1. No category

How to create a students.csv file from the
SEEMIS management system for use with
Eclipse.Net
Purpose:
ID: 108H
Version Number: 1.0
Date: 28/08/2008
To describe the process of creating a students.csv file from the SEEMIS school management
system for importing student data into Eclipse.Net. This document does not describe the
process of importing student data. Please see KB101H - Importing Students
dents into Eclipse Net for
guidance on how to import your student data.
PLEASE DO NOT OPEN YOUR CSV FILE IN EXCEL!
Note: This document applies to Eclipse2
clipse2 and Junior Librarian ONLY. Please see Knowledge Base article
KB107 for guidance on how to create a file for use with Eclipse2 or Junior Librarian.
Creating a students.csv file
Note: The steps in this guide can be quite technical. If you are not a confident computer user
we would recommend that you ask for assistance from your schools ICT contact.
1.0
Exporting information from SEEMIS is a slightly different process from other management
systems.. This is because you do not get the option to export information directly and instead
have to take additional steps over other management systems.
The process involves two stages:
•
•
ing and running a report
Creating
Copying the data into an Excel and then re-saving the data as a CSV File.
The following sections in this guide describe the two processes in greater detail.
Note: If you do not have a copy of Microsoft Excel available other spreadsheet applications also
provide the option to save files in CSV format.
1.1
Once you have completed the process
process of creating a student export file you will then need to
import the file into Junior Librarian or Eclipse 2. Please see Knowledge Base article KB101H Importing Students into Eclipse.Net for guidance on how to import your student data.
Page 1 of 7
http://www.microlib.co.uk/kb/011H
Micro Librarian Systems LTD
How to create a students.csv file from the
SEEMIS management system for use with
Eclipse.Net
ID: 108H
Version Number: 1.0
Date: 28/08/2008
Creating and running the report on SEEMIS
2.0
In SEEMIS go to Custom Reports
2.1
In the Order tab you will need to choose the fields to include in the report. The table below lists
the available fields for use during student import. Please note that a number of items are
mandatory and must be included.
Import Option To Select in Eclipse.NET
WBLS
Seperator
,
Qualifier
"
Include Headers
Yes
Column Header
Optional /
Mandatory
ManagementSystemID
Mandatory
Description / Notes
The ‘ManagementSystem ID‘ is a unique number from
which you can identify a pupil on your school
administration system.
DateOfBirth
Mandatory
Borrower’s date of birth
Gender
Mandatory
Gender of Borrower. The gender field must begin with M
or F, so M, F, Male and Female are all valid entries.
Surname
Mandatory
Surname of the borrower
Forename
Mandatory
Forename of the borrower
TutorGroup
Mandatory
Tutor Group the Borrower
YearGroup
Mandatory
Year Group the Borrower belongs to
LogonName
Optional
If you add the ‘LogonName‘ field to the CSV file,
Eclipse.net will automatically try and link the borrower
to Active Directory. If you also add the ‘Password ‘field,
this will turn off Active Directory linking.
Password
Optional
Barcode
Optional
Password assgned to the borrower. See notes for
LogonName
The barcode you want to assign to the borrower
Title
Optional
Borrower title (Mr, Miss, Dr etc).
Address1
Optional
Borrower’s home address
Address2
Optional
Borrower’s home address
Address3
Optional
Borrower’s home address
Address4
Optional
Borrower’s home address
Address5
Optional
Borrower’s home address
Address6
Optional
Borrower’s home address
Postcode
Optional
Borrower’s home postcode
Email
Optional
The Borrower’s e-mail address
Continued on next page..
Page 2 of 7
http://www.microlib.co.uk/kb/011H
Micro Librarian Systems LTD
How to create a students.csv file from the
SEEMIS management system for use with
Eclipse.Net
ID: 108H
Version Number: 1.0
Date: 28/08/2008
Column Header
Optional /
Mandatory
TelephoneNumber_Home
Optional
Description / Notes
Borrower’s Home Tel Number.
