2.2 Setting up

From this screen you can import lists of students from other systems that you may already have in place.

Via the 'User Migration' link, you can also move Year Group and class details into the new school year.

2.2.1 Importing Classes

To save time when setting up students, you can import their details a group at a time from a CSV (Comma Separated Variables) file. CSV is a commonly used application-independent file format for exchanging information between different applications, most commonly spreadsheets and databases. You can create a CSV file using a spreadsheet application such as Microsoft Excel, or by exporting data from your school/college's class management database. If you are not sure how to get the data in this format, you may need to speak to your network manager and ask them to get the file for you. Click the 'Setting Up' link and choose 'Importing CSV lists' to begin the process. Click the 'Download CSV template' link for a screen with more detail on the format required and a link to download a template file to use.

When creating your CSV file make sure that:

the first line contains all six headings
you use only one line for each student
each student has values in place for all six columns

Once you have the file ready, click the link to start the import process. On the next screen, choose a year from the drop-down menu and click the 'Browse' button to find the CSV file to upload. When you click the 'Submit' button the system will verify that the file is valid and report any errors to fix. Once you have done this, click 'Submit' again and the file will import. Please note the following points:

Students will be linked to classes in the system automatically if the names match exactly.
For new or misspelt classes no connection will be made - no new classes will be created.
New users are created for all students whose first name, last name and D.O.B are not already in the system. If a match is found on all three fields then the student record will be updated, if the D.O.B differs then a new student will be created.

2.2.2 Migrating Year groups and Classes

The Migration functionality makes it possible for you to move classes from the current academic year into the next (usually required in July), or from last year to this (usually required in August). It can be used during either the year from which you are migrating - known as 'Push' migration -, or the year to which classes are being migrated - known as 'Pull' migration.

Classes and Year groups are automatically moved up to the next syllabus year when you migrate them. For instance, a Year 10 class, when migrated, becomes a Year 11 class. Within the Gateway Science Assessment Online product, the calendar year ends on 31 July at 23.59.59; and the new year begins at 0.00 on 1 August.

Clicking on the 'User Migration' link will take you to a screen showing 'Push details into next year' and 'Pull details from last year to the current year'.

As when you first create classes and year groups, a class, when migrated, must be assigned to a year group. Gateway Science Assessment Online migration allows you to achieve this in one of two ways. If a migrated class in the right school year already exists, the class can be migrated into this class (unlikely). Generally, you will need to migrate year groups before you migrate the corresponding classes.

'Push' Migration

Year Groups

Click on the 'Migrate year groups' link under the heading 'Push details into next year'.
The 'Migrate year groups' screen appears, showing the current year's year groups listed at the left in the 'Source year-group' column, a central 'Destination year-group' column, initially consisting of blue 'Assign' buttons, and on the right a 'Teachers' column also consisting of 'Assign' buttons (inactive until the year group has been migrated), with a column of 'Clear' buttons on the extreme right. At the bottom on the right is a 'Submit For Rollover' button.

Select the year group you want to migrate. Click on the 'Assign' button next to it in the 'Destination year-group' column.
Now you need to create a name for the new year group. Migration will automatically move the selected year group up into the next academic year (e.g. '2007-08') and the next school year (e.g. Year 10).

The dialog box will offer you as an optional 'destination' year group, any year group that may have already been created in the appropriate academic and school year. If you wish to use this, then click in the dialog box on that year-group name. The dialog box will disappear and the name of the year group you have selected will replace the 'Assign' button in the 'Destination year-group' column. The 'Assign' button in the Teacher column and the 'Clear' button will turn blue, indicating that they are now live. Please be aware that if you have not previously created a year group in the next academic year, then any year group appearing in the dialog box will have been created by another teacher, and you may therefore not want to use it.

If you want to create a new name for your migrated year group, then click on 'A New Year Group' at the bottom of the dialog box. A new box will open with a 'Year-group name' text entry box into which you can now type the name you wish the new year group to have. Click 'Save'. The dialog box will disappear and the name of the year group you have selected will replace the 'Assign' button in the 'Destination year-group' column.

Assign a teacher, or teachers, to the new year group you have created. NB. Teachers you had associated with the Source (this year's) year group will not be migrated with the year group. They must be assigned, either at this stage in the migration process, or at a later date in the normal way - i.e. using the Users button, then > Amend Existing User Details > select Teacher, and click 'Next' to go to the second screen as normal to associate the year group with that teacher. Click on the 'Assign' button in the 'Teachers' column. A dialog box appears with a list of all teachers in the system. Scroll through to find the teacher or teachers to whom you wish to give access to this year group (they will be able to assign assessments and view reports) and check the tickbox next to each. Click 'Save' at bottom left of the dialog box. The dialog box will disappear; the 'Assign' button will still be usable, as you can assign any number of teachers to a year group. A green tick will appear to the left of the 'Assign' button.
Clear: you can use the 'Clear' button on the right to cancel the migration you have just set up. The line will revert to its original state.
To migrate further year groups, repeat the procedure as many times as you require.
Completing the migration procedure. The process you have performed sets up the system for migrating the selected year groups as you have designated. The process is not complete until you click on 'Submit For Rollover' at the bottom right of the screen. When you have done so, you will see another screen listing the migrated year groups.
Be careful not to use the 'Push' migration after 1 August unless you really want to; it will move students nearly 12 months on, and you will no longer have access to their records until that time.

