Studywiz CSV Import Specification Single School

Transcription

1 Studywiz CSV Import Specification Single School Introduction This document details the format of various Comma Separated Value (CSV) Files which can be combined to make a set of files. This set of files can then be imported into Studywiz to create user and hierarchy information within the system. The following specification is for a single-school Studywiz system. If you are creating a CSV set for a multi-school deployment then please contact Studywiz Support for the appropriate document (support@studywiz.com). All ID fields referenced in this document should be created in alpha-numeric format. No special-characters should be used. User Files The User Files contain the details for all the users contained in the import. Each user file has the provision to enter a LoginName and a Password. If one, or both, of these details are not provided, the importer will automatically use the user s ID (StudentID, TeacherID or ParentID) field in its place. The ID field for each entry in each of the user files needs to be a unique identification number within that file. We strongly suggest using the school s current ID system to fill in this column. However, if there is no current ID system in place (such as for parents), then a unique identifier for each of the users will need to be created. It is essential that this ID number be maintained throughout the user s schoollife if possible. This is the one piece of information which Studywiz uses to keep track of the users throughout their school years. This ID will be used in future when updating the users data in various situations, such as when the school year changes. If it is not possible for this ID to be maintained then please let us know so we can ensure that this is dealt with in the correct manner. A final thing to note about the User Files is that no user, of any type, can have a conflicting LoginName with any other user. The LoginName must be unique across all users. Material from this document must not be reproduced without permission. Page 1 of 15

2 Students.csv This file contains a list of students and their associated details. Every StudentID referenced in this file must have a subsequent entry in the Class_Students.csv file. This is due to the constraint that a student cannot exist within Studywiz without being assigned to at least one class. names detailed below, including the specific case. There are three compulsory headers and twelve optional 1 StudentID 2 FirstName 3 LastName Optional Headers: 4 LoginName 5 Password 6 7 DateOfBirth 8 WebsiteURL 9 FaxNumber 10 HomePhoneNumber 11 MobileNumber 12 WorkPhoneNumber 13 Address 14 Suburb 15 PostCode For Example: StudentID FirstName LastName LoginName Password John Smith John01 Smithy john@ .com Material from this document must not be reproduced without permission. Page 2 of 15

3 Teachers.csv This file contains a list of teachers and their associated details. This CSV file MUST contain a header row, and this header row MUST use the names detailed below, including the specific case. There are three compulsory headers and eleven optional 1 TeacherID 2 FirstName 3 LastName Optional Headers: 4 LoginName 5 Password 6 7 DateOfBirth 8 WebsiteURL 9 FaxNumber 10 HomePhoneNumber 11 MobileNumber 12 WorkPhoneNumber 13 Address 14 Suburb For Example: TeacherID FirstName LastName LoginName Password Paul Brown Paul Brown01 paul@ .com Material from this document must not be reproduced without permission. Page 3 of 15

4 Parents.csv This file contains a list of parents and their associated details. This file is optional. Every ParentID referenced in this file must have a subsequent entry in the Parent_Students.csv file. This is due to the constraint that a parent cannot exist within Studywiz without being assigned to at least one student. This CSV file MUST contain a header row, and this header row MUST use the names detailed below, including the specific case. There are three compulsory headers and twelve optional 1 ParentID 2 FirstName 3 LastName Optional Headers: 4 LoginName 5 Password 6 7 DateOfBirth 8 WebsiteURL 9 FaxNumber 10 HomePhoneNumber 11 MobileNumber 12 WorkPhoneNumber 13 Address 14 Suburb 15 PostCode For example: ParentID FirstName LastName LoginName Password Peter Smith peter Smithy peter@ .com Material from this document must not be reproduced without permission. Page 4 of 15

