How to Import School Mint Students Into Summer Programs in Aspen (For Central Office Staff Only)

Aspen Support Updated by Aspen Support

A CSV file should be generated from the School Mint with the following data fields.

Student ID | Program name | School year | Consent forms received

IMPORTANT: The program name MUST EXACTLY MATCH the program name in Aspen. Otherwise, you will receive an error message.

Users will run the Summer School Program Enrollment - School Mint import

The import will:

  • Create summer program registrations for students with no existing registrations
  • Create summer program registrations for students with existing registrations to non-School Mint programs
  • Ensure that School Mint program registrations are up-to-date based on the provided file (students will only have 1 registration)
  • Remove School Mint registrations for any students not included in the provided file

Guide

Before import the entire file, you may want to first import a small sample of 3-5 students as a test run.

1. The first step is to open your Excel or Google Sheet import file - either (a) with consent or (b) without consent:

(a) Sample with consent

(b) Sampler without Consent

2. Click the File menu

3. Scroll down to Download

4. Select Comma Separated Values (.csv) and save the file to your desktop.

5. Then open Aspen in the BPS view

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6. Click BPS tab

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7. Click Summer School side tab

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8. Click Summer Students sub tab

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9. Click Options

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10. Click Imports

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11. Click Summer School Program Enrollment - School Mint

12. Click choose file and select the file that you saved on your desktop

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13. Click Run. The students will be added to their summer programs.

You may want to save the results message and discuss any possible conflicting registrations (e.g. students already enrolled in another program) with the summer school managers (Charles/Jillian, Zach H.) and BASB staff (Lisa). Once you decide how to resolve the conflicts, you might want to re-import the conflicting students, in a separate file, into the programs that the SS Managers decide to place them in.

How did we do?

How to Enter and Post Summer School Grades on the School View (For Site Coordinators)

How to Import Students Into Summer Programs (For Central Office staff Only)

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