Sisra Analytics: How do I troubleshoot old / incorrect / duplicate / no classes showing after an import? (Admin)

Overview

This article explains the steps you can take to ensure that your classes update correctly when a new student data file is imported. It covers common issues that arise, resulting in older, incorrect, duplicate or no classes showing.

Prerequisites

You must be an administrator.

Instructions

When you import a new student data file into a cohort in Sisra Analytics, there may be times when not all of your classes update, and some of your old classes may still be showing for qualifications. Work through the appropriate steps below to resolve the problem:

  • After importing data, republish your students so that the changes are reflected in your reports:

    1. Select DATA.
    2. Select Key Stage.
    3. Select Cohort.
    4. Select Students.
    5. Select Publish Students.
    6. Select Publish.

    See the Sisra Analytics: KS3/4 - Publish Students (Admin) and Sisra Analytics: KS5 - Publish Students (Admin) articles for more information.

  • If only a few qualifications have classes that have not been updated, despite being included in your most recent Student Data file, some of your Sets of Classes (or Subjects as they appear in your Student Data file) have changed in the new upload. The example below where a Year 11 Qualification still contains Year 10 classes, illustrates this clearly:

    Investigate the cause of the problem.

    1. Select DATA.
    2. Select Key Stage.
    3. Select Cohort.
    4. Select Students.
    5. Select Classes.
    6. Select Assign Quals.
    7. Check which qualifications are assigned to which Sets of Classes. Also, look for additional Sets of Classes where the new class data may have been imported. In the example, MFL French and MFL German are assigned to a Languages Set of Classes; however, there are additionally Sets of Classes that have been imported, called French and German:
    8. Select Manage Classes.
    9. Select each of the sets of classes noted in Step 7 to determine which ones contain the new updated classes. In the example, the new classes are imported under the French and German sets of classes, not the Languages set of classes:

    To resolve the problem:

    1. Select Assign Quals. to return to the Assign Qualifications page.
    2. Unassign your old qualification from the old Set of Classes, and reassign this to the other sets of classes. In the example, the MFL French and MFL German qualifications are unassigned from the Languages set of classes, and assign to the new French and German classes:
    3. Select Students.
    4. Select Publish Students.
    5. Select Publish. to have your changes reflected in the reports.

    See Sisra Analytics: Assigning Qualifications to Classes (Admin) for further information.

  • If all or a large quantity of qualifications have classes that have not been updated, the student data file may have been imported incorrectly. Below are some common causes and fixes:

    Inconsistent Subject names used in the Student Data file

    When importing a new student data file, the same Subject names must be used to ensure that your new classes update within each Set of Classes. Inconsistent Subject names, for example, Ar and Art; and Dra and Drama, as shown below (with other subjects), cause problems:

    As the majority of the names are different, to fix the problem:

    1. Open the most recent Student Data file in Excel.
    2. Edit the Subject names (to match your existing Sets of Classes, for example, replace Ar with Art, and Dra with Drama.
    3. Save your changes.
    4. Reimport the new Student Data file (from Students > Import).
    5. After the import is complete, delete duplicate sets of classes:
      1. Select Classes.
      2. Select Manage Classes.
      3. Check the duplicate classes in Actions and select Delete Set of Classes:
      4. Select OK to confirm deletion.
    6. When all duplicates are deleted, select Publish Students.
    7. Select Publish. to have your changes reflected in the reports.

    Update classes not selected when importing

    When importing a Student Data file with Update Classes selected, Sisra Analytics updates previous classes for each subject based on the classes stored in the new Student Data file.  If Update Classes is not selected, you must reimport the Student Data file:

    1. Select Students.
    2. Select Import.
    3. Work through the various import mapping screens.
    4. When selecting import options, select Yes for Update Classes:

       
    5. Complete the import.
    6. Select Publish Students.
    7. Select Publish. to have your changes reflected in the reports.

    Incorrect Key Stage selected when importing (KS3/4 only)

    When importing a Student Data file Sisra Analytics pulls through the most updated classes imported in each set of classes for each key stage to a dataset in the Reports. A Year 8 Term 1 dataset will always pull through the most recently imported KS3 class for a cohort, similarly, a Year 10 Term 2 dataset will always pull through the most recently imported KS4 class (both dependent on your school's key stage-year structure in CONFIG > Settings > Key Stages).

    If all the classes in a cohort have not been updated, despite the correct subject names being used, the student data file may have been imported with the incorrect Key Stage selected.  To check this:

    1. Either check the Import details:
      1. Select Students.
      2. Select Import.
      3. Check the Last File Imported (in this example, it's for 200 students and 14 sets of KS4 classes):
    2. Or go to Students > Classes > Manage Classes. Select a Set of Classes, and see if your new classes appear listed under the wrong Key Stage's classes.
    3. If the wrong Key Stage has been selected: 
      1. Either reimport your current student data file in Students > Import, with the correct Key Stage selected.
      2. Or to ensure your previous Key Stage's classes go back to how they were, reimport this previous Key Stage's last Student Data file in Students > Import, with Update Classes set to Yes, but Update Filters and Update Student Statuses, set to No. 
    4. Select Publish Students.
    5. Select Publish. to have your changes reflected in the reports.

Outcome

Your classes update correctly following the new student data file import, and your reports contain the correct information. If you are still having problems, contact us.

Related information

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