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Promoting Learners With an MIS Sync

Ethan
  • Updated

Introduction

Even if you're synced with your MIS, your learners will not be automatically promoted to the next year group and class at the start of a new academic year. Instead, you must perform a manual sync.

 

Performing a Manual Sync

  1. Log in to Boost Insights as the Access Coordinator.
  2. Go to the purple Classes tab and ensure your current class names are listed. 
    • If you notice a class name is missing, click New Class in the bottom right corner, name the class, and then click Save Class. You don't need to populate the class with students--this will happen automatically when you run the manual sync. 
    • Don't worry about deleting old class names until the manual sync is complete.
  3. Go to School > MIS User Sync > Classes (Registration Groups).
  4. Use the drop-down boxes to match the class names in your Admin Hub with those in your MIS, then tick the checkboxes in the 'Set Up?' column for each class you'd like to sync. Click Save and Sync Classes in the bottom right to continue to the Pupils sync panel. 
  5. Click Proceed, then tick Select All Students and click Proceed again. 
  6. Review the learners in the sync panel and click Save and Sync Pupils.
    • Leavers will have a yellow 'Desynced' tag. Scroll down for more information.
    • New pupils will have a pink 'New' tag.
    • If you have added any learners manually since you last synced, you may also have learners tagged 'Matched' or 'May Matched'. Review these before syncing to ensure they're correct.
  7. When you reach the Finished panel, refresh the browser page to immediately update your learner and class information in the Admin Hub. 

 

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Leavers/Desynced Learners and Old Classes

Syncing with your MIS only adds new learners and syncs existing ones, it does not delete them. This is because your learners' test data is tied to their record in the Admin Hub: deleting the record deletes their test data. 

Consequently, when learners leave your school and are removed from your MIS, or simply move out of the year group or class range you've chosen to sync, they will desynchronise in the Admin Hub and remain in the last class and year group they were assigned. This means that some of your classes and year groups--the oldest ones in particular--will be overpopulated when you promote your learners at the start of a new academic year. 

If you know that you want to delete these learners, see Deleting Learners in Boost Insights.

However, if you want to hold on to them and their test data for a time, follow the instructions below to tidy up your class numbers, group your leavers and desynced learners together, and delete old class names:. 

  1. Log in to Boost Insights as the Access Coordinator.
  2. Go to Pupils > With Access, select any desynced learners, and click Revoke Access in the bottom left. You can click the 'Synced?' header to sort the list by synced or desynced learners. To bulk select learners, select a learner, hold 'Shift', and then select another further up or down the list. Select multiple learners at once by holding Ctrl.
  3. Now go to Pupils > Without Access, select any synced learners, and click Grant Access to Selected in the bottom left. 
  4. Go to the purple Classes tab and click New Class in the bottom right.
  5. Name the class 'Leavers/Desynced' and click Save Class. 
  6. Reopen the 'Leavers/Desynced' class by double-clicking it or selecting it and clicking View/Edit.
  7. Underneath the list on the left, click Add all of the above pupils. Depending on the number of learners on the system, you may need to scroll through the list on the left and click this button several times.
  8. Click Save Class.

If you have followed the steps above, then the number of learners in your 'Leavers/Desynced' class should be equal to the number of learners in Pupils > Without Access and your other class numbers should match those in your MIS. 

You can delete defunct empty classes by selecting them and clicking Delete Class. 

Learners in your 'Leavers/Desynced' class will be hidden in Boost Insights, but their test data will remain on the system for you to review if needed. You will need to grant access to them again to see them on marksheets and reports. 

Please note that if no test data is recorded for a learner for more than two years, they will be considered inactive and their test data will be anonymised and no longer available for you to view. This is extended to three years our ART and AMT test suites. 

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