Using the Mass Change Feature to Update Common Student Fields

Modified on Wed, Sep 10 at 1:11 PM

You can use the Student Data>Mass Change to update various fields on a student’s record with a student list.

We will highlight a few specific examples that come up often.

NOTE: You create student lists manually. You can do so by performing a search via Student Data>Student List>Student Search and checking off the kids you need and selecting “add checked to a new list” and/or you can create a dynamic list via Student Data>Edit Lists with a dynamic query etc. This is our main article of creating lists.

TABLE OF CONTENTS

Student Homeroom Assignments
Updating the Birth Place County Field for Students
Assessment Testing Data
Updating the Disciplinarian for Students
Updating the Counselor for Students
Updating the Gifted/Talented flag for Students
Updating the Guardian 1 Address Mailings Flags for Students
Updating the ‘Has Medical Insurance’ Flag for Students
Updating the Home Language Field for Students
Updating the Meets ELA Requirements/Meets Math Requirements Fields for Students
Updating the ‘Never Include in NJSLEDS Collections Field’ for Students
Updating NJ Student Fields
Updating the Primary Language Field for Students
Updating School Club for Students
Updating the Sports Team for Students
Updating the Student Learning Model Field for Students
Updating the Title 1 Indicator Field for Students
Updating the Vice Principal for Students
Updating the ‘Was Retained’ Flag for Students
Updating User Texts/User Flags for Students

Student Homeroom Assignments

You can use a student list to assign a student to a specific homeroom. This is specifically to update the HR field found on the Student’s Demographics>Required tab. (It’s not for updating anything on their schedule etc.) This is our main article on student homeroom assignments for other methods to update this.

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Student Homeroom” in Step 2.
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Birth Place County Field for Students

You can use a student list to update the student’s Birth Place Country field which is located on the student’s Demographics>Required tab.

Navigate to Student Data>Mass Change
Select your student list in Step 1.
Select “Birth Place Country” in Step 2.
Select the COUNTRY you want to update the students to in “Select a Country”
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Assessment Testing Data

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Assessment Testing Data” in Step 2. More options will then appear.
Make the selections needed in the “For Assessment Test,” “for Subject,” and “Update Field” dropdowns as needed. For example, if you’re looking to update the test code for ELA for NJGPA Fall, you’d make this selection and enter text as needed:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Disciplinarian for Students

You can use a student list to update the students’ Disciplinarian which is a field found on the student’s Demographics>Required tab.

Navigate to Student Data>Mass Change
Select your student list in Step 1.
Select “Disciplinarian” in Step 2.
Select the staff member need in “Select a Disciplinarian”
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Counselor for Students

You can use student lists to update the student’s assigned counselor.

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Current Year Counselor” in Step 2.
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Gifted/Talented flag for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Gifted/Talented” in Step 2.
Select YES to check the flag off for students or NO to uncheck the flag for students.
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

NOTE: For how to have the G&T flag set automatically based on a course, review this article.

Updating the Guardian 1 Address Mailings Flags for Students

You can use a student list to update student’s Guardian contact card information. Specifically, this is to update the mailing flags which are found on the contact cards via Student Data>Modify Student>Demographics>Contacts>Modify Contact:
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AI-generated content may be incorrect.

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Guardian 1 Address Mailings” in Step 2. (There is also a Guardian 1-4 option.)
Select “Set all Mailings to checked” to check them all of.
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the ‘Has Medical Insurance’ Flag for Students

This is to update the option found via Student Data>Modify Student>Demographics>Categories. Other health insurance options on this screen are “insurance provider” and “release to NJ family care” etc.

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Has Medical Insurance” in Step 2.
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Home Language Field for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Home Language” in Step 2.
Select the specific language needed in the “Select Language” dropdown:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Meets ELA Requirements/Meets Math Requirements Fields for Students

This is to update the ‘override’ fields on the Student Data>Modify Student>Graduation tab.

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Meets ELA Requirements” in Step 2.
Select the values needed in the “Meets ELA Requirements” via dropdowns as needed:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

NOTE: Will be used in Genesis Graduation Pathway Report and NJSLEDS SID as an override to the students actual assessment scores (to the left).

Updating the ‘Never Include in NJSLEDS Collections Field’ for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Check off the submission you want to exclude from the list of kids as needed:
Select one of the specific fields in Step 2.

Updating NJ Student Fields

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Scroll down to the “NJ Smart Student Fields” area and select the field needed. The fields available in this section are NJ Student Fields such as ELPScreenerDate, Federal HS Math Requirement, IEP Graduation Course Requirement, IEP Graduation Attendance, Bridge Year Program, Learning Environment, Student Internet Connectivity, Student Device Owner, Student Device Type.
Select the value for the field selected as needed.
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Primary Language Field for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Primary Language” in Step 2.
Select the appropriate language as needed:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating School Club for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “School Club” in Step 2.
Select a value in the “School Club” dropdown and the “Club Level” dropdown as needed:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

NOTE: For more info on clubs, review this article.

Updating the Sports Team for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Sports Team” in Step 2.
Select a value in the “Competition Level” and “Sport” dropdown as needed:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Student Learning Model Field for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Student Learning Model” in Step 2.
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Title 1 Indicator Field for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Title 1 Indicator” in Step 2.
Select the value needed in the “Set Title I Indicator” dropdown as needed:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the Vice Principal for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Vice Principal” in Step 2.
Select the staff member needed in the “Select a vice principal” dropdown:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating the ‘Was Retained’ Flag for Students

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select “Was Retained” in Step 2.
Select “Yes” if you are indicating that the students were retained:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

Updating User Texts/User Flags for Students

Your custom user flags and user texts will be listed at the bottom of the list on this screen. User Flags are tied to the asterisk symbol and User Texts are tied to the plus sign symbol.

Navigate to Student Data>Mass Change.
Select your student list in Step 1.
Select the user text or user flag you have created in Step 2.
Select “checked” if you want to check the flag off for the students:
Review the “Apply to students that do not have a value already” option. Keep that checked if you do NOT want to OVERWRITE data. Uncheck that if you DO want to overwrite data.
Click “Apply Changes” in Step 3.

NOTE: For more info on User Flags and User Texts, review this article.