In this article, you will learn how to manage hierarchies at the end of the school year and how to assign students to the next grade level. This procedure is primarily aimed at customers who do not have integration/synchronisation. There are two different ways to adjust user data at the end of the school year.

Option 1: Changes directly on the site

Schools usually import a CSV file during implementation, which loses relevance over time as all changes are made directly on the site (name changes, hierarchy, etc.).

Procedure:

1. The hierarchies are manually changed. First, the school's graduates are renamed. For example, Year 12 is changed to “Graduates”. Subsequently, the other hierarchies (years and classes) are updated by renaming them. Before proceeding with the next steps, please thoroughly check that the users are assigned to the correct hierarchies. For example, students who are repeating a year or changing classes must be manually selected and assigned to the new hierarchies (and removed from the old hierarchies).

2. Next, the graduates are deleted so that they are no longer in the system and do not require paid licences from the new contract period. To do this, open “Users and Access Rights”.

3. Here, the graduates can be filtered and deleted. By clicking on “Search Hierarchy”, the previously named “Graduates” hierarchy is selected.

4. When the green “Search” field is selected, a list of users in this hierarchy appears. By clicking on the top box of the list, all rows are automatically marked.

5. Now, by clicking on the arrow in the “Choose Operation” field, the drop-down list is opened and “Delete” is selected. The process must be confirmed by clicking on the green “OK” field.

Note: All results and messages of the deleted students will no longer be available. The users are now in the recycle bin in quarantine. Items can be restored from here or permanently deleted after the quarantine period.

6. New students can now be uploaded via a new CSV file. To do this, select “Import UserS from File” in the upper area under “Users and Access Rights”.

Option 2: Changes in the CSV file

This option is used if the school has made all changes in the CSV file as a “master file” during the school year and no changes have been made directly on the platform.

Procedure:

1. In “Users and Access Rights”, the Graduates  are filtered and removed (see Option 1).

2. Then, under “Hierarchies”, the years and classes are deleted. The hierarchies are gone, but the students who have not   yet been deleted under Option 1 are still present in itslearning.

 3. A new CSV file with the current user data can now be imported. This synchronises the user data (through the synchronisation key, usually an ID number) and imports new users. The hierarchies are created as entered in the CSV file (see columns E and F in the image).

Please read the article “Import Users from File: Teachers and Students” for more information on importing user data.

Note: Once the new hierarchies have been created, courses that use hierarchy synchronisation must be re-linked. For example, if a course is linked to Class 8a and the hierarchies are changed at the end of the school year, the new Class 8a will consist of the students from the previous 7a. If the course participants are not to change, the hierarchy synchronisation must be dissolved and reconnected.