This article explains how to manually add a participant from a previous term to a new term.
You can import multiple participant records at once for a site. Learn how to import participant data here. Importing records with the same Participant ID links them. See the Transferred Data section for details.
Using the Add Participants from Prior Term
To quickly register participants at a site that were registered in a prior term, first use the simple checkbox Add Participants from Prior Term feature. The feature includes an option to increase each student’s grade level by one.
Be sure to be connected to the Reporting Term you are registering participants into. To learn about how to Switch Access, see this article.
Click Add Participant +. A drop down will appear with two options: New Individual and From Prior Reporting Term. We recommend using From Prior Reporting Term to register most previous participants quickly and then add new students with the New Individual option.
Select From Prior Reporting Term in the drop down menu.
A modal window will appear.
Complete the required information for the Target Site and Term, and the Prior Term and Site. Optionally, specify if you want to increase participants' grade level. If no grade level exists in the prior term (e.g., adults), the new term's grade level will be left blank.
At the bottom of the form, participants registered in the selected Prior Term Site and term but not in the Target Site and Term will appear with checkboxes. Check the boxes for returning participants if you have their signed paper registration forms. Use the Search bar to quickly find names, IDs, or grades (e.g., type "first" for all first graders).
After selecting participants to register for the new term, click Register.
You will be returned to the List of Participants for the target which will now include the participants you checked boxes for.
A green message will appear in he upper right corner of the screen confirming the success of the registration process.
A blue message will include messages about registration process concerns; these are typically related to change of grade issues.
Entering Participants Manually
Be sure to be connected to the Reporting Term you are registering participants into. To learn about how to Switch Access, see this article.
Click Add Participant +. A drop down will appear with two options: New Individual and From Prior Reporting Term.
To register new participants, click the New Individual option.
On the next screen, fill in required fields (marked with a red asterisk) on the Personal Information screen. When done, click Next Step.
A duplicate checker identifies matching participant records from previous terms if any two of these three fields match: First Name, Last Name, and Participant ID. Entering the correct Participant ID is essential.
In the list, use Register + button next to the correct record to create a new registration period for that participant.
On the next screen, verify or update the Registration Site, Period, and Dates. Then click Add Registration.
You’ll be taken to the participant's record to update any info for the new term (e.g., address, school, relationships). Remember to click Save at the bottom of each section to save changes.
If no match was found, continue to enter available data for the next sections including Address, Registration Information, School Information, and Relationships. For a more detailed description of adding a new person to the system, read this article.
Transferred Data
When adding a participant record from a previous term to a new term, most data stays with the record, but some must be updated for the new term.
Personal data in Column A carries over to the new term and updates across all terms if changed (e.g., Name, Notes, Custom Fields). Term-specific data in Column B can be edited without affecting other terms.
Below is a table showing which data stays with the person across terms and which updates per term.
| Registration Record Section |
A: PERSON data Stays the same across all terms. Change it and it will change across all terms |
B: TERM data Changes each term the person is registered. |
| Personal information (name, ethnicity, etc.) | x |
|
| Address | x |
|
| School information (school, grade, special ed status) |
|
x |
| Relationships (parent contacts) | x |
|
| Registration Period Information (when person entered and left program) and enrolled programs |
|
x |
| Participation (attendance at various activities) |
|
x |
| Notes | x |
|
| Communication log | x |
|
| Goals | x |
|
| Enrollment |
|
x |
| Documents | x |
|
| Teachers |
|
x |
| Custom Fields | x |
|
| Survey Responses |
|
x |
Updated