This tutorial details the Student Enrollment Export and how to turn that export into an import template. For more information on student enrollment in SCRIBE, go to the Enrollment folder in the Help Desk.


For additional instructions on how to run the Student Enrollment Export  please see 

Help Desk Article - Student Enrollment Export


 

Student Enrollment Export

  1. In SCRIBE, click Reports > Export (with Sensitive Information) > Student Enrollment Export
    • Generate the report using a CSV file format
  2. Turn on your filters by click on the Data ribbon in Excel and then clicking Filter under Sort & Filter.

This will result in a box with a downward triangle being added to each column header in row 1 (your header row)


3. Locate column headers that align to required data for your grant. Click the filter box to open the filter window. Uncheck all filters except (Blanks) and click "OK". This will show you which students are missing data for this field in SCRIBE. Fill in the missing data.

4. Continue to locate missing data using the steps above. 


5. After you have completed the missing data, save your import file (.xlsx or .csv), follow these steps to import the data from your file into the SCRIBE database to update student profiles with the identified missing data.


How to Import Updated Student Enrollment Data

1. 

From the SCRIBE main menu, click Tools > Import.


2. Click the Add Import button.


3. Select the Import Type from the list.  Xcalibur recommends using the Student Enrollment import type as if there are any blank fields in your import, SCRIBE will not overwrite existing data in SCRIBE with a blank/unknown. **The Student Update import template does overwrite existing data in SCRIBE with a blank/unknown when a field in the excel spreadsheet is left blank. Please use this import type with caution!!!

4. Select the School Year for which you want to import the data from the dropdown menu. 

5. Click Browse to select the file you want to import from your computer. Once you have selected the file, click Upload Import File.


Complete your import through the three phases of importing. For additional information about the three phases of importing see How To Import Data


These steps could be used to rollover enrollment from one school year to another. Make sure to have a process in place that documents how you grant will roll-over enrollment such as:

  • ensuring all students are exited at the end of the school year
  • remove students who exited in the previous school year from the new enrollment
  • determine how to "promote" students to the new school year grade level
  • when/how will students who exited over the summer be exited in SCRIBE (the previous school year they attended or the upcoming school year)

Making sure to only have students who are truly enrolled in your GEAR UP schools enrolled in SCRIBE is important for data integrity.


Additional Resources:

Importing - Help Desk Folder

Enrollment - Help Desk Folder