Classes

Click on the 'Migrate classes' link under the heading 'Push details into next year'.
The 'Migrate classes' screen appears, showing the current year's classes listed at the left in the 'Source class' column, a central 'Destination class' column, initially consisting of blue 'Assign' buttons, and on the right a 'Teachers' column also consisting of 'Assign' buttons, with a column of 'Clear' buttons on the extreme right. The classes listed as source classes are arranged in year groups, with the name of the year group above its listed classes. Please note that even if you have migrated a year group, or a class, it is still accessible while it is in the current year. 'Last year's' year groups and classes cannot be accessed except by 'pull' migration.

At the bottom on the right is a 'Submit For Rollover' button.

Select the class you want to migrate. Click on the 'Assign' button next to it in the 'destination class' column.
Now you need to create a name for the new class. Migration will automatically move the selected class up into the next academic year (e.g. '2007-08') and the next school year (e.g. Year 10).

The dialog box will offer you as an optional 'destination' class, any class that may have already been created in the appropriate academic and school year. If you wish to use this, then click in the dialog box on that class name. The dialog box will disappear and the name of the class you have selected will replace the 'Assign' button in the 'Destination class' column. Please be aware that if you have not previously created a class in the next academic year, then any class appearing in the dialog box will have been created by another teacher, and you may therefore not want to use it. Nor can you tell within the migration process what the name is of the year group to which the existing class currently belongs.

If you want to create a new name for your migrated class, then click on 'A New Class' at the bottom of the dialog box. A new box will open with a 'Year-group' dropdown for you to select an existing (migrated) year group into which to migrate the class, and beneath it a text entry box into which you can now type the name you wish the new class to have. Click 'Save'. The dialog box will disappear and the name of the class you have selected will replace the 'Assign' button in the 'Destination class' column. If you wish to change the course for the migrated class, go to the 'Classes' button in Class Management and choose 'Amend Existing Class Details', then select the class name and select a different course from the 'Course' drop down menu. The class membership can also be updated if necessary.
Assign a teacher, or teachers, to the new class you have created. NB. Teachers you had associated with the Source (this year's) class will not be migrated with the class. They must be assigned, either at this stage in the migration process, or at a later date in the normal way - i.e. using the Users button, then > Amend Existing User Details > select Teacher, and click 'Next' to go to the second screen as normal to associate the class with that teacher. Click on the 'Assign' button in the 'Teachers' column. A dialog box appears with a list of all teachers in the system. Scroll through to find the teacher or teachers to whom you wish to give access to this class (they will be able to assign assessments and view reports) and check the tickbox next to each. Click 'Save' at bottom left of the dialog box. The dialog box will disappear; the 'Assign' button will still be usable, as you can assign any number of teachers to a class. A green tick will appear to the left of the 'Assign' button.
Clear: you can use the 'Clear' button on the right to cancel the migration you have just set up. The line will revert to its original state.
To migrate further classes, repeat the procedure as many times as you require.
Completing the migration procedure. The process you have performed sets up the system for migrating the selected classes as you have designated. The process is not complete until you click on 'Submit For Rollover' at the bottom right of the screen. When you have done so, you will see another screen listing the migrated classes.
Be careful not to use the 'Push' migration after 1 August unless you really want to; it will move students nearly 12 months on, and you will no longer have access to their records until that time.

'Pull' Migration

Year Groups

Click on the 'Migrate year groups' link under the heading 'Pull details from last year'.
The 'Migrate year groups' screen appears, showing last year's year groups listed at the left in the 'Source year-group' column, a central 'Destination year-group' column, initially consisting of blue 'Assign' buttons, and on the right a 'Teachers' column also consisting of 'Assign' buttons, with a column of 'Clear' buttons on the extreme right.

See the instructions above in "'Push' Migration". The procedure is exactly the same; the difference is that the year groups you are migrating to are the ones currently live on the system, and probably newly created.

Classes

Click on the 'Migrate classes' link under the heading 'Pull details from last year'.
The 'Migrate classes' screen appears, showing last year's classes listed at the left in the 'Source class' column, a central 'Destination class' column, initially consisting of blue 'Assign' buttons, and on the right a 'Teachers' column also consisting of 'Assign' buttons, with a column of 'Clear' buttons on the extreme right. The classes listed as source classes are arranged in year groups, with the name of the year group above its listed classes. Please note that 'last year's' year groups and classes cannot be accessed except by 'pull' migration.

At the bottom on the right is a 'Submit For Rollover' button.

See the instructions above in "'Push' Migration". The procedure is exactly the same; the difference is that the classes you are migrating to are the ones currently live on the system, and probably newly created.

Other Points

After migrating classes and year groups to next year from the current year, you may want to check to make sure that they are really there; you cannot do this in the normal way, as only current-year data is accessible for use through the system. You can check by going into Classes or Year Groups in the Class Management System, then selecting the 'Delete' option. This will give you a screen with a dropdown from which you can select this year, last year, or next year. If you select next year, you will be able to see a list of year groups or classes existing in that year's data, ready to go live on 1 August next. In the case of classes, if you select the class you wish to view, you will see a listing of students in that class.
After you have migrated a class or year group and the year has changed, the class you migrated from is still visible through the 'Delete' option as outlined above. However, it cannot actually be deleted. This is because the Gateway Science Assessment Online system is based on user data, and the students in the migrated class are still in the system. To delete the class would be to delete the student records, and this is not allowed because they are held elsewhere in the system. The 'source class' cannot cause any confusion in the system, as in practical terms it is now defunct.
Assessment records, teaching and learning plans are associated in Gateway Science Assessment Online with student users, not with classes. Therefore, when you have migrated a class (and effectively the students in that class), you will be able to access all the reports and other data associated with each individual student as before.