Tip: Streamline your student data management with Intake. Find out more here.
Purpose
This article explains how to export student data from a SIMS database only.
Covers: A detailed instructions on how to export a CSV from your SIMS database. Directing you to KB articles on importing the CSV you've exported.
This section does not cover: Removing or archiving old borrowers.
When to Do This
Start of the academic year, before importing into Reading Cloud, before moving tutor groups or removing your leavers.
Instructions
You can export a CSV file from SIMS which can be imported directly into the library system.
To make this process easier, we have created a report definition with all the required fields, columns and formatting necessary in order to produce the required information.
Downloading the Report Definition
The file does not have to be used and it is possible to create your own report with the correct data but it is often quicker to use this report file. The report definition file can be obtained here, download and save it to your machine. The file is compressed and will need to be unzipped once it has been downloaded. The extracted file will be labelled 'Student data report.RptDef'.
Save this .rpt file to your documents or somewhere that you are able to access it later.
Once the report file has been downloaded and extracted, it can be imported into SIMS.
Open the SIMS application and log in. If you are using SIMS Connected, then select the grey tab at the top of the screen. Select the 'upload' cloud. Browse to your file, select it and click 'open. If you are not using SIMS Connected, please proceed to the next step.
On the top menu click 'Reports' then 'Import'.
The 'Import Reports' box will open. From this box, you can import report definition files. Click 'Open' from this window.
Navigate to where the report file was saved.
Select the file and click 'Open'.
The report description should now show with a 'Pending…' status. Click the 'Import' button to import the report.
The status will then be changed to 'Imported', which means that the report has been imported successfully.
Click 'Close' to leave this window.
Running the Report
Once the report definition file has been imported, the report can be run to export the data to a CSV file in preparation for it being imported into the library system.
Open the SIMS application and log in.
From the main menu, click 'Reports' then 'Run Report'.
This opens a report browser menu.
Locate the report by clicking and expanding the 'Focus' menu then the 'Student' menu.
A list of Student reports will show on the right of the menu. Scroll down and select 'Sims.Net to Library V2'.
Next, with the report highlighted click 'Run' to begin the exporting process.
You can also use the 'Preview' 
button to see the report before you export the data it contains to give you an idea of whether or not it’s correct before you export it. A previewer will show underneath the report selection area.
The 'Export as Text' box will open once you click 'Run'. Ensure 'Comma Separated' is selected from the 'Format' box.
Next, click the 'Browse' 
button and select a location to save the file to. Type a file name of 'Students' into the 'Filename' text box.
The 'Export as Text' box will show again but this time includes the location where the file is being saved.
Click 'OK' and a message should show shortly after explaining that the file has been created successfully and you should now have the CSV file.
Finally, select the grey tab at the top once again and select the 'download' cloud.
Select the 'Students' csv file, and then 'Open; to download it to your machine. The CSV can be exported to any folder in your computer, we advise you select somewhere easy to remember such as the desktop of your machine.
You are now ready to import the CSV into your library system.
If you are importing any additional fields with your CSV the headers will need to be changed to match the library system.
Tips
- When editing a SIMS report, please use Notepad instead of Excel. When using Excel the values can be changed due to specific formatting.
- If the SIMS interface not showing the same as the one shown above, you may have to reach out to SIMS directly.
How some of our other customers have phrased this
- I’ve got a SIMS report but don’t know the next step.
- I need to download new student details from SIMS.
- I’m trying to pull borrower info from SIMS.
- How do I get a CSV of students from SIMS for the library?
- Where do I find the report for our new borrowers?
Need Some Extra Help
If you are struggling with an issue please let the friendly Reading Cloud Service Team help. If you are using the chatbot and your issue is urgent, just say “Please transfer me for help”. Alternatively if you prefer you can email them with support@reading-cloud.com or give them a call on +44 (0) 330 822 5359.