Adding and editing participating children

This article will give information about the following topics:

• Accessibility requirements for children
• Adding one new child
• Changing details for one child
• Adding multiple new participating children (in bulk)
• Changing details for multiple children at once

Only site leaders have permission to add and change children’s details.

Accessibility requirements for children

When adding children to the account, the site leader will be prompted to select any specific accessibility requirements that might affect the child’s engagement with the formative assessment. This information will help to ensure that the set of assessment experiences assigned to the child is appropriate for their learning needs. It is important that you select the right fields. If you are unsure, please check with the child’s teacher, parent or carer that the accessibility information is accurate. To assist you, select Help on your Import children pop-up box and follow the directions carefully. This will show you the Child Field Descriptions document.

If a teacher or educator begins an assessment with a child and notices that the child’s accessibility requirements have been entered incorrectly, please contact the Preschool support team to assist.

Adding one new child

1. Go to the Children page.
2. Select +Add children on the right of the screen. Select New child.
3. A pop-up box will open. Fill out the fields using the ‘Help’ button at the bottom of the pop-up box to view the Child Field Descriptions.
4. Select Create child.
5. If the details of the new child are similar to an existing child within your account, you will be prompted to check. You cannot have duplicate child accounts within the system.

Changing details for one child

1. Click a child’s name to view their details.
2. A pop-up box will appear that allows you to edit the child information fields.
3. After making your changes, select Save.

Adding multiple new participating children (in bulk)

1. Go to the Children page.
2. Select +Add children on the right of the screen. Select Bulk import.
3. A pop-up box will open. Select template file in step one to download the template.
4. Open the template file and save it to your computer.

5. Fill out the template file. Make sure you remove the 2 samples from the template file (rows 2 and 3). This template must be filled out exactly as it is set out for it to upload without error. To assist you, select Help on your Import children pop-up box and follow the directions carefully based on the Child Field Descriptions. 

   

6. Once all your information is entered, save the file and close it.
7. Go back to the Import children pop-up box and select Select a file. Use the browse option to locate the file where you saved it on your computer then press Import children.
8. If the file has been filled out correctly, you will see it uploading. Then a green bar will appear reporting on how many participating children have been uploaded. Select Refresh page. The screen will close and the participating children will appear in the list on your page.
9. If the file has not been filled out correctly, a red bar will appear in the pop-up box reporting that there has been an error. It will provide a link to an Excel spreadsheet. Select Download Excel file and open the file. In column J, the errors will be explained. Save this file and make the required changes. Delete column J and then go back to Step 6.

Changing details for multiple children at once

1. Filter your children list to display the children whose details you need to edit.
2. Manage > Edit children – file upload.
3. Select Download child data.

4. Edit the necessary details within the Excel file, being careful to follow the guidelines listed under Help.

   

5. Save the file in the *.xlsx format.
6. Within the Bulk edit children pop-up window, select Select a file.
7. Select your saved file.
8. Import children.
9. If any errors are detected by the system, you will receive a message and a link to download an Excel file listing the relevant errors.

10. Correct the errors and repeat steps 5 to 8 above. 

    Notes:

• Do not delete, edit or move the column headers.
• The ‘System ID’ in Column A is used by the system to identify each child’s results data.
• Do not edit or move these System IDs between children.
• You may not add new children to the account via this bulk edit process. Please follow the instructions on how to add children in bulk.