Student Management

Create students

Students are usually added whenever they need to complete an assessment and they do not already exist in the system.

When you add a student they are added to the Student List, so you can view the details about them at a future date, add them to a sitting and give them access to the Test Lobby where they can complete assessments.

You can also import a batch of students, if you want to add multiple students at the same time rather than individually.

To add a student to the Student List

1. Click the Students button from the home screen to display the

Student List, which contains all the existing students within the

system.

2. Click the Add student button to display the Manage Students screen.

3.  Enter details about the new student in the boxes displayed. See Understand student details (page 40) for guidance about the type of information you can enter in each box.

Note: If a scroll bar is displayed within this screen, this means there are additional details which are not currently displayed. Use the scroll bar to display the additional details.

4. Once you have finished entering student details, double check that you have entered information in all mandatory fields, otherwise you will not be able to complete the process. If a red warning triangle appears alongside a field, hover your mouse over the triangle to read the error message. Change the information you entered in that field to ensure it contains information that will be accepted by the system.

5. When you have finished entering student details and no red warning triangles appear on the screen, click the Save button.

A green ‘Student Successfully Created’ message will appear in the bottom right corner of the screen. You will now be able to see the newly created student at the top of the Student List.

6. To return to the home screen, click the Home button..

Import students

You can import a batch of students if you want to add or update multiple students at the same time rather than individually.

You may want to import students at the beginning of the academic year when you have a large number of students to add to the system all at once.

When you import students they are all added to the Student List. You can then View the Student List (page 35) or Change details of a student (page 36).

If you want to add students to the Student List individually, you should create a new student. See Create students (page 30).

To import new students and/or bulk update students

1. Ensure that the students you wish to update are in the Testwise Import template.

Note: The most efficient way to update your Student List is to export the list using the Export Student List as .csv function. A .csv version of your Student List will be downloaded, enabling you to add new students or update any existing students. Once you are happy with your updated list, re-import it into Testwise.

2. Edit your Student List in the .csv file as required.

Note: The unique identifiers in your file must match Testwise to update a student. If a different unique identifier is used then a new student record will be created.

3. Once you are happy with your updated list and it is ready to import, click the Students button from the home screen.

4. Click the Import students button to display the Manage Students page.

5. Click the Browse button to display the Choose File Upload box. Then navigate to the .csv file you would like to import and click the Open button.

6. Verify the student details on the page and then click the Import button to complete the update process.

Note: Student data included in the .csv file will be coloured blue and considered updated even if you have not made any changes to the student record.

Note: If the data has not passed the verification process, then the Import button will change to Retry. To correct the errors in the data:

  • Identify exactly where the errors are by finding the fields highlighted in red within the data grid. Scroll through the full list of students to find all the errors. The data that is missing or incorrect will have a red box around it. To find out more information about each error, hover your mouse over the red warning marker shown in the last column of the row.
  • Open MS Excel (or the .csv editing software) and then open the file that contains the errors.
  • Correct the errors in the file.
  • Save the changes you have made.
  • Click the Retry button.

7. Click Import if the changes highlighted in the summary are correct.

Note: If you are not happy with the changes in the summary page you can edit the file again and re-upload.

8. Once your updated file has been processed you will be sent an email confirming the success of your upload.

9. Now that you have received confirmation of your updates/import you can go back into the Student List and check that the required changes have been made.

10. To return to the home screen, click the Home button.

Exporting Student Lists

To export a list of students:

1. Click the Students button from the home screen to display the Student List, which contains all the existing students within the system.

2. Click the Export students button to export the Student List.

3. Your file will now be downloaded.

Note: The file may have been automatically saved to your downloads folder.

4. Locate and open the file to ensure that your export was successful.

5. To return to the home screen, click the Home button.

 

 

View the student list

You can view all the students that have been created and saved within your system by displaying the Student List.

You can also display specific students based on your own criteria using the filter and search features.

You can change the order in which students are listed by sorting the Student List in a different order to the one that is displayed.

To view the student list

1. Click the Students button from the home screen.

All existing students are displayed within the Student List.

Note: If there are no students displayed, this is because they have not been added to your system yet or because they have all been archived. You can add students to the Student List by creating new students or importing students.

If a Load More button is displayed at the bottom of the Student List, this means that not all students are currently displayed on the screen. Click the Load More button to display the next 100 students.

2. View details about each student by examining the information within each column. See Understand student details (page 40) for specific information about each column.

3. To change the order in which students are displayed in the Student List, you can sort the list in the order of a specific column, by clicking the Ascending Sort and Descending Sort buttons displayed alongside specific column headings.

4. To display specific students that fulfil specific criteria you can:

Apply filters to the list by selecting tags in the Filter Pane.

Search the First Name and Last Name columns for specific words or characters (any letters or numbers) by entering them into the Search for students.

