OneStudent

Tips & Tricks

Tips & Tricks – Import Data

Import General Comments 

  • Missing or incorrect data can create issues, ensure that data is checked for missing data or incorrect data before importing.
  • Always ensure your data matches (use consistent naming), for example Faculty data is required for the following Import Data – Staff, Subject, Timetable. The the Faculty is called different things across all these Imports then they OneStudent can’t identify them as the same thing. For example, HPE, Health and Physical Education, Health & Physical Education, you would need to identify the preferred naming option and be consistent across all the Import Data files.
  • Header row must always be included in imports 
  • The header row column names must exactly match the template 
  • Schools should not use Excel to open CSV files, as Excel will re-format data.  Such as turning a score like “5/10” into a date “5/10/2022”.   
  • Instead of Excel, schools should use Notepad++.  It’s free and a great tool.  QCAA also gives the same advice.  We have a tutorial of how to download Notepad++ Click Here.

Importing Subjects 

When importing Subjects into OneStudent you need to ensure that the subject codes are correct, or you will experience problems in other areas of OneStudent. 

Its about grouping Classes that are the same together to reduce the number of Subject Codes. 

Lets say your school has the following Maths Classes, this would be the recommended Subject Code for these particular Subjects. 

No. Class Recommended Subject Code 
1 MAE_OS,Essential Mathematics,Math MAE 
2 MAE111,Essential Mathematics,Math MAE 
3 MAE112,Essential Mathematics,Math MAE 
4 MAE121,Essential Mathematics,Math MAE 
5 MAE122,Essential Mathematics,Math MAE 
6 MAF101,Mathematics Foundation,Math MAF 
7 MAG_OS,General Mathematics,Math MAG 
8 MAG111,General Mathematics,Math MAG 
9 MAG112,General Mathematics,Math MAG 
10 MAG121,General Mathematics,Math MAG 
11 MAG122,General Mathematics,Math MAG 
12 MAM_OS,Mathematical Methods,Math MAM 
13 MAM111,Mathematical Methods,Math MAM 
14 MAM112,Mathematical Methods,Math MAM 
15 MAM121,Mathematical Methods,Math MAM 
16 MAM122,Mathematical Methods,Math MAM 
17 MAS_OS,Specialist Mathematics,Math MAS 
18 MAS111,Specialist Mathematics,Math MAS 
19 MAS112,Specialist Mathematics,Math MAS 
20 MAS121,Specialist Mathematics,Math MAS 
21 MAS122,Specialist Mathematics,Math MAS 
22 MAT_OJ,Mathematics,Math MAT 
23 MAT071,Mathematics,Math MAT 
24 MAT081,Mathematics,Math MAT 
25 MAT091,Mathematics,Math MAT 
26 MAT101,Mathematics,Math MAT 
27 MAX101,Mathematics Extension,Math MAX 

There are 27 classes, but only 7 Subject Codes are required. 

The following provides an examples of the correct way to create a Subject _Code for Importing into OneStudent. 

This is the CSV Import File, what you can see is there is a subject Code for each specific group of Subjects.  Some Faculty have more than one Subject_Code, that is because there is more than one unique group of subjects within that Faculty.  For example, Maths has MAT and MAG. 

This is how this data is displayed under the faculties page.  This is an example for the Maths Faculty, and you can see the two different unique Maths Subjects, General Maths and Mathematics: 

This is the Class Code List from the Markbooks page. You can then see that the codes are then used for multiple classes, for example MAT is used for 6 classes: 

The following provides an examples, that is not recommended. 

In this example all Subject Codes have been imported, with multiple of them using the same lead letters. 

This is how this data is displayed under the faculties page.  This is an example is from the Arts Faculty, and you can see there is a duplicate of the same subjects.  This is because the OneStudent is looking at the lead letters to indicate and group subject together and this Import created duplicates of the same subject.  This then creates issues within OneStudent.  

However, under Markbooks the Class code is displayed normal, as seen in the below screenshot. 

Some of the issue you may experience if the Subject Code are import incorrectly: 

  • Duplicate Subjects in faculties. 
  • HOD’s and Teacher experience issues access their Subjects and login in. 

