No-show management is where you can make adjustments to how the nightly import process handles your no-show data. For each no-show supported dataset (programs, roster, and enrollment) you can make three choices:
- Ignore - this is the default behavior. When the no-show option is set to ignore, then the data is completely ignored. No-shows will stay in the system and will not be handled at all. This is the default because it is the safest option. Until you identify that there is a no-show issue, it's best that the setting be left to "ignore"
- Delete - When a no-show is discovered, the original record is deleted. Completely removed from the system. If yesterday we receive an enrollment record but today it is no longer in the file, the record from yesterday is deleted from Illuminate.
- End - When a no-show is discovered, the original record is "ended". This means that Illuminate will put an end date on the original record. The record remains, but it is no longer a current record. It is ended as of the day it was discovered to be a no-show. This is the safest way to handle a no-show, but may not be best for your situation depending on how/why no-shows exist.
Enabling no-show support begins right after you enable it. No shows will be processed accordingly with the next batch of data that runs via automation. However, it is important to know that no-shows are processed with the "DIFF" processing that runs with our automated imports. So the no shows are a result of comparing "tonights" data file to "last nights" data file.
In order for no-shows processing to truly be effective, a "wipe and reload" is necessary. Here is the process:
- Set the No-show settings accordingly.
- Make sure that the district gets a "wipe and reload" of enrollment, rosters, and programs
- Automation and the "diff" process will take over from there!
It is very important to know that just turning on no-show support will not solve problems that were created in the past. It will only solve problems that surface after no-show is enabled.
Here's a quick example:
08/18/14 - enrollment record for John Smith is created
08/19/14 - enrollment record is still in the import files
08/20/14 - John Smith is deleted from the SIS, he was a no-show, he is no longer in the enrollment file. But no-show is not enabled yet. So John Smith's record just stays, open in Illuminate
08/21/14 - John Smith will not show up anymore, we don't see his data
08/25/14 - No show processing is turned on
08/26/14 - Nothing happens to John Smith because he is not a part of the data anymore
If on 08/26 the enrollment data is wiped, then the "bad" John Smith records go away. Current data is then reimported, and moving forward any no-show data is handled appropriately.