Manual Relationship Management

Owned by Spartan Connect, created
Last updated: Jan 21, 2022
4 min read

Overview

This guide is only for administration staff that have access to Mass Edit of Students for the purposes of manually assigning students to staff. If you do not already have access, you may email SpartanConnect@sjsu.edu for assistance.

The only functions to be used on the Mass Edit of Students page is the Assign To Someone function.

If you are going to use this process you are REQUIRED to manually mange both the assignments AND the un-assignments for the students and staff you update. Keep detailed records of students you’ve assigned and remember to un-assign them when the relationship is no longer valid.

Getting Started

Log into Spartan Connect and go to the Mass Edit of Students page.

Before you begin, you must first have the following:

  1. List of students

    1. This could be a copy/pasted column of student ID numbers from a spreadsheet (~250 or fewer), a tag, or your own Student List.

  2. Action

    1. Are you adding or removing?

  3. Staff

    1. Which staff assignments will be updated?

  4. Relationship Type

    1. Which specific relationship type will be used? If you don’t know, please reach out to SpartanConnect@sjsu.edu.

Things to Know

This process acts on a list of students and a single staff user at a time because staff selection is done with a dropdown list.

The staff dropdown search list is CASE SENSITIVE and requires an EXACT MATCH when searching.

There is a confirmation popup that appears after clicking save and before the process runs. This popup allows you to confirm the number of students included in the assignment. Ensure this number is exactly what you expect it to be.

You may ignore the Begin Date and End Date fields as they are not applicable to this process.

Searching

Copy/Pasted List

If you have a spreadsheet of about 250 or fewer student ID numbers, you can simply copy and paste the ID numbers into the keywords box and the search will return just those students. If the search never returns results, you most likely have too many ID numbers.

The ID column will be properly converted to a space-separated list in the keywords field.

Student Lists or Tags

After switching to Advanced Search, you can also use the Advanced Search field to specify a known tag or one of your student lists to use as the search criteria. Be mindful that if you’re using a tag, you should know exactly who created and updated that tag to ensure only the appropriate students are selected. Student lists are a better option, but you can only use your own that you’ve created.

Selecting from Student Results

When the search results have returned, you must select some or all of the students from the list. A warning will appear if you try to update assignments without first selecting students from the results.

A select all checkbox is at the top left of the search results listing header and will select all found students.

Setting the Assignment Parameters

Switch to the Assign to Someone tab.

Select the appropriate action, either add or remove.

Select the Relationship from the dropdown.

Search for and select the Staff from the dropdown.

Save the Assignments

When you have fully verified that the students are correct and the assignment parameters are correct, you may select the Save this Setting button. If you have missed any required steps, the system will prompt you.

A confirmation box will appear asking you to confirm the update of x number of students. Verify again that x matches the number you’re expecting.

If everything looks good, proceed with the update by selecting Yes.

You will see a confirmation in the lower right corner of the page letting you know the outcome.

Questions?

If you’re unsure of anything, please reach out to SpartanConnect@sjsu.edu for assistance.