If you need assistance with the Import process including the checking of data.  Please contact our team. 

Examples of Potential Issues and Explanations of Data Points

Timetable – Semester 1 

Header Row

Class_Name,Subject_Name,Subject_Level_Code,Day,Date,Period,Start_Time,End_Time,Staff_Id,Staff_MISID, Staff_Code,Staff_Last_Name,Staff_First_Name,Facility_Code,Facility_Name 

Sample 

Class_Name,Subject_Name,Subject_Level_Code,Day,Period,Start_Time,End_Time,Staff_MISID,Staff_Code, Staff_Last_Name,Staff_First_Name,Facility_Code,Facility_Name 

ACC111A,Accounting,11,MON,Period 3,13:20,14:30,hjswa3, SWANHI,Swank,Hilary,G211,Computer Lab 

ACC121A,Accounting,12,MON,Period 3,13:20,14:30,gadav1,DAVIGE,Davis,Geena,G214,Computer Lab 

AEN071D,Aspire English,7,MON,Period 1,9:00,10:10,wjhar37,HARRWO,Harrelson,Woody,I1.18,General Learning Area 

Notes

ACC111A = Class_Name

Accounting = Subject_Name

11 = Subject_Level_Code

MON = Day

Period 3 = Period

13:20 = Start_Time

14:30 = End_Time

ctyle3 = Staff_MISID

TYLECA = Staff_Code

Tyler = Staff_Last_Name

Cassandra = Staff_FIrst_Name

G211 = Faculty_Code

Computer Lab = Faculty_Name

Timetable – Semester 2 

Header Row 

Class_Name,Subject_Name,Subject_Level_Code,Day,Date,Period,Start_Time,End_Time,Staff_Id,Staff_MISID, Staff_Code,Staff_Last_Name,Staff_First_Name,Facility_Code,Facility_Name 

Sample 

Class_Name,Subject_Name,Subject_Level_Code,Day,Date,Period,Start_Time,End_Time,Staff_Id,Staff_MISID, Staff_Code,Staff_Last_Name,Staff_First_Name,Facility_Code,Facility_Name 

ACC112A,Accounting,11,MON,Period 3,0.555555556, 0.604166667,hjswa3,SWANHI,SwankHilary,G211,Computer Lab 

ACC122A,Accounting,12,MON,Period3,0.555555556, 0.604166667,gadav1,DAVIGE,Davis,Geena,G214,Computer Lab 

AEN072D,Aspire English,7,MON,Period 1,0.375, 0.423611111,wjhar37,HARRWO,Harrelson,Woody,I1.18,General Learning Area 

Notes

This is an example is the same template as Timetable – Semester one however within the Class_Name ACC112A the 2 was changed from a 1 signifying that it is the second semester for this particular class. also within this example there is a demonstration how excel reformates data, in this example you can see that the start time and end time has been changed to decimal points.

Subjects 

Header Row 

Subject_Code,Subject_Name,Faculty 

Sample 

Subject_Code,Subject_Name,Faculty 

ACC11,Accounting,BID 

AEN,Aspire English,Junior English 

AHS,Ancient History,Senior Humanities 

Notes

Within this example the Subject_Code should only be 3 characters not ACC11 as this is just for a list of subjects, not a list of subjects not a list for specific year levels.

Students 

Header Row 

Student_Name,EQID,LUI,Date_of_Birth,Sex,Roll_Class,Year 

Sample 

Student_Name,EQID,LUI,Date_of_Birth,Sex,Roll_Class,Year 

“Einstein,Albert”,1456987523A,2313157279,2-Nov-2006,F,9R,09 

“Hepburn,Katharine”,4696537100A,8126585861,17/04/2007,F,10M,10 

“Legend,John”,7862555001A,,22-Jun-2008,F,8N,08 

Notes

Within Students the Student_name should be in this format “Einstein,Albert”.  Including the quotation marks and the comma the field. Also within this example shows that only senior student have a LUI.

