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Forum thread: Deleting students
| Elaine Peacock 04 January 2016 12:30 |
We have quite a high turnover of students who can come and go week to week / month to month etc. What is the best way to keep previous attendance records, but delete them from current records? |
| Marcus Butler (STEARsoft) 04 January 2016 14:25 |
Hi Elaine, Thank you for your post. Use the 'Class details' tab of a class in the web version to remove students when they leave. Once a couple of weeks have passed and their historical data is no longer within the date range being shown, the students will disappear from the class list automatically. That should be all you do from week to week and month to month. Once a year (or so), it is good to have a proper purge of old data. You should of course save a more permanent record of your data first (you probably do this regularly anyway). Use the 'counters' tab in the 'All school data' area to download statistics (in .csv form) and attendance sheets (in .txt form) to archive safely somewhere. I'd also recommend taking a snapshot copy of the whole STEARsoft data structure as detailed in the User Guide under 'Data and Backups' in the Technical Administrators section. You can then safely delete old data (say more than two years old) in the live working version of STEARsoft. The best place to delete/tidy old data is in the 'View Teacher Usage' screen in the Administrator section. Tick all teachers, then delete sessions before a particular date, then 'Delete old classes'. You can also delete old students en-mass from here once that is done. You need to do it in that order as you can't delete a Student if the class they were in still exists (so you delete the class first). And you can't delete a class from this location if it still has attendance sessions (so we delete the sessions first). This means that current and recent classes with attendance sessions won't get deleted, and current students still in a class won't get deleted. I hope that answers your question. Yours, Marcus. |
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