How do I export/mass archive rosters using Person Import?

Modified on Wed, 13 Nov at 2:39 PM

We recommend archiving all students at the end of the school year. Then import the file for the new and returning students at the start of next year. This will accomplish the following:

Returning students will have their records turned back on.
In the newly imported file, any updates will be changed in the student record (name spelling changes, grade level, IEP, etc).
Students who are not returning will remain archived. This will help to keep the number of active students as accurate as possible for reporting in SWIS.
New students will have records created for them when their data is imported.

To archive you’ll want to do the following:

Login to SWIS
Go to Tools, Student list
Click the Export button in the upper right-hand corner
Export active students
Open the downloaded file and add a 3 to the status column. Save
Follow the Person Import wizard to upload the exported file into SWIS and archive all your students.

You can then upload your active roster for the new year whenever you're ready. Anyone who was archived but still enrolled will be reactivated with their new grade levels and everyone else will be left archived.