Overview

The YSC Portal makes it easy to export student registration data for use in fair planning, communication, and reporting. This powerful feature allows you to create customized reports with exactly the information you need. This article explains how to export student data, what information is available, and how to use the exported data effectively.

When to Export Student Data

Exporting student registration data is useful for various fair management tasks:

• Creating participant lists and name badges
• Sending targeted communications to specific groups
• Preparing judging materials and project information
• Generating statistics and reports for your committee
• Creating certificates and awards
• Planning logistics such as meals, accommodations, and transportation

Accessing the Export Function

To export student registration data:

1. Go to Assets in the left sidebar
2. Select Users
3. Use the filter icon to refine your view:
   • Select your event from the dropdown
   • Set User Type to "Regional Fair Participants"
   • Optionally, filter by status (Complete, Submitted, etc.)
4. Click Apply Filter to show matching records

Creating Basic Exports

For a standard export of student information:

1. From the filtered user list, select the students you want to include:

   • Check individual boxes for specific students
   • Use Select All at the top of the list for all visible students
   • Use Select All Matching to include students across multiple pages

2. From the Choose an option dropdown, select Export Users

3. A dialog box will appear with export options. Select what information to include:

   • General Contact Information: Names, email addresses, phone numbers
   • School Information: School name, address, grade level
   • Survey Responses: Answers to your custom survey questions
   • Survey Documents: Any files uploaded through survey questions

4. Click the blue action arrow to generate the export

5. The export will download as an Excel file to your computer

Understanding Export File Contents

The exported Excel file contains several worksheets:

Users Worksheet

Contains basic student information:

• Name and contact details
• Username and ID in the system
• Registration status
• Date registered

School Info Worksheet

Contains school-related information:

• School name and address
• School district/board
• Student grade level

Survey Responses Worksheet

Contains answers to your custom survey questions:

• Each column represents a different survey question
• Organized by student ID to match the Users worksheet

Survey Documents

If you selected "Survey Documents" in the export options and students uploaded files through your surveys, these will be included in a separate zip file that downloads alongside the Excel file.

Creating Filtered Exports

You can create more targeted exports by using the filter options more specifically:

Exporting by Grade Category

1. In the filter options, select the specific Grade Category (Junior, Intermediate, Senior)
2. Apply the filter and export as described above

Exporting by Challenge (Scientific Category)

1. In the filter options, select the specific Challenge
2. Apply the filter and export as described above

Exporting by Registration Status

1. In the filter options, select the specific Status (Complete, Submitted, etc.)
2. Apply the filter and export as described above

Working with Exported Data

Once you've exported the data, you can:

In Excel:

• Sort data by any column (name, school, grade, etc.)
• Filter for specific information
• Create pivot tables for analysis
• Format for printing or further distribution

For Mail Merges:

1. Open a Word document
2. Go to Mailings → Start Mail Merge → Step-by-Step Mail Merge Wizard
3. Select the type of document you want to create
4. Use your exported Excel file as the data source
5. Insert merge fields and complete the merge

This is particularly useful for creating:

• Personalized emails
• Name badges
• Certificates
• Form letters

Exporting Project Information

If you need detailed information about projects rather than just student data:

1. Go to Assets → Projects
2. Filter for your event and desired project status
3. Select the projects to export
4. From the Choose an option dropdown, select Export Projects
5. Choose whether to include or exclude student contact information and safety/ethics review fields
6. Click the blue action arrow

This export includes additional project-specific information such as:

• Project title and summary
• Challenge (scientific category)
• Project type (Discovery/Innovation)
• Team member information
• Safety and ethics review status (if included)

Protecting Student Privacy

When working with exported student data:

• Store files securely and password-protect when possible
• Only share personal information with those who need it for fair operations
• Delete exported files when they are no longer needed
• Never include student information in public-facing documents without proper consent
• Follow your regional fair's privacy policies and applicable privacy laws

Best Practices for Data Management

• Regular Backups: Export and save registration data periodically during registration
• Consistent Naming: Use a consistent naming convention for your export files
• Documentation: Note the date and filter criteria used for each export
• Verification: Cross-check exported data with portal information for accuracy
• Consolidation: Maintain a master spreadsheet that you update with the latest exports

Troubleshooting Export Issues

Missing Information

If exported data is missing expected information:

• Verify that you selected all desired export options
• Check if students completed all registration sections
• Confirm that your filters aren't excluding relevant records

Large Files

If you're exporting data for a large fair:

• Export in smaller batches using more specific filters
• Be patient – large exports may take longer to generate
• Consider excluding survey documents to reduce file size

Format Issues

If the exported file doesn't open correctly:

• Try opening it with a different spreadsheet application
• Check for Excel warnings about file format or compatibility
• Contact Youth Science Canada support if problems persist

Next Steps

After exporting your student registration data, you might want to:

• Set up judging groups and schedules
• Create project labels and signage
• Prepare judging forms with pre-filled project information
• Generate statistics about participation for your committee

For guidance on these subsequent tasks, refer to the relevant articles in the Help Centre.