Getting your assessment data out of VSware and into SchoolWise involves a couple of steps. This article will walk you through each of them.
1. Export your data from VSware
Go to the Assessment screen in VSware and then click on the Results Crosstab screen.
Here you can choose the base classes, exam and additional options. Simply select all the base classes for the year group and then choose the exam from the next drop-down.
Make sure the following options are selected;
Include Study Level is set to Yes and the
Include Points is set to New Leaving Cert
Include SEN flag, Include Average and Include Extra Fields are all set to No.
Click Go to generate the report and finally click Export to Excel
Go to Assessments then click on Academic performance and finally, select Term report performance.
Here you can choose the base classes and the exam. Simply select all the base classes for the year group and then choose the exam from the next drop-down. Click Go to generate the report.
Once the report is loaded, click on the Edit Table button. Make sure that the following options are selected;
Include Study Level
Once you are done selecting your options click the Export to Excel button. You can then save the file onto your computer or device.
2. Prepare the file
Once you have exported the file, you will then need to save it as a "CSV" or "Comma Separated Values". To do this simply open the exported file with Microsoft Excel or Google Sheets.
Click on File and Save As
Select CSV (Comma Delimited) in the Save as type
Choose the location to save the file
Click on the File menu
Select the Download option and then click Comma-separated values
This will download the file to your device
3. Import the file into SchoolWise
Navigate to Learner Support and then click on the Manage button. Then click on the Manage button under the Summative Assessments menu.
Note: You will need privileges to import the file into SchoolWise. If you cannot see the Manage button you do not have the appropriate privileges on your account. Ask your SchoolWise administrator to assign these to your account.
Then click on the Import button under the VSware section to display the import screen
All you now need to do is locate the file you prepared in the previous step by clicking on the uploader. Once you click on the file the import process will start.
Note: this can take a few seconds to a couple of minutes depending on the number of learners in the file
When the import has uploaded the data, any Learners or Subjects will have been matched automatically. Any learner that did not match (usually no longer in the school) will appear in red. If the learner is no longer in the school you can leave them in red. Any learner who is still present in the school, click on their name to display the matching screen.
You can search for the learner by any part of their name. Simply click on their name to select them and then the Assign button to match them.
If a subject does not match you can click on the name of the subject highlighted in red to display the search box. Search for the subject and then click the Assign button. This can happen if you have two subjects with similar names such as Eng and have both English and English and Communication as subjects on the platform. You just need to match the subject on the import to the correct subject in SchoolWise.
Note: If a subject is highlighted in red and you do not match them, the exam data for that subject will NOT be imported. Please make sure that if you match subjects, you choose the correct subject carefully and it is the correct subject for the import.
Once everything is matched click Next to proceed to the final screen. Here you need to enter the details of the summative task. Enter a name, date of when the exam took place, what cycle and year the learners were at the time of the exam. You can optionally enter any comments to help identify the exam later.
Leave the Summative Task/Activity toggle ON to indicate this is a summative exam and to attribute this to the learners academic tracking. If you disable this toggle, the results will not have any effect on academic tracking.
Finally, the Ignore Error toggle is off indicating that all learners and subjects MUST be matched before you can import. If you want to ignore those learners or subjects that did not match, simply toggle this to ON. This will ignore any unmatched data and proceed with the import.
Click the Import button to finish.