Importing Students

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Student and group data must be imported into e-asTTle using a data file from your SMS system. Importing will need to occur on a regular basis to keep your student and group details up to date in e-asTTle.

The following outlines the 5-step process you will need to carry out to import student and group data into e-asTTle:

Step 1: Check that you have the right access in e-asTTle to carry out imports

Your role must include e-asTTle administrator to be able to import student records. If you are unsure of your role set up, log in to e-asTTle and check the options available on the left menu.

If you can see ‘Import’ on the left menu, your role includes administrator. If you cannot see ‘Import’ on the left menu, contact your school’s Delegated Authoriser to get ‘administrator’ added to your role. If you’re unsure who your Delegated Authoriser is, contact the Education Service Desk.

(0800 422 599 or service.desk@education.govt.nz

 

 

 

 

Step 2: Export your ‘student details’ file from your SMS

You will need to export a file including all your students and associated classes from the SMS your school uses. Click on your school’s SMS below to access a user guide on how to export student details from the SMS into e-asTTle:

Step 3: Import ‘student details’ file into e-asTTle

Imports should be carried out outside of school hours:

      • Importing overwrites classes and may affect teachers assigning tests to classes.
      • Importing may also affect the responsiveness of the application for students in your school and other schools.

Steps to import your file into e-asTTle:

  1. Log in to e-asTTle and select Import from the left menu.
  2. Select Choose File.
  3. Navigate to the location where the file is saved. Select the filename and click Open. The file name will appear in the text box that is on the screen.
  4. Click Submit.
  5. Select OK on the confirmation pop-up

Note: you may need to wait a few minutes, depending on how large your import file is. Once the file has finished importing, your screen will refresh and show details on how your import went in the ‘Import History’ table. This table holds records for your most recent 10 imports.

                    Why is the status of my import ‘Rejected – file format incorrect’?

If the file format does not meet e-asTTle’s requirements the import process is stopped. You will see a red error message at the top of the screen ‘File does not meet formatting requirement, please contact your SMS vendor…’

It is important that you contact your SMS vendor in order to address the formatting errors in the file. Once the file formatting errors have been resolved, repeat the instructions in Step 3.  

Step 4: Check if there are ‘student details’ you need to overwrite

Status – ‘Complete – no action required’

If all student names, NSN etc match, the file will import with status of ‘Complete – no action required’. This means that all students and associated classes have imported successfully into e-asTTle. You can verify this by selecting Manage Student from the left menu and checking student and group information.

Status – ‘Incomplete – action required to update students’

Often, the student details file will contain some names, NSNs etc that don’t match the student details in e-asTTle.  Only the student records in the file that e-asTTle considers a match will be automatically imported. Anything with a typo will require ‘manual validation’. These records will be listed in the ‘Matched Records’ table and require you to overwrite the details in e-asTTle with the spellings from your SMS.

If you’re sure the difference is just a typo and your SMS spelling is correct, select the ‘Yes’ radio-button.

Once you have selected the students you want to update, select the Save button. Note: if you move to another screen without selecting Save, you will need to re-import your file and go through the manual validation process again!

If it looks like your SMS details are wrong for any reason – for example, the details in e-asTTle look like they’re right, leave the radio-button set to ‘No’. You’ll need to fix your SMS and re-run steps 2-4.

Once no further ‘manual validation’ is needed the status will display ‘Complete – no action required’. In other words, you’re good to go.

 

 

 

 

Having trouble or seeing errors with overwrites (manual validations)?

Click here for troubleshooting information.

Step 5: Check for ‘errors’

Occasionally you will see ‘errors’ after carrying out an import. This happens when student details in the import file are very different from the student record in e-asTTle. In these instances, the student record will need to be updated manually in e-asTTle or in your SMS.

To find your import errors:

1) Click on the ‘Incomplete – action required to update students’ link:

 

 

 

 

2) Click on the ‘Error’s link in the Import Summary table.

 

 

 

 

The following are the four most common import errors. Click on the error link to see information on what the error means and how to resolve it.
  1. NSN ID nnn already in use by a student. Please contact the Sector Service Desk to restore the student.
  2. Update of student failed due to duplicate sms_id within school.
  3. More than one possible match found for student.
  4. NSN and Gender matched; First Name, Last Name and SMS_ID do not match record in e-asTTle.

To see frequently asked questions on the import process click here.