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Importing Teacher, Class and Student Data

Most student information and learning management systems can export teacher, class, and student information in a delimited text format. Importing this information is the fastest and easiest way to get the same information into the system. In order to import information you must first export it from your student information system. Remark Test Grading Web Edition accepts comma delimited (CSV) files.

NOTE: This article covers a full database import. You can also import only class rosters.

The following fields can be imported:

Teacher:

Required: First Name, Last Name, Email Address (email address acts as a username)

Optional: Salutation, Password (see note below), Middle Name, Organization

Class:

Required: Class ID, Class Name (note that if you do not have Class IDs in your import file, you can append two fields from your data file to create a Class ID (e.g., Class Name and Section).

Optional: None

Student:

Required: Student ID, First Name, Last Name

Optional: Middle Name, Email Address

Important Information about Email Addresses and Passwords:

Teacher Email Addresses and Passwords are required in order to access information from any web browser. When you import information, the teacher accounts for accessing the associated cloud back end are created.

Email Addresses:

Email addresses act like usernames. You need to supply an email address for each teacher in the system. Email addresses are global to the entire test grading system and must be unique. Using an email address increases your chances of choosing a unique username. Teachers are maintained in the system by email address so once an email address is assigned to a teacher, it must be the same email address in subsequent imports.

Passwords:

If you do not specify passwords, the application can email each teacher a link to set their own password. To use this functionality, mark the “Email registration instructions to new teachers without passwords” checkbox on the import screen. 

To Import Data:

Once you have exported the data from your student management system, you are ready to import it into Remark Testing Grading Web Edition.

  1. Click the Admin link.
  2. Click Import Data.
  3. Read the instructions, including information about maintenance mode. The application goes into maintenance mode as soon as the import starts in order to ensure data integrity. This window tells you if anyone is currently logged in. If users are logged in, you should either way to do the import and notify them that they need to exit the application.
  4. Click the Continue button.
  5. Under Target Term, choose the term in which to import the data. The software defaults to the current term, if one has already been created. If you need to create a new term, click the New button. Enter the Term name and then click the Create button. NOTE: If you want this new term to be the current term, you need to adjust that setting in the Term area after the import completes.
  6. Click the Browse button and choose the CSV file you wish to import. Tip: Before trying to import your data file, ensure it contains all the fields required as indicated in the import window. The ImportFile Preview area shows a preview of your file.
  7. If your file includes a header row (recommended), mark the checkbox for Import file contains a header row.
  8. If you want the application to email instructions for setting up a password to each teacher without existing credentials after the import completes, mark the Email registration instructions to new teachers without passwords checkbox (recommended).
  9. Mark the Ignore teacher passwords on update operations checkbox if you are importing teachers that already exist in the system and do not want to change their passwords.
  10. Mark the Deactivate teachers/students that do not exist in the import file checkbox if your import file contains all active teachers, classes, and students and you do not wish to keep any of your old data as active. Once the import completes, any teachers, classes, and students that were not in the import file but did already exist in the system are deactivated. This option might be appropriate if you have stale data in your system and want to replace it with new data. NOTE: This option deactivates teachers, students, and classes but does not delete them. If you are starting a new school year or semester, we recommend that you create a new term as opposed to allowing the import process to deactivate old teachers, classes, and students.
  11. Mark the Withdraw students from rosters if not in the imported class checkbox to remove students from existing classes if they are not in the import file for that same class.
  12. Mark the Allow import to overwrite existing data checkbox to overwrite existing data that is in the import file and the system. The import matches on IDs: Teacher IDs (email), Class IDs, and Student IDs. If the overwrite checkbox is not marked, only new information that does not already exist in the system is imported (this might be appropriate if adding a class to an existing teacher, for example).
  13. Click the Next button to continue to the field mapping window.
  14. The FieldMapping window allows you to map the fields from your import file to the fields in the application. If your import file contains a row header, the application tries to match the fields for you. To map a field, use the drop-down arrow on the right side of the box to choose a field from your import file.
  15. Special cases:

Names: Names may be formatted in your data file in many ways (one field, separate fields). When you choose the same field for a teacher or student name, another box appears entitled Name Format. You can use this box to parse your name if it is all contained in one field in your import file. Click the down arrow in the Name Format box to choose the format for your name (e.g., First Name Last Name or Last Name, First Name).

Email Address (Usernames): You must use a unique email address for each teacher (see the Important Information about Email Addresses and Passwords note above).

Passwords: Your file may not include a password, but one is required to use the software (see the Important Information about Email Addresses and Passwords note on page 3). If you do not specify passwords, when the import is completed the application can automatically email each teacher instructions to set his or her password (if you chose this option on the previous screen). If you do not email teachers, they are prompted for a password on their first login.

Class Mapping: If your import file does not contain Class IDs, you can combine two fields from your import file to create unique Class IDs (e.g., Class Name and Section). To use this feature select the first field under Class ID. Then choose another field from the ID Append box. The two fields are combined to create Class IDs. Class names may be duplicated but Class IDs must be unique.

  1. Once the mapping is complete, mark the checkbox for Show me an import preview before actually importing my data.
  2. Click the Preview button.
  3. A summary screen appears before any data is imported. This window allows you to review what is going to happen before importing any data. Click Continue if the information is correct and you want to import the data. Click Cancel if something is incorrect and either make the corrections in the application or your import file.
  4. The final screen displays any problems encountered (if any occurred).

The information is loaded into the application and teachers may now log in. By default, teachers are put into the “Users” group, which is fine in most cases and gives each teacher access to his or her own information in the associated cloud. (Teachers in the Users group can only view students in the application.) An account super user may elevate another teacher’s permissions by editing an individual teacher from the Manage Security area of the application.

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