types and graduation years to export. Again, a segment of the data can be pulled or you can export all appoints by checking all of these boxes.
- Fourth, select the pieces of data for each appointment that you want to be exported. The key here is to make sure that 3 key fields are pulled, Attend. Export Value, Student External ID and the SIS Period ID.
Additional fields can be included to be used however a school needs to. But the three key fields mentioned previously provide you the specific data that you need to link the attendance data back to your SIS. Here is an example of what an export would look like.
This raw data export can now be provided to your district IT staff who can import this file into your SIS.
Saving the report for future use
Exported report selections can be saved as a report definition and used for running a future export. It should be noted that when saving these definitions, the date that is captured when the report was created is the date that is saved. Therefore, each time the definition is used in the future, the date will need to be updated accordingly. Of course, the filters and data fields that you selected initially will remain as initially saved.
For example, if a definition is created to return the attendance for the current date, the definition will save that date, so when the definition is used to create a report the next week, the saved date will still be the original date, and if not changed, it will return the same data as it did the week before.
Attendance for SIS, Data for SIS, Exporting Data