Update Graduate Data

Update Graduate Data

Once the graduate data is imported and records are established in the Hub, coordinators can continue managing the information by editing, deleting, or adding data following these steps.
 
NOTE: To create new graduate records, refer to the Importing Graduate Data instructions.
 
If you have to make corrections to a predefined value for one of your tagged graduate data fields (GDFs) used for display, recording, sorting or printing,  the Data Cleaning module will flag any affected graduates.  Please refer to the Data Cleaning training materials for more information.
 
If you are unable to easily identify graduates who need corrections in the Data Cleaning module, please follow the instructions below for conducting mass updates via Excel.

Prepare Your Data

Create a data template with your updated data.
  1. Create an Excel spreadsheet or CSV file.
  2. Include at least two columns: 
    1. Identifier Column: Use an Email Address or another unique identifier such as a student ID, with the header as either "Email" or "StudentID"
    2. Update Columns: Include any fields you want to update, such as Honors, Degree, etc. Ensure their column headers match an existing Graduate Data Field.
  3. Your data template does not need to have columns for every graduate data field; only include those needed for identification or updating records.

Select File to Update

  1. Open the Graduates module: 
    1. Click on the Update Existing Graduates tab.
  2. Upload Data: 
    1. Select your prepared data template and click Upload Data to start the update process. 
    2. After the upload is complete, you will be redirected to the Graduates page. A pop-up in the lower right corner will confirm that the update is complete. 
                      

Update Options

  1. Choose Ceremony: 
    1. From the Update Graduates from Ceremony dropdown, select the relevant ceremony title or leave it set to All Ceremonies. (Note: Ceremony-specific values can only be updated if a ceremony is selected.) 
  2. Identify Columns: 
    1. For the Use Spreadsheet Column option, choose the header from your file that contains the identifying values (e.g., Email Address). 
    2. Next to that, in the To update a graduate with a matching: dropdown, select the corresponding Graduate Data Field from your current list. This step establishes the match. 
  3. Select Update Fields: 
    1. Under Spreadsheet Column, you will see a list of fields from your update spreadsheet. 
    2. In the Update Field dropdown for each row, choose the field you want to update. 
    3. Under If Value is Empty in Spreadsheet, select how the system should handle empty fields: 
      1. Update the grad’s data to be empty (e.g., to remove Honors or Awards). 
      2. Leave the grad’s existing data unchanged (most common choice) 
  4. Review Changes:
    1. Click Review to see a summary of the changes. This is where you can check for missing graduates or other errors.
    2. If you need to make corrections, click Back to review and update any columns selected or update options as needed. Then, run the process again. 

Running the Update

Confirm Update:
  1. After reviewing, Click Run update to proceed with the update.
  2. A notification window will appear in the lower right corner once the update is complete. 

Check Your Data

Verify Updates: Use the Graduate Views or search for individual graduates to ensure that the data has been updated correctly.