Enroll: Processing Your Data in Enroll
Getting Started with Enroll: The Enroll Home Page
The Enroll home page allows you to continue working on data that has been started but not completed, or start a new data update. To get started with the data upload process:
- Select Update myON Data at the top of the page.
- If you are starting a new session, select Upload New Data.
If you started a data submission process previously and are returning to complete it, click Continue to resume that process.
Step 1: myON Sync
First, you will notice a message saying that Enroll is syncing buildings. Enroll is simply syncing to your myON account.
Step 2: Submit CSV
Action: Select your Student, Faculty, and Roster file and click Upload.
Please note: The roster file is not required, but it is recommended since it creates "classes" in myON, putting students in their teachers' rosters automatically.
Step 3: CSV Issues
Once you upload your files, Enroll will begin to process them. File validation happens here: Enroll checks to ensure the file is in the correct format with the correct number of columns and a row for each user to add or change. If there are no formatting problems with your files, you will receive a message that your spreadsheets were stored successfully.
- If there are formatting problems with your files, Enroll will alert you with an error message. If you receive an error message, ensure:
You may also see the message “Merged duplicate users.” This means one or more of your files had more than one line of data for a user. Enroll will consolidate these rows and alert you that this action has taken place.
- Your files follow the required naming conventions
- You have the correct columns in your files.
- The column headers are named correctly.
- There are no diacritic characters present in your file. Examples include:
â, €, ñ, etc.
Action: Once you have addressed the issues in your files, you will need to resubmit them following the same steps.
Step 4: Select Schools
On this step, you need to select which buildings in the district that need to be updated. Enroll automatically selects all schools, but if you only want to update certain buildings, make sure only these buildings are checked. If you only have a single school to manage data for, only that school will appear in the selection list. You can resubmit files as often as you need to until the file is submitted without errors.
PLEASE NOTE: If you see an “unknown” value in the building column, Enroll is notifying you that a school_ID in one of your .csv files is not a valid ID in myON, or you are assigning users to an account that does not have an active myON subscription. Enroll will not be able to process these users. If you believe this is an error, please contact myON support for assistance. See example below:
Action: Once you have selected the buildings you wish to update, select Submit.
Step 5: Validate Data
Now that the file format has been validated and the file has been updated, Enroll will look through the .csv files to ensure it can be loaded to myON. Any data troubleshooting will happen at this stage. Possible scenarios include:
- Duplicate SIS IDs belonging to more than one user:
Each SIS ID number must be unique. To fix this error in Enroll, you can select one user to process to myON, and the other user will be ignored, or you can update the SIS IDs in your files and start a new data submission session.
- Unrecognized grades:
If the student file contains grades that are not recognized by Enroll, you can tell Enroll which grades you want these students in.
Accepted grade values are PK, K, and any value 1-12. All other values will be flagged.
- Duplicate Usernames:
Each username must be unique to each user. To fix this error in Enroll, you can select one user to process to myON, and the other user will be ignored, or you can update the SIS IDs in your files and start a new data submission session.
- Blank SIS IDs:
If a user is submitted without a SIS ID, you can manually enter the SIS ID. All users must have a unique SIS ID.
- Missing passwords:
If passwords are not supplied in your CSV files, you can:
- Manually enter a password.
- If you have established your account defaults under Account Settings, you can use this option to allow the same password for all students and/or faculty.
- Generate passwords for these users using a pattern generator by selecting Launch password generator. The generator allows you to create passwords in batch by role (student or faculty) and building.
Usernames must be unique. If usernames are not supplied in your .csv files, you can:
Missing required data:
- Manually enter a unique username.
- Generate usernames by selecting Launch username generator. The generator allows you to create usernames in batch by role (student or faculty) and building.
If required data such as first name, last name, or grade (for students) is not present in the CSV files, you will see the records in question and will be able to supply the missing information. **NOTE: You can either populate the missing information directly in Enroll, or you can fix your .csv files and start the data submission process over; best practice is to update the .csv files.
Action Step: Make the appropriate corrections, then click Save.
Step 6: Import Method
Now that the file(s) have been uploaded and verified, it's time to have the user data pushed into myON. To do this, you need to select an import method. There are two import methods to choose from:
- Additive Method
Choose the additive method if you only want to add, move, or modify users. This is best used when you first load users into myON or for smaller changes throughout the school year, and will never deactivate any users.
- Refresh Method (BACK TO SCHOOL)
This method will deactivate any users not included in the .csv file you have just validated and are ready to submit. It will add all users from the file(s) with the data included in the file(s). For example, a new grade could be included with students as they return to school after the summer, or a student could be put into a new class. This method erases user information and replaces it with data in the new file(s). Any historic usage information will remain in myON for users that are included in the new .csv file(s). NOTE: THIS PROCESS WILL DEACTIVATE ANY USER NOT INCLUDED ON THE .CSV FILES PROVIDED. PLEASE USE THE REFRESH OPTION CAREFULLY.
Action Step: Once you have selected the best method, click Submit to continue.
Step 7: Validate Import
In the previous step, Enroll validated the data within the file(s) you uploaded. Now, the validation is between the file and what is currently loaded on the myON site. Enroll will now communicate with myON to ensure the new data can be pushed into myON. Some conflicts you may need to resolve include:
- Username conflict:
This conflict exists when a user in your .csv files has the same username as an existing, active myON user in the account. Usernames must be unique across the district for all active users. Enroll will provide several options to resolve this conflict.
- Triangle conflict:
A triangle conflict occurs when an Enroll user shares an SIS ID with an existing user in myON (active or deactivated) and also shares a username with a second, active myON user. Enroll will provide several options to resolve this conflict.
Action Step: Once all conflicts are resolved, you will see counts of updates and the option to approve and finalize the update. This gets the data ready to move to myON, but it is not yet ready for your users to log in.
Step 8: Import
Action Step: Click Approve! This moves the data to myON! Your uploaded users can now log in.
Congratulations, you have successfully updated your data in myON!