What to do when a new student arrives at the school mid semester
Victorian Government Schools should follow the instructions below. South Australian Schools should follow instructions found in the
Accelerus Light Guides for South Australian schools.
- Import an up to date Student XML file
- Obtain a new student XML file from CASES21.
- In Accelerus Light, go to Management > Import and Export Data > Students.
- Tick Set start date for new students and enter today's date as the start date.
- If students have left the school but need a report for the semester, do not tick the Set end date for students not in XML file box.
- If students have left the school and do not need a report:
- Tick the box Set end date box and enter today's date as the end date.
- Tick the box Withdraw end dated students from their classes.
- Click the Browse button, select the new Student XML file and then click Next.
- Check the preprocess messages, especially those relating to students who will be end dated, and ensure that you understand the changes that will be made to the student records in the database.
- Make any changes required to the action drop down boxes and then click Next.
- Enrol new student/s in classes by using either the Create Enrolments process or manually adding the classes:
- Use Create Enrolments to bulk enrol new student/s
- Go to Management > Create Enrolments.
- Click Next.
- Make sure you understand the messages and what changes will be made to your database if you go ahead.
- Where you do not want a particular change to classes and enrolments to occur, select the appropriate enrolment options.
- Click Next.
- Manually enrol new student into classes
- Go to Manage Data > Student.
- Find the required student and click their row.
- Find the classes for the student, eg enter the student's home group code in the filter field.
- Select the classes for the student and then click Add classes.
- Repeat for any other new students.
- Import photos for new student/s
- Take a photograph of the new student, naming it with the student's CASES21 code, eg SMI0013.jpg.
- Go to Management > Import and Export Data > Student Photos
- Make sure the correct File name pattern is selected, eg .jpg.
- Click Browse and select the photo/s to be uploaded.
- Click Next.
- Ensure you understand what changes will occur should you continue, selecting appropriate actions, if required.
- Click Next.