5 Hierarchy Files The Hierarchy Files contain the details for all the hierarchy contained in the import, such as levels and classes. The ID field for each entry in each of the hierarchy files needs to be a unique identification number within that file. We strongly suggest using the school s current ID system to fill in this column. However, if there is no current ID system in place then a unique identifier for each level or class will need to be created. Levels.csv This file contains a list of the Levels which are required within Studywiz. The CSV file MUST contain a header row, and this header row MUST use the names detailed below, including the specific case. There are two compulsory 1 LevelID 2 LevelName For Example: LevelID LevelName 1001 Year Year 8 Classes.csv This file contains a list of the Classes which are required within Studywiz. Every ClassID referenced in this file must have a subsequent entry in the Level_Classes.csv file. This is due to the constraint that a class cannot exist within Studywiz without being assigned a level. Should you wish to only import user details (without specifying the user-class relationships), you will still need to create a 'default' class for each level which can contain these users until you wish to add the formal class-user relationships. 1 ClassID 2 ClassName Material from this document must not be reproduced without permission. Page 5 of 15

6 For Example: ClassID ClassName 101 English 7A 102 English 7B 103 English 8A Groups.csv This file contains a list of the Groups which are required within Studywiz. This file is optional. The CSV file MUST contain a header row, and this header row MUST use the names detailed below, including the specific case. There are two compulsory 1 GroupID 2 GroupName For example: GroupID GroupName 200 Theatre 201 Management 202 Chess Club Material from this document must not be reproduced without permission. Page 6 of 15

7 Relationship Files The Relationship Files are responsible for creating the links between the users and the hierarchy, and also between the various hierarchy levels themselves. Class_Students.csv This file links Students to Classes. Every ClassID referenced in this file must have a subsequent entry in the Classes.csv file. Similarly, every StudentID referenced in this file must have a subsequent entry within the Students.csv file. 1 StudentID 2 - ClassID There are two formats in which this file can be created. Either format may be used, depending upon which one is easier to create. The first format entails having the StudentID repeated on several rows to assign them to multiple classes. For example: StudentID ClassID The second format entails having one StudentID per row, and repeating the ClassID column several times to assign the student to multiple classes. For example: StudentID ClassID ClassID Material from this document must not be reproduced without permission. Page 7 of 15

8 Class_Teachers.csv This file links Teachers to Classes. Every ClassID referenced in this file must have a subsequent entry in the Classes.csv file. Similarly, every TeacherID referenced in this file must have a subsequent entry within the Teachers.csv file. 1 TeacherID 2 ClassID Similar to the Class_Students.csv, there are two formats in which this file can be created. Either format may be used, depending upon which one is easier to create. The first format entails having the TeacherID repeated on several rows to assign them to multiple classes. For example: TeacherID ClassID The second format entails having one TeacherID per row, and repeating the ClassID column several times to assign the student to multiple classes. For example: TeacherID ClassID ClassID Material from this document must not be reproduced without permission. Page 8 of 15

9 Level_Classes.csv This file assigns Classes to a Level. Every ClassID referenced in this file must have a subsequent entry in the Classes.csv. Similarly, every LevelID referenced in this file must have a subsequent entry within the Levels.csv file. 1 LevelID 2 ClassID There are two formats in which this file can be created. Either format may be used, depending upon which one is easier to create. The first option entails repeating the LevelID on several rows in order to assign multiple classes to that level. Each class can only be represented once in this file, as the class can only be assigned to one level. A good way to begin this file is to copy the ClassID column from the Classes.csv into the ClassID column in this file. The LevelID column can then be filled in with the appropriate LevelIDs. For example: LevelID ClassID The second format entails having one LevelID per row, and repeating the ClassID column several times to assign multiple classes to that level. For example: LevelID ClassID ClassID Material from this document must not be reproduced without permission. Page 9 of 15

10 Parent_Students.csv This file assigns Parents to Students. This file is optional. Every ParentID referenced in this file must have a subsequent entry in the Parents.csv. Similarly, every StudentID referenced in this file must have a subsequent entry in the Students.csv file. 1 ParentID 2 StudentID There are two formats in which this file can be created. Either format may be used, depending upon which one is easier to create. The first format entails having the ParentID repeated on several rows to assign the parent to multiple students. For example: ParentID StudentID The second format entails having one ParentID per row, and repeating the StudentID column several times to assign the parent to multiple students. For example: ParentID StudentID StudentID StudentID Material from this document must not be reproduced without permission. Page 10 of 15

