Step 2b (non-Insights users): Import new Learners and rollover classes

On a computer, use the Admin Console: https://console.evidenceforlearning.net

***For use when NOT using Insights for Learning***

Here's the steps to add the new intake of Learners to your Cloud:

1.    Go to https://console.evidenceforlearning.net and login.

2.    Scroll down to Learners (left side).

3.    Select Export (top right), you don't need to include Archived Learners. Click Export. Click Open if asked.

4.    To be able to update the Excel spreadsheet you may need to click Enable Editing (in yellow message bar above spreadsheet)  

Scroll down to the first blank row under the existing learners and add the details of your new learners. 

Please do not edit or delete your existing learners CloudId (first column) and leave the CloudId blank for all your new learners as the Evidence for Learning App will assign all new learners an individual Cloud ID. 

It is  STRONGLY RECOMMENDED to add the Learners UPN in the external ID column of the excel spreadsheet. 

5.    When you have added all the details of your new learners, Save the Document with a name and in a location that you can easily find.

6.    Return to your Admin Console and Select Learners (left hand side), Click Import (top right), click Choose File and then search for your saved and now updated template and then click Upload.

7.    Click Next (bottom right, you may need to scroll to the bottom of the page).

8.    Click Process.

Here are the steps to Add a New Group/Group Set:

Consider, whether you need to create a Group Set for the Group to be in and see the relevant guide:

Create a Group Set and Mutually Exclusive Groups within it, in your Cloud (This guide takes you through the steps of creating a Group Set and then Groups within it)

Create a Group in the Cloud where Learners being in the groups are not mutually exclusive

Here are the steps to delete an existing Group:

You may have an intervention group that will no longer be running. Therefore you now would like to delete the group.

On a computer, go to https://console.evidenceforlearning.net and login

1. Click  Groups (left side).

2. Click on the square next to the Group you want to delete (a tick will appear).

3. Click on  Delete Group (towards the top of the menu) and you will be asked that you are sure you would like to delete the Group and if you are, Click Yes.

Here are the steps to change the name of a Group  (e.g. "Oak" to "Blue"):

On a computer, go to https://console.evidenceforlearning.net and login

1. Click  Groups (left side). If the Group is not in a Group Set, please go to Step 4.

2. Click on  Groups Sets (top right).

3. To edit a Group Set, Click  Edit (right side).

4. To edit a Group, Click  Edit (right side).

5. Click on the Group name (top of menu). Rename the Group and Click  Save.

Here are the steps to manually add or remove Learners from an existing Group:

Example, a reading intervention group will be continuing, but you want to add and remove some learners:

On a computer, go to https://console.evidenceforlearning.net and login 

1. Click on  Groups (left side).

2. Click on  Edit Group (right side) of the group that you wish to update.

3. Click  Add/Remove learners (right side).

4. Select all the learners you want to remove by Clicking next to their names (a tick will appear). Click Remove (middle).

5. To add learners, Click in the square next to their name. You can also change the list of learners that you are searching from, by Clicking Select Group. When you have selected all the learners you want to add, Click add> (right side, half way up the list).

6. Scroll down and Click  Save (bottom right).

Example of updating Learners details so that they are in the correct Year/Class:

• Group Set: "Year".
• Groups within the Group Set "Year": "Year 1", "Year 2", "Year 3", "Year 5", "Year 6"

All learners from "Year 1" move to "Year 2" and so on; "Year 6" Learners have left and there is a new intake of learners to "Year 1".

A learner can only be in one group within the Group set, so the system would not allow a learner to be in "Year 1" and "Year 2". You can find more detailed information in the guide how to "create a group set and mutually exclusive groups within it, in your cloud".

If you do not want to create group sets to manage your year groups, then please follow the guide below and just miss out steps 2 & 3  .

One option to update Learner Groups is to change each of the Group names so that "Year 5" becomes "Year 6". Alternatively, you can update Learners' Groups via an Excel Spreadsheet. Please see below for the relevant guide.

Here are the steps to change the Group Names (e.g. "Year 5" to "Year 6") that are within a Group Set (e.g. "Year"):

On a computer, go to https://console.evidenceforlearning.net and login

1. Click  Groups (left side).

2. Click on  Groups Sets (top right).

3. To edit a Group Set, Click  Edit (right side).

4. To edit a Group, Click  Edit (right side) of the Year Group who have left (e.g. "Year 6"). Click on the Group name (top of menu).

5. Change "Year 6" to "Leavers 2019". Click  Save.

6. Repeat Steps 2 to 5 changing all the names of the Year Groups. It's easier to change the names starting with the highest remaining year group (e.g "Year 5). This avoids you having at any point groups with the same name.

7. Change "Year 5" to "Year 6", "Year 4" to "Year 5"  and so on all the way to and including "Year 1" to Year 2"

8. You will now need to add the new intake of Learners into "Year 1". There are two ways to do this. You can add Learners manually to an existing group and you can follow the guide above. Alternatively, you could use an Excel spreadsheet to add the new intake of Learners into "Year 1". The guide for using an Excel spreadsheet are just below.

Here are the steps to update Learners' Groups via an Excel Spreadsheet:

1. Click Learners (left side)

2. Click Export (top right)

• Cell "O1" displays the name of the first Group Set (e.g. "Year") 
• Column "O" displays the Groups within the Group Set (e.g. "Year 1", "Year 2", "Year 3", etc)
• Subsequent Group Sets are shown in columns to the right. Row 1 shows the name of each Group Set.
• To remove a Learner from a Group, delete the name of the Group (e.g. "Year 4") from the Learner's row 
• To add a Learner to a Group, type the name of the Group (e.g. "Year 5") on the Learner's row in the column of the relevant Group Set (e.g. "Year")
• If you wanted to add another Group "Year 11", you would type "Year 11" in the relevant Learner's rows and in the column of the relevant Group Set (e.g. "Year")

3. Save the file with a name and in a location that you can easily locate

Return to your Web Admin Console ( https://console.evidenceforlearning.net)

4. Click  Learners (left side)

5. Click  Import (top right)

6. Click  Choose File, select the file to Import and click Open

7. Click  Upload

8. Map the column headings in the Spreadsheet to the Cloud. Click  <<ignore>> and select the name of the Group Set (you map/match the Group Set names). This will map/match the changes you made in the spreadsheet to the data stored in the Cloud.

Repeat this process for all Group Sets that you have made changes to. Click Next (bottom right)

9. Map the Group Sets by changing the drop down option from <<ignore>> to the "Group Set Name">"Group Name" so that it matches the name of the Group above it. Click  Process (bottom right)

10. If you have added a new Group ("Year 11") via the spreadsheet a new Group will need to be created in the Cloud. To map the Group Sets for the new Group select <<Create New Group in "Group Set name>> 

11. Click Process (bottom right) 

12. If you are moving Learners from one Group to another within a Group Set, you will get a warning message. Do read and review the instructions and make the appropriate choice. Clicking Import All will import and update all Learners and update the Groups, i.e. Learners will be removed from their previous Groups and added to the new Groups per the Import file.