Importing Teaching Data
Once the Student Data and Prior Attainment Data has been imported, you can then move onto importing your Teaching Data. This includes the subjects your students are studying, the teaching sets and teachers.
You can only import one teaching set and teacher for each subject. You will be able to remove any duplicate entries during the import process as part of the Remove Duplicates step. If you wish to associate multiple teachers with one teaching set, we recommend using the teacher initials in one cell.
Please watch the below video guide below, or see our step by step guide underneath:
To begin the import, first navigate to the Cohorts page found in the Data Management tab:
In the Cohorts page, click +Add Data under the Teaching Data heading:
This will open the import wizard, where it will ask you to prepare your data. If you are a SIMs user you can download the report definition from this screen, or if you use Arbor or iSAMS, report definitions are available in our knowledge base. If you use a different MIS, you can click the Excel Import tab below and download an example Excel template.
Once your data is prepared, press Next and this will take you to the Import File step, where you can drag & drop or copy and paste your file in:
Once you have uploaded a file, you'll see it in the preview window:
You can then press Next and the next step is to map your columns to the pre-defined Alps fields. Columns in green have automatically been recognised, columns in yellow will need to either be mapped to the relevant field or skipped if they are not required for this import. In the example below it has flagged up student name as unrecognised as this is not required for this import:
Once all columns are mapped, you can proceed to the next step which will validate your student IDs and then take you to the Map Subjects screen. Any subject names you have previously used in Alps Connect will automatically be recognised and matched with your previous mapping. If there are any subjects that are unrecognised, they will be highlighted in red and you'll need to press the edit pencil to find the Alps subject mapping.
When you press the edit pencil, a drop down box of subjects will appear where you can search for that subject. If you are unsure of any subject mappings, you can access our QAN to Alps spreadsheet as indicated in the image below:
Once all your subjects are mapped you'll be able to press Next and this will take you to the Remove Duplicates step. If you have no duplicates in your data, it will automatically skip past this step. If you do have duplicates you will need to resolve these before continuing with the import. Duplicates are students with multiple subject entries for the same subject, usually caused by the student having multiple teaching sets for the same subject. If you press the red Remove All Unresolved Rows button, it will allow you to delete the duplicates and keep one entry:
After pressing Next, you'll then be taken to the Fix Errors screen. If there are no errors in your data you can proceed to the next step, but if there are you can edit those as indicated below. In this example there is a missing Teaching Set and Teacher for one of the students, and you can use the edit pencil to manually add this data in or press the red button to remove from the import.
After resolving any errors and pressing Next, the final screen will show you a preview of the data you're about to import and you can press Finish.
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