Adding past students

Mike Hatfield

I have been tasked with adding past students (who's record are on printouts and not digital). What is the best way to add these students so that they are listed correctly? For example, John Brown was a student in 2005-2006 for 3rd grade before transferring to another school.

I only need to add these for reporting and record keeping so that we have, in one place, a record of all students past, present, and future.

Thanks

John Bozek

@Mike Hatfield Beginning with a test student, It sounds like you would want to perform 2 “Data Imports” (Core → System Tools → Data Import)

You will want to have your data in a .csv spreadsheet file

1 Contact Card import/Refresh→ General User

This import will create your student in the system

2 Student→ Historic Enrollment (or Historic Academic Enrollment)

This import will create the academic records for your past students.

Mike Hatfield

@John Bozek
Thanks for the quick reply. These record are printed out on paper. Is there a way to enter the historical academic enrollment manually?

John Bozek

@Mike Hatfield for your sake I hope it is a small list. There may be some options using the OCR feature on your organizations scanner/printer to help digitize the records.

Yes you are able to do this manually;

you will begin at the home page of core find the option to “add a new user”

after the user has been created you will be automatically taken to their “contact card"

under “Personas” Select Enroll in school which will show the below box

besure that “Create Enrollment information for future school years” is unselected

Mike Hatfield

@John Bozek
Thanks! (it is not a small list ?)

John Bozek

@Mike Hatfield my thoughts and prayers are with you.

Corrine Duncan

@Mike Hatfield just speaking from experience, using the .csv import method suggested by @John Bozek might be the efficient and straightforward approach. This method has proven effective for us when dealing with historical records. We generated an import file using templates, input the required data, and proceeded with the import. Subsequently, we had the flexibility to manually fine-tune records as necessary. The manual add to the system takes many more clicks. However, either way is possible.

Mike Hatfield

@Corrine Duncan Thanks for the advice. I can put the data into a cvs file (or files). How do you add parent records at the same time?