Classic - Manually Import Data Using Our Admin tools

Please note: the use of our custom files to import staff, student and roster data will continue to be supported for some time.  However, we are moving to using Clever or OneRoster for importing staff, student and roster data.  So if you are new to Enriching Students and are looking to onboard your new school data, you should look at using Clever or OneRoster.

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Enriching Students gives you a few different options when it comes to data import. You can find an article that explains the automation process and other options here. But you may wonder about the details of manual data import, and how you can continue to import data manually throughout the school year. Enriching Students allows you to do this via CSV files.

You will need to be logged in as a site admin. Select 'Admin' in the navigation, and in the Manage Staff & Students box select 'Import Data.' There are 5 different files you can upload on this page. First, is the Staff file, which will allow you to add new staff members or perhaps make edits to a large number of them all at once. Next is the Student file, so you can similarly add and edit students; Roster Data, which is a file that will create rosters by assigning students to staff members; and Import Absent Attendance Data, which can be used to mark students as absent.

On the Import data page, there is a section to upload each file, with instructions that explain how that file needs to be set up. It's important that the file you create includes column headers that exactly match what the instructions say to include, with the exact spelling and format, although the files are not case sensitive. If your file upload is successful, you should see a message like this.

If the file contains any errors, the import process will fail and an error message will tell you what is wrong in the file. See this doc for a list of all file errors and how to fix them. Here is an example of what an error message may look like.

Import Staff Data

The first section is to import Staff data. This file includes the staff member's name and their department and class information. Your file headings should be as follows, in this order: firstname, lastname, email, homeroom id, usertype, staffid, departmentname, and maximumnumberofstudents. Note that each heading has no spaces. The homeroom ID and ID refer to the IDs from your Student Information System. The usertype would be either Staff or Admin. The maximum number of students is the limit of how many student the staffer will have in their class.

Your file may look something like this. Once the file is created, be sure to save is as a .csv (comma separated value) file.

Next, go back to the Import Data page in Enriching Students. In the Import Staff Data section, select upload file, select the staff file you have created, and click 'Upload Staff.'

Import Student Data

Next is the Import Student Data section. The process for this is similar to importing Staff data. But notice the different file headers. For the student file you create, you will need these headings: firstname, lastname, yearofgraduation, staffid, studentid, studentemail, guidancecounselor, and parentsemail. Make these the column headers in your file, and fill in the rows for each column. The staff and student ID's will be from your SIS. You will need data for each column, except for guidancecounselor and parentsemail. Adding a guidance counselor and the student's parents' email addresses are optional.

The file you create will look something like this. Save it as a .csv file.

On the Import data page, go to the Import Student Data section and select 'Upload File.' Select the student .csv file you have just created, and then click 'Upload Students.' If the process is successful, a message will confirm that the data was uploaded.

Import Roster Data

Next, you will find Import Roster Data. This file is what assigns staff members to and students to a specific course, creating a roster. You can add this data at any point during the school year. The column headings you will need for your file are: staffid, studentid, and course. Once you add these headings, the only data you will need is the Staff and Student IDs from your SIS, and the course name for the roster.

Here is an example of what your file should look like.

Save the file and now, go back to the Import Roster section on the Import Data page, and choose the file you just created. But before you upload, there is a little more to this process, depending on what you want to do. Some schools simply want to add a few new rosters, or others might want to update them entirely. If your school wants to do that, check the 'Clear existing subject matter rosters' which will clear any roster staff members currently have. When you are sure of whether or not to check this box, select 'Upload Rosters,' and your new rosters will be added.

Import Absent Attendance Data

The last of the import sections is for absent students. This is a simple file that only requires you to have studentid as a column header, and then provide a list of student ID's for those who should be marked absent for the day.

Here is a sample of what this file may look like.

Save the file as a .csv, and go back to the Import Absent Attendance Data section. Select 'Choose File,' and choose the file you just saved. Click 'Upload Attendance,' and now all students in the file will be marked as absent.

 Tags:

Importing, Data, Staff, Students, Rosters