11 Student_Groups.csv This file assigns students to groups. This file is optional. Every StudentID referenced in this file must have a subsequent entry in the Students.csv. Similarly, every GroupID referenced in this file must have a subsequent entry in the Groups.csv file. 1 StudentID 2 GroupID There are two formats in which this file can be created. Either format may be used, depending upon which one is easier to create. The first format entails repeating the StudentID on several rows to assign a student to multiple groups. The GroupID may also be repeated on several rows to assign multiple students to one group. For example: StudentID GroupID The second format entails having one StudentID per row, and repeating the GroupID column several times to assign the student to multiple groups. For example: StudentID GroupID GroupID GroupID Material from this document must not be reproduced without permission. Page 11 of 15

12 Teacher_Groups.csv This file assigns teachers to groups. This file is optional. Every TeacherID referenced in this file must have a subsequent entry in the Teachers.csv. Similarly, every GroupID referenced in this file must have a subsequent entry in the Groups.csv file. 1 TeacherID 2 GroupID There are two formats in which this file can be created. Either format may be used, depending upon which one is easier to create. The first format entails repeating the TeacherID on several rows to assign a teacher to multiple groups. The GroupID may also be repeated on several rows to assign multiple teachers to one group. For example: TeacherID GroupID The second format entails having one TeacherID per row, and repeating the GroupID column several times to assign the student to multiple groups. For example: TeacherID GroupID GroupID GroupID Material from this document must not be reproduced without permission. Page 12 of 15

13 Parent_Groups.csv This file assigns parents to groups. This file is optional. Every ParentID referenced in this file must have a subsequent entry in the Parents.csv. Similarly, every GroupID referenced in this file must have a subsequent entry in the Groups.csv file. 1 ParentID 2 GroupID There are two formats in which this file can be created. Either format may be used, depending upon which one is easier to create. The first option entails repeating the ParentID on several rows to assign a parent to multiple groups. The GroupID may also be repeated on several rows to assign multiple students to one group. For example: ParentID GroupID The second format entails having one ParentID per row, and repeating the GroupID column several times to assign the parent to multiple groups. For example: ParentID GroupID GroupID GroupID Material from this document must not be reproduced without permission. Page 13 of 15

14 CSV Initial Import Set Checklist The following files are recommended for an initial import of data: CSV File Checklist 1 Students.csv required 2 Teachers.csv required 3 Levels.csv required 4 Classes.csv required 5 Class_Students.csv required 6 Class_Teachers.csv required 7 Level_Classes.csv required 8 Parents.csv optional 9 Parent_Students.csv optional (required if Parents.csv exists) 10 Groups.csv optional (required if any of the following exist: Student_Groups.csv Teacher_Groups.csv Parent_Groups.csv) 11 Student_Groups.csv optional 12 Teacher_Groups.csv optional 13 Parent_Groups.csv optional Material from this document must not be reproduced without permission. Page 14 of 15

15 Future Imports and Updates Once an initial import has been completed it is possible to update the information using CSV files at any time. These updates can be quite arbitrary, depending on the files which are provided for the import/update process. A couple of examples are as follows: 1 At the beginning of a school year it is quite common for the class-lists to change several times until students settle into their classes. In this scenario a single CSV file, Class_Students.csv, can be provided which will update the student s relationships. 2 New classes may be introduced into the school. This can be handled by simply providing a Classes.csv file. If you wish to assign teachers and students to these new classes then the appropriate relationship files will also be required. 3 New students may arrive at the school. This can be handled by providing a Students.csv along with a Class_Students.csv. This will add the student information, and assign them to at least one class as required. The update facility is quite flexible and most things can be achieved providing that the correct files are provided. Material from this document must not be reproduced without permission. Page 15 of 15