This function to review and edit rolled over student records in ALAN applications is available to AIS schools only. You must be an ALAN_ADMIN user to access this function. 


Review student records in the staging facility

  1. Log in to the ALAN portal.
  2. In the ALAN homepage, click the 'Administration' link. This will open the ALAN Administration page. 
  3. In the ALAN Administration page, click the ‘Edit students in staging’ button. This will open the ‘Edit students in staging' page.

  4. The page will display a list of your student records in the staging facility. Rolled over students are marked
    ‘Record status = Existing’


     
  5. Click on a student name to view or edit the student details.
  6. To bulk-edit the rolled over student details, you can export and download the rollover student records. Click the ‘Export list of rolled over students’ button to download the rollover spreadsheet export file.



  7. In the rollover spreadsheet, you may edit the following fields: 
    1. Year level - in the rollover spreadsheet, students will have their future year level; you may change the year level (e.g. student repeating) 
    2. Roll class - please provide the new roll class, or leave this field blank if roll class is unknown
    3. Record status - in the rollover spreadsheet, this is defaulted to ‘Existing’ but you may change the value to ‘Left’ if the student is no longer enrolled in your school. Note: You may not delete a row in the spreadsheet. 
  8. Save a copy of your updated rollover spreadsheet in your computer.
  9. Upload your amended rollover spreadsheet to the ALAN staging facility. Follow the steps below.


Upload amended rollover student records to staging


  1. Log in to the ALAN portal.
  2. In the ALAN homepage, click the 'Administration' tile. This will open the ALAN Administration page.
  3. In the ALAN Administration page, click the 'Upload students to staging' button. This will open the 'Upload students to staging' page.
  4. In the ‘Upload students to staging page’, click the ‘Choose file’ or ‘Browse’ button. This will prompt you to browse and select your amended rollover spreadsheet file from your computer.


  5. Select and double click the correct spreadsheet file from your computer.
  6. Click the ‘Upload’ button.


  7. Wait for the upload process to complete. Do not close or refresh the page.
  8. A message will display on the page to confirm whether the upload process was successful.



  9. If the upload was unsuccessful: A message will display on the page to provide you with information about the upload errors. You will need to amend your spreadsheet before uploading again.
  10. Once the upload process is done, you will see the list of your updated records in the ‘Edit students in staging’ page.
  11. To review or edit the student records in the 'Edit students in staging' page, follow these steps.
  12. Once you have reviewed and finalised your student records, please confirm the data by clicking the 'Mark all records as reviewed and confirmed' button. This will ensure that your student records will be transferred and updated in PLAN2 and online assessments (e.g. Best Start Kindergarten, Best Start Year 7).


Confirm student records ready for transfer

Follow this step-by-step guide