Enrollment: Import a New Student from File

The Enrollment Center now allows users to import new students using a CSV(comma-delimited) file. Before initiating the import process, ensure you have prepared an Excel file and saved it as a CSV containing all the necessary student data for import.

To begin the process, navigate to the Enrollment Center. On the right side of the screen, you'll find the Import from File: New Students tile. For first-time imports, simply select Import from File to start. If you've previously begun an import but didn't complete it, you can return to the import started under Pending Imports. This feature allows you to resume the import process exactly where you left off, providing flexibility and efficiency in managing student enrollment data.

The Import From File screen opens. If a template has been previously created, select next to the template name to continue with your import. Otherwise, select New Import.

New Import

Selecting New Import allows you to map a new file layout.

1. Select Import From File.
   
2. Click  to start a new import.
3. The Import New Students: Default Settings window opens. Select the Entry Code, Entry Date and Primary Language. You may also choose the Default Household behavior to either Assign a New Household ID to the student upon import or Leave As Blank. Click Next.

   You will have the option to manually assign a household ID to any student who may have a sibling in the school to ensure they end up in the same household

   
4. The Select File and Map Fields window will open. Here is where you will choose an import file and map all of the fields to be imported to AdminPlus.com. 
5. See the diagram and table below for more information about the Import screen:
   
   

   Select File and Map Fields
   A	Importing To: Displays the year the new students will be imported in to.
   B	Select File: Choose a CSV import file with the new student data. Click  to select an import file.
   C	Assign Household ID (optional): If a student being imported has a sibling at the school, you have the option to assign them to an existing household. Select the ellipsis to assign a household.
   D	Map Fields: Map the data from the file to the corresponding fields in AdminPlus. Be sure to map each field accurately to ensure the data is imported into the correct data base fields. The name of the Fields in the File are listed along the top. Below on the Map To line, select  to map the data column to the correct AdminPlus Data Base field. The Select a Field dialog box will open. Use the Search bar to look for the field or scroll. Click the field name and choose Select. Continue this to map all fields needed in the file. It is not necessary to map all columns. If any column in the file exists that does not need to be imported, the column can remain as Not Mapped. Scroll to the right along the bottom to view additional field columns.  First Name, Last Name and Grade Level are required.
   E	Fields not Mapped: Any fields not mapped will be highlighted Orange. In the upper right, above the mapped columns, "# of # fields are not mapped." will also be displayed.
   F	Save as Template (optional): To use this template again in the future, select . The field mappings will save, along with the default New Student Import settings. Be sure to use the file with the same headings in future imports. This will ensure the mapping is the same.
   G	: Select Cancel to leave the import without saving any changes. : Select Save & Exit to save your progress without saving a template, so if a user needs to step away, it will save this specific import at the spot they are. The import will appear under Pending Imports. A Confirmation window will open. Choose to block other users from processing the import by selecting Do not allow other users to process. If checked off, Locked will appear for the pending import. Select Yes. : Select Next to see the Analyze File screen.

6. After all of the columns have been mapped, and the template has been saved, click Next.
7. The Analyze File window opens. Here you will see the test results run prior to completing the import. The following information will be displayed:
   • How many students will be imported. Select View Details to see which students. 
   • How many of those students will be imported, but with errors. If any errors exist, the data from those fields will not be imported with the new student. Select View Details to see the errors.
   • Errors: How many students will NOT be imported. The reason(s) why will be listed below the total number of students. In the example below, 112 students will not be imported. Of those 112 students, 106 were found to be Duplicate Students. This is an indication that an import file may have been reused. If this happens, the system will identify the duplicate students in the file.
   • The number of fields not mapped. Select View Details to see which fields.
     
     
8. Select Import if the Test Results are correct and the data is ready to be imported.