5. To display the full Student List, remove all filters and remove any text in the Search for students box.

6. To return to the home screen, click the Home button.

Change details of a student

Once a student exists within the Student List, you can change their details if required.

To change details of a student

1. Click the Students button  from the home screen.

All existing students are displayed within the Student List.

2. Find the student you want to change.

3. Click the Actions button  displayed alongside the student’s name.

The Edit button and Activity Log button now replace the student’s first name.

4. Click the Edit button to display the Edit Student Details screen for the selected student.

5. In the Edit Student Details screen, change the details of the student as required. See Understand student details (page 40) for information about each box that is displayed.

Note: If a scroll bar is displayed, this means there are additional details which are not currently displayed on your screen. Use the scroll bar to display the additional student details

6. When you have finished making changes to the student, click the Save button.

The student’s details will be saved and the Student List will be displayed again.

7. To return to the home screen, click the Home button.

View student activity

You can view a student’s progress in a number of different ways, which include the following:

Monitor Student Progress – displays the status of each student within a live sitting.

View Student Activity Log – displays a list of all the assessments a student has been assigned, started and completed. The date and time are included for each of these events.

To view a student’s Activity Log

1. Click the Students button from the home screen.

All existing students are displayed within the Student List.

2. Find the student whose activity log you want to view.

3. Click the Actions button displayed alongside the student’s name.

The Edit button and Activity Log button now replace the student’s first name.

4. Click the Activity Log button  to display the Activity Log for the selected student.

5. View the student’s Activity Log.

You can copy and paste the information from it into another document if required.

6. When you have finished viewing the Activity Log, click the Close button to return to the Student List.

7. To return to the home screen, click the Home button.

Archive students

You can archive a student if you no longer want to display them within the Student List.

Archiving is the process of moving older student records (or records of students that are no longer required) into a different location on your system. You may want to archive multiple students at the end of each academic year, or archive individual students if they leave the school.

Whenever you archive a student, they are no longer displayed within the Student List, and you cannot change their details (unless they are restored).

If the student you choose to archive has completed tests or had reports created based upon their test result, these will remain in the system. For example, if you want to archive a student who completed 12 tests, their test results will still remain in the system after you have archived them. When generating a report there is an option to show archived pupils. If that is selected then the archived pupils can be reported on.

When viewing the Student List, you can display all archived students by selecting the Show Archived Students Only box within the Filter Pane.

You can restore archived students if you want to reverse the archive process, which means any restored students will reappear in the Student List.

To archive students

1. Click the Students button from the Testwise home screen.

All existing students are displayed within the Student List.

2. Find the student(s) you want to archive.

3. Select the student(s) you want to archive by clicking the check box  to the left of each student name. You can select multiple students if required.

Each time you click the check box for a student, notice the following:

  • The check box changes colour .
  • The total number of students you have selected is displayed within the Archive button, in the top right corner of the screen.

4. To archive the selected students, click the Archive button.

5. Click the Yes button in the message box asking you to confirm in the archiving of the selected student(s).

A green ‘Student(s) Successfully Archived’ message will appear in the bottom right corner of the screen.

Notice that the archived students no longer appear in the Student List.

6 To return to the home screen, click the Home button.

Restore archived students

You can restore students who have been previously archived, if you want to display them within the Student List again.

When you restore an archived student, they will reappear in the Student List, with all the details that were previously attached to them, such as their date of birth. Any test results for the restored student will already be in the system, as they are not removed during the student archive process.

Once an archived student has been restored, they can be used within the system like any other student. This means they can be added to sittings, complete tests and have their test results displayed within reports.

To restore archived students

1. Click the Students button from the home screen.

All existing students are displayed within the Student List.

2. In the Filter Pane, select the Show Archived Students Only check box.

All archived students are now displayed within the Archived Students List.

3. Select the archived student(s) you want to restore by clicking the check box to the left of each student name. You can select multiple archived students if required.

Each time you click the check box for a student, notice the following:

  • The check box changes colour.
  • The total number of students you have selected is displayed within the Restore button, in the top right corner of the screen.

4. Click the Restore button.

A green ‘Student(s) Successfully Restored’ message will appear in the bottom right corner of the screen.

Notice that the restored student(s) no longer appear in the Archived Students List.

5. To display the Student List again, remove the tick from the Show Archived Students Only check box.

Notice that the restored student(s) now appear within the Student List.

6 To return to the home screen, click the Home button.

Understand student details

The following fields of information can be viewed, entered or modified for each student.

Only six fields from the list are mandatory, which means information must be entered in these fields if you are creating or importing students. The remaining fields are optional.

Mandatory fields

When creating or importing students, some fields are mandatory, which means you must enter information in those fields, otherwise the student cannot be created successfully. Different systems have different mandatory fields. You can identify the mandatory fields in your system by finding field names that have an asterisk displayed after them in the Create New Student screen or Import Template.

For example, the Date of birth field is mandatory, which means it is displayed as Date of birth *.