Generally, student information is imported into eduCLIMBER via SIS file. The Students page allows users to view the student accounts that are created through that import process, to add or edit student information, and to identify and merge duplicate accounts. Organizations may also manually create student accounts from this page to use as test accounts for practice and test data entry. This lesson guides users through using the Students page to create new student accounts, manage existing student accounts and data, merge duplicate student accounts, and manage student name changes.
Where to Start
- Select System Configuration.
- Select Students & Guardians.
- Select Students.
- Existing students appear in a table format with basic demographic information, school, and grade level.
Create a Student
Generally, student information is imported into eduCILMBER via SIS file. However, organizations can create dummy student accounts for practice and test data entry.
- Select Add to create a new student.
- Enter the student's First Name.
- Enter the student's Last Name.
- Select a Gender.
- Select Save.
- A notification appears, noting that the new student was successfully created.
- A module opens to enter other details for the new student. Select from the different categories at the top of the menu, and enter any additional details as needed. A student must have a School and Grade level assigned to the current school year in order to appear in the platform.
- Select Update to save any changes.
Test data entered into dummy student accounts is not ignored by default. To ensure data integrity, remove any dummy account test data prior to analyzing data with live students.
Manage Students
From the Students page, users can access student accounts to view, add, edit, and delete student data and information. While student information is generally imported into eduCILMBER via SIS file, some situations may require manual adjustment. For example, errors or typos in student data from the SIS may import into eduCLIMBER, or student information may change, and require a manual update to eliminate duplicate student accounts.
- Locate the desired student account, and select the Student Name to access the associated student information.
- A module appears, displaying the student information that has been imported into eduCLIMBER, and is linked to the selected student. Select from the tabs at the top of the window to view different categories of student information. Information can be added, edited, and removed as needed.
- Select Update to save any changes.
Merge Students
Duplicate student accounts may enter the eduCLIMBER system when student data is imported and the file has not been properly validated, importing accounts with misspelled names or other inaccurate data. Two different students with similar names may also be flagged as potential duplicates by the eduCLIMBER system. The Merge Students menu can be used to merge duplicate student accounts, or to edit unique student accounts to differentiate between the two students.
- Select Merge Students. This button will only appear if the system recognizes students that might be duplicates.
- The Merge Students menu displays pairs of students that are potential duplicates, with the Name, IDs, and Date of Birth associated with each student account. This information can be used to compare the student accounts to determine if the students are unique or duplicates.
- Select the toggle to Include Students Marked "Do Not Merge" in the list. If enabled, this option displays student pairs that have been previously marked Do Not Merge.
- Select the Student Data Icon next to a student's name to view further student account information, to aid in differentiating between unique or duplicate student accounts.
- A module appears, displaying the student information that has been imported into eduCLIMBER, and is linked to the selected student account. Select from the tabs at the top of the window to view different categories of student information.
- Student account information can be used to determine if two student accounts are unique, or are duplicates.
- If two accounts are determined to be unique, information can be added to one or both accounts to further differentiate the two accounts, such as a middle initial, date of birth, or ID number.
- If two accounts are determined to be duplicates, both accounts can be examined to identify the account with the larger quantity of data, so that the smaller account can be merged into the larger account.
- After examining the account information, if two student accounts are duplicates, select the appropriate arrows to Keep Left Student or Keep Right Student. Once the two accounts are merged, all data from both accounts are combined into the selected student to keep.
It is recommended to merge into the account that contains the most student information.
- If two student accounts are found to be unique, and are not duplicates, select the minus icon under Do Not Merge to automatically remove the students from the potential duplicates list.
- If a merge option is selected, a confirmation window appears. Select Merge to continue.
- If the Do Not Merge option is selected, a confirmation window appears. Select Confirm to continue.
If a user is unsure if the students should be merged, please refrain from merging the accounts until confirming that the students are duplicates by comparing the student data between the SIS and eduCLIMBER. Student account merges are not reversible.
Manage Student Name Changes
If a student has a name change, or another similar account change is made, the updated student information will be sent from the SIS, and the eduCLIMBER system will create a new, separate student account. These duplicate accounts can be merged to ensure that the new student name is linked to the appropriate historical student data.
- Locate the original student account under the Student column, and edit the student information to match the new name change. This will cause the eC system to flag the new and old student accounts as duplicates.
- Once the accounts are flagged as duplicates, select Merge Students.
- Determine which account is the original, and contains the larger amount of historical information. Select Keep Left Student or Keep Right Student to merge the newer student account into the older account, which should now be updated with the desired changes. Select Merge to complete the process.
Student account merges are not reversible; be sure to verify that the correct account is being selected before merging.
Next Steps
Take a look at the other articles under the System Configurations manual to learn more.