In the process of importing theÂ data there are times when we run into what Illuminate refers to as no-show records. Â A no-show record is one that was previously present but is no longer being sent. Think of a student enrollment record. Â Yesterday you were sending us data for a given student but today the record is no longer being sent over to Illuminate in theÂ data files. Â
So how do no-shows happen?
Typically, no-shows are a result of the processes or work-flow in your student information system. For example, if a student were enrolled at the beginning of a school year but then never showed up for school, in some student information systems the student enrollment record is removed. Â From an Illuminate perspective, all we know is that there used to be an enrollment record and now there isn't one. Â Another example is if a student is given a schedule, then that schedule is changed in such a way that the original schedule records were removed. Â Again, from an Illuminate perspective, the records are just not in the files anymore. Â
So why does this matter?
In Illuminate, many things are reliant on enter/start and exit/end dates. Â In the case of these no show records, we receive initial records with enter dates but then we never receive a record indicating that the student's records should end. Â We just don't receive data. Â As a rule, Illuminate does not delete data just because it is no longer received. Â This could potentially result in accidental deletions if files were incomplete for some reason. Â So without an end date and with the data no longer in the files, these no-show records manifest themselves in the system as roster errors, enrollment errors, or program errors. Â The most common place you will see no-shows is when a teacher asksÂ "Why is this student still on my class roster? Â He never even showed up but he's been here forever!"
So what's the solution?
In theÂ automation profile (Admin > Core Data Automation Profile) visit theÂ no-show management settings. Â There you can determine how your no-show data should be handled. See theÂ No-Show ManagementÂ article for more details.