Updating Class Lists/Rosters in MarkBook

    MarkBook^® 2005    section 4-8

Updating Classes From An External SIS File
If you have an import file available from your Student Information System, as in section 4-7, MarkBook can update your student records in each class by comparing the current class data to a newly-built SIS file. In this way, you can "groom" your class lists/rosters to get the names of new students, delete those who have been removed, and change or update any altered data such as Home Forms, telephone numbers, etc. In fact, if the SIS file is relatively easy to generate, and all teachers in the school use MarkBook, your school could move to a paperless system for notifying teachers about changes to each class.

We strongly recommend that this process be done just before a grade submission cycle. However, it may be done at any time on an ad hoc basis. Many MarkBook schools run a fresh extract every few days and require the staff to update class rosters only from the fresh SIS file. Run the fresh file more frequently early in each semester when timetable changes are common.

TIP: MarkBook remembers the name of the last file used, where it's located, and the field matches. When running the updated MarkBook file from your SIS, give it the same name each time and over-write the older, out-of-date file in the same location. This makes it much easier and faster for MarkBook users to update each class.

The following example shows the update process for a class, HIS30G-01. The class was initially created at the start of the term using an import from the school's SIS system. The screens below show the sequence for updating the class data from a new SIS file which has the same name and is in the same location as the original import file. You may also update your classes using this process if they were built manually.
Locating the Update From File Button

In the lower right of the Class List screen, section 4-2, is a button labeled Update from File. Click it.

As per the next image, MarkBook will move to an import screen very similar in appearance to the screens used when the class was first imported electronically as in section 4-4 and section 4-5.

If the class was originally built by hand, it will be necessary to locate the file. Use Windows Open a File dialogue box which will appear automatically. Then match the fields as described in section 4-4 and section 4-5.

Update Class Screen

Since this class was initially created by importing data from an external file as in section 4-5, MarkBook will immediately hunt for that same file name in the original location. Of course, some of the contents of the file will be different since it contains more up-to-date information. Additionally, if the file is found, MarkBook will match all of the fields and enter the course code used in the Import If #1 cell - note HIS30G01 in this example. Click the Update Options button in the center of the screen to get to the next image.

If your class was built manually and you wish to update it from a file, you'll have to locate and open the SIS file, match the fields as in section 4-5, and type the course code and section into the Import If #1 contains line. Be careful - if the wrong matches are made or an incorrect course code is used, there will be problems. Make a backup copy of your class first just in case. Once the update has been run successfully, MarkBook will remember the name and location of the file in preparation for your next update.

Update Options

Choose the Update Options you would like. Some of these fields may not be available in the SIS file. This doesn't matter. MarkBook will not erase your data with "blank" field information. If you select the First Name field for an update, MarkBook will offer you the option of changing common first names to formal names, e.g. changing Bill to William.

Once your update options are selected, click the Update Class button. The following screens will appear in sequence.

Update Delete Name Option
This student is no longer in the class according to SIS. Click your choice Yes or No. The Cancel button will take you out of the Update routine. If you select Yes, the student will be deleted from your class. However, if an error is made, you may use MarkBook's Undelete function, described in section 4-2, to bring this student, along with ALL marks and attendance, back into the class.

If you manually entered the student data and inadvertently got both the student number and the name wrong, the correct response is No. In this case, MarkBook will keep Caulda and add another student to the class with the correct name and student number. In this example, it will import "Cauldine Copps 495213" as a new student. When the update is finished, use the Edit Names screen to correct Caulda's student number and delete the newly-added "Cauldine" from the class.

If you typed a name correctly but got the student number wrong, the following dialogue box will appear. The correct response is likely Yes.

Once the additions and deletions are dealt with, you'll get the following sequence of UPDATE REPORTs.

Updates Found

In this example, seven differences between the teacher's MarkBook record and the SIS record were found. Click Yes to see the changes. You will have a further chance to accept or reject these changes after viewing these reports.

For the report, each type of change will show in sequence as per the following images. The one at the left is unlikely unless there was a gender error in the SIS data which has now been corrected. Or, you made a mistake when manually typing in names. The update at the right is more typical. Click OK on each screen to move to the next report.

Change Gender Option

After all update reports, you will be given the following option. Click your choice. If Yes, all reported changes will be made automatically to your class folder. If No, all of the above alterations will cancel and you'll be returned to your starting position without any changes made.

Accept Changes?

Manual: Go to section 5-1 to see how to print two useful forms once your classes have been set up.