TelephoneNumber_Work
Optional
Borrower’s Work Tel Number.
TelephoneNumber_Mobile
Optional
Borrower’s Mobile Tel Number.
LibrarySet
Optional
Borrower’s Library Set
House
Optional
The Borrower’s house (School House)
Ethnicity
Optional
Borrower’s Ethnicity
If you add the ‘DateAdded‘ field to your CSV file, this will
be the date the borrower was added to your admin
system and will be shown on the borrower’s record card.
If no date is entered, the date shown on the borrower’s
record is the date they were added to Eclipse.net.
DateAdded
Optional
If you add the ‘DateExpires‘‘ field to your CSV file but
don’t enter a date, the borrower will be placed into the
Borrower Recycle Bin 100 years after they are added to
Eclipse.net.
The filename and location of the Borrower’s photograph
DateExpires
Optional
Photograph_Filename
Optional
RFID
Optional
UPN
Optional
Guardian1_Title
Optional
Guardian Title
Guardian1_Surname
Optional
Guardian1_Forename
Optional
Guardian Suranme
Guardian Forename
Guardian1_Address1
Optional
Guardian Address details
Guardian1_Address2
Optional
Guardian Address details
Guardian1_Address3
Optional
Guardian Address details
Guardian1_Address4
Optional
Guardian Address details
Guardian1_Address5
Optional
Guardian Address details
Guardian1_Address6
Optional
Guardian Address details
Guardian1_Postcode
Optional
Guardian Address details
Guardian1_Email
Optional
Guardian Email address
Guardian1_TelephoneNumber_Home
Optional
Guardian contact tel no
Guardian1_TelephoneNumber_Work
Optional
Guardian contact tel no
Guardian1_TelephoneNumber_Mobile
Optional
Guardian contact tel no
Continued on next page..
Page 3 of 7
http://www.microlib.co.uk/kb/011H
Micro Librarian Systems LTD
How to create a students.csv file from the
SEEMIS management system for use with
Eclipse.Net
Column Header
Optional /
Mandatory
Description / Notes
Guardian2_Title
Optional
Guardian Title
Guardian2_Surname
Optional
Guardian2_Forename
Optional
Guardian Suranme
Guardian Forename
Guardian2_Address1
Optional
Guardian Address details
Guardian2_Address2
Optional
Guardian Address details
Guardian2_Address3
Optional
Guardian Address details
Guardian2_Address4
Optional
Guardian Address details
Guardian2_Address5
Optional
Guardian Address details
Guardian2_Address6
Optional
Guardian Address details
Guardian2_Postcode
Optional
Guardian Address details
Guardian2_Email
Optional
Guardian Email address
Guardian2_TelephoneNumber_Home
Optional
Guardian contact tel no
Guardian2_TelephoneNumber_Work
Optional
Guardian contact tel no
Guardian2_TelephoneNumber_Mobile
Optional
Guardian contact tel no
ID: 108H
Version Number: 1.0
Date: 28/08/2008
As can be seen the list is quite extensive and not all options will be appropriate for every school.
You must include ALL mandatory fields but other fields are to be used at the schools discretion.
Note: When including optional fields it is not necessary to include data for each and every
student. If for example only final year students have an e-mail
e mail address then the field can be
included in the report and blank values provided for students that do not have an e-mail
e
address.
2.3
Once you have finished adding the required fields you will need to save
save the
th report and call it
Eclipse Net Export.
2.4
Go to the View tab. You should now see the data.
2.5
Within the displayed grid, click on any cell and then press the Ctrl key and A key at the same
time. The cells should now turn blue.
2.6
Press the Ctrl Key and C key at the same time. This will copy the data to the Windows Clipboard
where and can then be pasted into Excel. Please see section 3 of this document for further
guidance.
