Hello and welcome to this video demonstrating the complete functionality
for the bulk deletion of student data in SIMS. In the summer and autumn of 2018
releases of SIMS we introduced the first part of being able to bulk delete student
data by different data domains. This video is going to review all the
functionality available once upgraded to the spring 2019 release of SIMS. To start
with let's review the ability to protect a student from the bulk delete process.
We'll set this flag for a leaver, who will be picked up in the bulk delete process
but this can also be set for students on roll and allocated in bulk update
routines for students. Schools may have different reasons for setting this flag
for a student but we will by default not automatically set for any student who
has been SEN or ever in care. So onto the bulk delete process. Let's select
routines > student > bulk delete student data. To help explain how the screen
works we're going to walk you through deleting a selection of students' conduct
information. Firstly we need to set the academic year in which students left or
before. In this example, in this training data, we set this to 2013-2014 and we're
going to choose the conduct data domain. Notice when you hover on a domain you're
informed that the data is going to delete. Once you're happy with the
options click on search. So by default, the process will take everyone except
those who were ever SEN or ever in care. An improvement in the spring 2019
release of this functionality is that any student who only ever had an SEN
status of N or marked as 'gifted or talented', are no longer tagged as ever
SEN in this screen. Those students who have protected from bulk delete flag set
are easily identified and not available to select for deletion. The user can
choose to tick SEN or in care students if they wish but notice that the tick
option is not available for Ben Abbot, who we protected in an earlier set up.
The grid has a lot of functionality: you can sort columns; in this example we will
click on the column header for current age and reordered by that
column. You can also filter by data in the columns. Here we can filter the grid
to only show those students who don't have SEN status and then you're able to
make your choices. Clicking on the search again will refresh the grid. It is
possible to select all the students in the grid with the exception of those
flagged as protected. In this example we have selected all possible students. Once
you're happy with the selection you can click on 'start delete'. The user will
now be presented with a warning screen allowing them to review the data domains
they are about to delete; how many students will be deleted and details of
any SEN or in-care students chosen. Clicking on OK will take the user to the
confirmation window; this time the user is asked to read the advisory notes and
tick the agreement statement. Clicking on continue will now start the delete
process. The routine will now start deleting data for the first student and
for the data domains chosen and then move to the next student, so if we picked
conduct and attendance then, for each student in turn it would delete both
sets of data before moving to the next student. While the delete process is
running, the user can navigate to other areas of SIMS and continue to work as
normal. If required the user can stop the delete process - the routine will complete
the delete for the student it was working on and then stop. You are
presented with the details of what was completed and then returned to the bulk
delete grid. If we search for the students again you will see that the
original number has gone down. The spring 2019 release of SIMS includes the
options to delete all student data. Clicking on the delete all student data
will select all the data domains for you. This process will obviously take a lot
longer to run so users are advised to pick an appropriate time to complete
this task. Lastly, I would like to explain what happens when you delete all the
student data. The following diagram will help explain how SIMS records person
data and its relationship with deleting it. At the center of our SIMS 7 database
architecture and design is a single SIMS person
record. This is where core information such as forename and surname are stored.
A SIMS person can have many roles; a single person can have a role as an
applicant, candidate and a student. In another scenario a student could also be
recorded as a contact for another student - more likely in secondary schools
than in primary but it does happen. So when we run the delete all student data
routine, we will attempt to delete all the student data and the central person
record but only where that SIMS person record is linked to prospective pupil,
student, user, candidate and application roles. If the same SIMS person record is
linked to any of the blue roles ie is also an employee we will delete the
student related data in green but retain the central SIMS person record as this
forms part of the contact record. I hope this video has helped to demonstrate the
bulk delete student data feature in SIMS; thank you for watching.
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