Can I import Reader details from any other Administration ...



Creating a CSV File

Student information can be imported into Junior Librarian or Eclipse by placing a text file containing student information onto a blank floppy disk. This information can then be imported using the Intake facility built into Junior Librarian or Eclipse.

The format of this text file must adhere to the following rules:

The first line of the text file must contain the name of the fields you are importing. The field names that must be used are as follows (they can appear in any order within the text file) but you must include all the fields marked as required:

|Field Name |Description |Example |Required? |

|SURNAME |Surname of the student |Jones |Yes |

|FORENAME |Forename of the student |Lee |Yes |

|DOB |Date of Birth |01/01/1995 |Yes |

|GENDER |Gender of Student |M |Yes |

|REG |Registration Group |LM |Yes |

|INTAKE |Intake Year |00 |Yes |

|ADNO |Admission Number. Unique number identifying the student in your|001254 |Yes |

| |admin system | | |

|SET |Set | |Optional |

|ETHNICITY |Ethnicity |Other |Optional |

|TITLE |Title |Mr |Optional |

|ADDR1 |First line of home address | |Optional |

|ADDR2 |Second line of home address | |Optional |

|ADDR3 |Third line of home address | |Optional |

|ADDR4 |Fourth line of home address | |Optional |

|ADDR5 |Fifth line of home address | |Optional |

|ADDR6 |Sixth line of home address | |Optional |

|POSTCODE |Home postcode | |Optional |

|EMAIL |Email address of student |support@microlib.co.uk |Optional |

|YEAR GROUP |Year group |7 |Optional |

If you load the file into Windows Notepad it should look like this.

"SURNAME","FORENAME","DOB","SEX","INTAKE","REG","ADNO"

"Jones","Lee",”01/01/1975”,"M",”85”,"K","001254"

"Smith","Jane",”01/01/1985”,"F",”95”,"LM","002513"

"Clarke","Sarah",”23/7/1983”,"F",”96”,"P","002314"

Notes

• There must be no double quotes within any of the information entered. e.g. Joe "Billy" is not a valid entry for a forename.

• The gender/sex field must begin with M or F, so M, F, Male and Female are all valid entries.

• The Intake program will prompt for an intake year and the year group of the people in that intake e.g. if the first year group in your school is year group 1 and they are this years intake (2001) then intake year 2000 would be year group 2, 99 would be year group 3 etc.

• The "adno" is a unique number from which you can identify that pupil on your school administration system.

• If you have entered borrowers on your system already, ensure that their names are spelt correctly. The program tries to intelligently match to see if the people you are importing exist on the system already.

Once you have created the CSV file, copy it a floppy disk under the name students.csv (Please do not open it in Microsoft Excel as it will lose its formatting. Use Notepad if you wish to check it.)

Importing your data into Junior Librarian/Eclipse

Take the disk to the Eclipse/Junior machine and place in drive A:

Within Eclipse/Junior select the [Database] menu and click [Intake].

[pic]

Click on the Toolbar at the bottom of the screen and follow the instructions given on screen.

1. Select drive A:\ to import from a floppy disk. Click Next.

2. Specify your leavers if necessary.

Correct the statement regarding the pupil’s Year Group and then click Next.

3. If you have selected a group of leavers answer Yes to this message box.

4. Click Continue.

Once the import has completed you may be presented with a list of students that the import was unable to match (most of these will be the new intake students).

The existing students should have already been matched by the program, but if you do need to match a record to an existing pupil, then please do the following:

Highlight the first unmatched Intake record and click on the Tools bar at the bottom.

On the left hand side of the screen you will see the information that has been imported from your administration system. On the right hand side of the screen your will see a blank enrolment record.

Click

Now select the matching record, by clicking on the person’s name and clicking the button.

If you make a mistake and select the wrong person from the list you can always click the button.

If a matching record cannot be found then you can assume the intake record is for a new person.

Transfering your data into your Enrolment database

When you are happy that only new students remain you should click

on the toolbar at the bottom of the screen.

(Nobody should be using Eclipse/Junior Librarian while doing the transfer.)

Please follow the instructions on the screen.

1. Click Next on the first screen.

13.

2. Click Next again, once you have checked the record figures look correct.

3. Select your choice of PIN allocation.

MLS recommends the first option of Automatic Allocation, unless you wish to allocate specific pins or barcodes.

Click on

A message will appear telling you the transfer is complete. Click on the Enrolment database in Eclipse or Junior Librarian to see the updated records.

-----------------------

Do a backup before starting this procedure!

Your students details will be listed here!

Answer Yes so as to transfer Intake records into the Enrolment database.

Click Search Enrolment for a Match to search Junior Librarian if you know a child is already in your system.

If you have selected a group of leavers answer Yes to this message box.

Correct the statement by selecting the correct Year Group

Select your leavers by clicking the drop down list to select the correct Year Group.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download