Page 4 of 7
http://www.microlib.co.uk/kb/011H
Micro Librarian Systems LTD
How to create a students.csv file from the
SEEMIS management system for use with
Eclipse.Net
ID: 108H
Version Number: 1.0
Date: 28/08/2008
Editing your data using Microsoft Excel
3.0
Open a blank spreadsheet
readsheet in Microsoft Excel.
3.1
Go to your Excel Spreadsheet and click on cell A2.. Press the Ctrl key and the V key at the same
time, this should paste the information from SEEMIS to the Excel Spreadsheet.
3.2
In order that the library software can match the data format and import the date certain
changes will need to be made. The first item that requires amendment is the format of the
dates.
3.3
To change the formatting click the letter column containing the date information,
information the column
will turn blue. Go to the Format menu, click Cells and in the window that pops up choose Date
from the list on the left side. From the selection on the right make sure the date is in the
DD/MM/YYYY format e.g. 29/08/2007. Click OK. Do the same for and other columns that
contain date formatted information.. If you can only find the MM/DD/YYYY format, you may
have to go to Custom on the list on the left hand side and then select the appropriate format
from the menu.
3.4
Once you’ve
ve changed the date formats, you’ll need to rename the column headings to the ones
supplied on the table in section two of this guide.
3.5
For the column Tutor Group details,
details, make sure the format is set to Text. Make sure the classes
are in the format 1A, 1B etc. and not P1A, P1B. A quick way to change this is to use the Find and
Replace function.
3.6
Press Crtl and F at the same time to open the find dialogue. Once it displays
disp
click on the Replace
tab,
3.7
For each class that you need to amend. Put in the class you want to change and then what you
want to change it to. Click Replace. You will need to work through each class changing any class
prefixed with a ‘P’ to remove
remo it. i.e. P1A would need to become 1A.
Page 5 of 7
http://www.microlib.co.uk/kb/011H
Micro Librarian Systems LTD
How to create a students.csv file from the
SEEMIS management system for use with
Eclipse.Net
ID: 108H
Version Number: 1.0
Date: 28/08/2008
3.8
Children who were in your Nursery last year may be on SEEMIS twice. This means you will need
to check for duplicates in your P1 classes and delete any – delete the line with the oldest date
e.g. 2005 and keep the
he 2007 entry.
3.9
Once you have completed all of the required edits you will need to save the worksheet as a CSV
document.
3.10
In the File Menu, click Save As…Name
As…
the file Students.csv and in save as type, choose CSV
(Comma delimited)
3.11
When you click on save you
y will get this message:
Click on OK to close the message.
3.12
The following message will be displayed:
displayed
Page 6 of 7
http://www.microlib.co.uk/kb/011H
Micro Librarian Systems LTD
How to create a students.csv file from the
SEEMIS management system for use with
Eclipse.Net
ID: 108H
Version Number: 1.0
Date: 28/08/2008
Click Yes to save in CSV format.
3.13
You can now close Microsoft Excel. When you are prompted to save changes to your work or to
save the file in a different format please ensure that you click NO. If you save at this time you
will change the format to Excel workbook which is not compatible with
with MLS products.
3.14
Now that you have created the CSV file there is one final step required to ensure the file is in
the required format for importing into Eclipse.Net. There are two possible ways to do this:
•
•
Using a product such as MS Access you can open your students.csv file and save it again
using the options to use “ marks as the qualifier.
Running the supplied FixCSV application
We strongly recommend using the supplied application.
3.15
To run the FixCSV application you will need to place a copy of your students.csv file and
FixCSV.exe application into the same directory. Once you have both files in the same directory
simply double click on FixCSV.exe to run the application. The following screen will be displayed:
3.16
Click the Fix File button to update your students.csv file. You should now have a students.csv
file ready for importing your student data into Eclipse.Net. Please see Knowledge Base Article
KB101H - Importing Students into Eclipse Net
Page 7 of 7
http://www.microlib.co.uk/kb/011H
Micro Librarian Systems LTD