Student Classes 

Header Row 

EQID,Class_Name 

Sample 

EQID,Class_Name 

0033743450G,FCD102A 

0033743450G,FCF102B 

0033743450G,PEG102L 

Notes

This is just an Example of how Student Classes should look.

Staff 

Header Row 

First_Name,Last_Name,Staff_Code,Email,Username,Role,Position,Faculty 

Sample 

First_Name,Last_Name,Staff_Code,Email,Username,Role,Position,Faculty 

Zellweger, Renee,ZELLRE,razel19@eq.edu.au,razel19,Teacher,Snr-Mathematics,”Junior Maths, Senior Maths” 

Wilson, Owen,OWENWI,ojwil0@eq.edu.au,ojwil0,Head of Department,HOD-Languages,Languages 

Thurman, Uma,THURUM,uvthu0@eq.edu.au,uvthu0,Head of Year,HOD-Student Services,Senior English 

Phoenix, River,PHOERI,rfpho1@eq.edu.au,rfpho1,Admin,PR-Secondary,Principal 

Notes

The role column is very important as it is used to allocate permissions when the user logs in to OneStudent.

Valid values are:

  • Teacher
  • Head of Department
  • Head of Year
  • Admin

General Comment Bank 

Header Row 

Comment_Type,Criteria_Type,Criteria_Value,Comment_Code 

Sample 

Comment_Type,Criteria_Type,Criteria_Value,Comment_Code 

GEN,Assessment Type,Assignment:,Z0002 

GEN,Assessment Type,Assignment: Written,Z0003 

GEN,Assessment Grade,0/20,Z0143 

GEN,Assessment Grade,1/20,Z0144 

GEN,Assessment Grade,2/20,Z0145 

GEN,Assessment Grade,3/20,Z0146 

Notes

Use GEN for general comment.

This is the criteria to match the comment on.  This can be set to “Assessment Type” or “Assessment Grade”.

Assessment Type will attempt to match an Assessment Type value that has been set for the Assessment Item.

Z0143 will attempt to match on the result of the assessment item.

Learning Area Comment Bank 

Header Row 

LA_Code,LA_Faculty,Subject,Year_Level,Criteria,Comment_Description,Comment_Code 

Sample 

LA_Code,LA_Faculty,Subject,Year_Level,Criteria,Comment_Description,Comment_Code 

1,The Arts,Visual Arts,7,Overall Result,A+,A0003 

1,The Arts,Visual Arts,7,Overall Result,A,A0004 

1,The Arts,Visual Arts,7,Overall Result,A-,A0005 

Notes

The faculty is set here.  So when a student gets a result for a student within the faculty (e.g. The Arts) then this lot of comments will be used.

Improvement Comment Bank 

Header Row 

LA_Code,LA_Faculty,Subject,Year_Level,Criteria,Comment_Description,Comment_Code 

Sample 

LA_Code,LA_Faculty,Subject,Year_Level,Criteria,Comment_Description,Comment_Code 

GEN,GEN,GEN,XX,SKILLS BASED LEARNING COMMENTS,”{Name} has benefitted from {her,his} participation in the Skills Based Learning program this semester.”,X0120 

GEN,GEN,GEN,XX,SKILLS BASED LEARNING COMMENTS,{Name} has made slow but steady progress in the Skills Based Learning program this semester.,X0121 

01,The Arts,Media Arts,XX,MEDIA ARTS IMPROVEMENT,”In order to improve {her,his} results, {Name} needs to construct purposeful representations and insightfully use genre and media conventions.”,A0124 

01,The Arts,Media Arts,XX,MEDIA ARTS IMPROVEMENT,”{She,He} must also construct purposeful representations and insightfully use genre and media conventions.”,A0125 

Notes

These are comments that a teacher can set for a student in their class.

Improvement comments can be general or faculty specific.

Grade Mappings 

Header Row 

Scale,Mark,Grade 

Sample 

Scale,Mark,Grade 

20,0,E 

20,1,E 

20,2,E 

20,3,E 

Notes

Grade mappings can be used to override the setting of a grade based on a student result.

For e.g., a grade of “E” will be applied if the student receives a 2/20