Setting up Summer School Exports

Student and Parent/Guardian exports put students in the schools they reside in. But during the summer you might uses the summer school settings which may put the student in a different school. We can now export out summer school information and import it separately so that we can have summer school lists ready to go.

How is Summer School Determined

Summer school, for the purposes of these lists, relies on the Summer School Indicator field being filled in. Enrolling a student in a summer school course without the Summer School Indicator being declared will not put them on the list. The Summer School Indicator field is found in the Scheduling Setup screen.

Setting up the Summer School export using legacy fields

The export should be set up in DEM from District Office. For information on getting to DEM read Getting to Data Export Manager (DEM)

1. Category = Additional Data Sets
2. Export From = BrightArrow Student Contacts - legacy version
3. Fields -> Select the fields in this specific order
   1. SummerSchool
   2. Student_Number
   3. StudentPers_GUID
   4. StudentFName
   5. StudentLName
   6. Grade_Level
   7. Enroll_Status
   8. SummerSchoolNote
4. Click
   
5. First filter
   1. Filter By: Enroll_Status
   2. Value: = 0
6. Click the Plus (+) to add another filter
7. Second filter
   1. Filter By: SummerSchool
   2. Value: # (leave blank) -> SummerSchool is not empty will only return students with a summer school.
8. Additional Optional Filters
9. Click Next
   Note: Before the next section becomes editable the entire template must run. This is not a quick process and the larger your district the longer this will take
   
10. Export File Name = summerschool.txt
11. Line Delimiter = CR/LF
12. Character Set = UTF-8
13. Click Save Template
    
14. Name = BrightArrow - Summer School
15. Click Save as New
16. Switch to the My Templates tab
17. Find the row for the new template and click the calendar button to schedule this template. If you do not see the calendar button or the Scheduled System Templates tab you don't have permission to schedule exports. For more information on that read Enabling DEM Scheduling
    
18. Days to Execute = All Days
19. When to Execute = pick a time between 5 and 9 pm
20. Send Output To = BrightArrow
21. Email Completion Report To (optional) = your email or an email to keep a record of if the export and file transfer was successful or if it failed. 
22. Click Save
    
23. Your export will go at the scheduled time and day(s). To send a copy now so that we can get started setting up the import of the file you can click the Send Now button which looks like the Play button from DVD player
    
24. Let us know that the file is ready so that we can set up your import
    1. Be sure to let us know if you want us to link it to the students and/or parents lists to get the phone/emails from them.