Import Students. Import students based on a chosen file type. All file types, except "Custom" expect a particular format for the input file.

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1 Generic Import Students Import students based on a chosen file type. All file types, except "Custom" expect a particular format for the input file. Below outlines details for a "Generic" import: Select the file type and an academic year for the imported data. File Name: Browse or enter the import file name. Delimiter: Choose the delimiter that matches your import file format. Duplicate Handling: Select how to handle students when duplicate entries are found. Preview Mode: Review details prior to import: - Show errors only - view data that will result in an import error - Show errors and duplicated - view data that will result in errors or duplicate entries - Show all - view all data details along with errors and duplicates

2 The following fields/order are expected in each row of the data file when doing a "Generic" student import: Field Name Size Description/Valid Entries Type Field Number 1 School Name Up to School External ID Up to 64 3 First Name Up to 32 4 Middle Initial Up to 1 character 5 Last Name Up to 32 Fields 1 and 2 are required if an import is being performed for the district rather than an individual school, otherwise they are ignored 6 Grade Level Restricted PK for Pre-Kindergarten K for Kindergarten 1-12 for grade levels 1-12 PostSec for Post-Secondary Other 7 Student Number Up to 32 8 External ID Up to 64 9 Phone Up to Address 1 Up to Address 2 Up to City Up to State Up to 2 14 Zip Up to 10 Intended to hold the unique id to identify this student in the external system. This gives TeacherEase a good way to reference exported data to be put back to the external system. Tip: To incorporate extensions use the format x Active Restricted Indicated if the student was actively enrolled for the academic year. 16 Birthdate Up to 10 Valid formats are: MM/DD/YYYY MM/DD/YY MM-DD-YYYY MM-DD-YY 17 Gender Restricted Valid entry is: M or F 18 Ethnicity/Race Restricted Alaska Native Required Required Required No longer used

3 American Indian Asian Black Hispanic Native Hawaiian Other Pacific Islander Other White 19 Disabled Restricted 20 Low Income Restricted 21 Lunch Program Restricted Free Reduced None 22 English Proficiency Restricted Native English Speaker Fluent English Speaker Limited English Speaker Non English Speaker Redesignated Speaker 23 Migrant Restricted 24 Has IEP Restricted 25 Student Up to Send Welcome to Student 27 Homeroom Instructor First Name 28 Homeroom Instructor Last Name 29 Homeroom Instructor External ID Restricted Up to 32 Up to 32 Up to 64 Sends welcome only if address in Field 25 is new. Fields 26, 27, and 28 specify the homeroom instructor for the student. Either Field 28 is used to identify the instructor or the name pair in Fields 26 & 27 is used. (No by default) (If both are entered, Field 28 takes priority.

4 30 Contact #1 Relationship Restricted 31 Contact #1 Salutation Up to Contact #1 First Name Up to Contact #1 Last Name Up to Contact #1 Work Phone 35 Contact #1 Other Phone Up to 14 Up to Contact #1 Up to Send Welcome Restricted to Contact #1 38 Contact #2 Relationship Restricted 39 Contact #2 Salutation Up to Contact #2 First Name Up to Contact #2 Last Name Up to Contact #2 Work Phone 43 Contact #2 Other Phone Up to 14 Up to Contact #2 Up to 64 If this field is not specified Other/Unknown is used. Mother, Father, Stepmother, Stepfather, Grandmother, Grandfather, Aunt, Uncle, Sister, Brother, Guardian, Medical Care Provider, Agency Representative, Foster Parent, Probation Officer Minister or Priest, Other/Unknown Mr. Mrs. Etc The last name (Field 33) must exist in order to import the other fields related to Contact #1 (Fields 30 37). Sends welcome only if address in Field 37 is new. If this field is not specified Other/Unknown is used. Mother, Father, Stepmother, Stepfather, Grandmother, Grandfather, Aunt, Uncle, Sister, Brother, Guardian, Medical Care Provider, Agency Representative, Foster Parent, Probation Officer Minister or Priest, Other/Unknown Mr. Mrs. Etc The last name (Field 41) must exist in order to import the other fields related to Contact #2 (Fields 38 45). (Other/ Unknown is used by default) (No by default)

5 45 Send Welcome to Contact #2 Restricted 46 Bus Route Up to Bus Stop Up to Bus Pickup Time Up to Locker Number Up to Locker Combination Up to 32 Summary Sends welcome only if address in Field 45 is new. (No by default) SchoolInsight login accounts will be created for all students and contacts in the data file that have addresses listed. Instructors must be created before importing students that have homeroom teachers listed in the data file. Locker numbers/combinations cannot be imported when school uses locker management.

6 Custom Import Students Import custom/general student data as defined at Main > Options > Configure Student Data. Save field mappings as reusable templates. Below outlines details for a "Custom" import: File Name: Browse to find/enter the import file. Delimiter: Choose the delimiter that matches your import file format. Map the columns from your student import file to the fields in SchoolInsight. Use a saved template, if available. View the first row of the import file next to the corresponding SchoolInsight fields. Use the to add more columns, as needed.

7 SchoolInsight will attempt to map the fields in your file with the most likely match. When no match can be determined the SchoolInsight field will be left blank. Note: Fields cannot be left blank. Choose "[Ignore Data in Column]", or select a matching custom/ general field from the dropdown box. Enable repeating contacts: Map the first set of contact fields, then set the number of contacts contained in each row. Select the number of contacts included in each row of student data. Each row follows the format of Student information, Contact 1 information, Contact 2 information, etc. The contact fields must be at the end of each row in the file. Select the column range for the first contact's data, remaining columns will be grayed out. Other contacts will use the same mapped fields as the first contact.

8 Select import options: Match On: Select criteria for matching duplicate students. When a match is found, based on the chosen criteria, the existing student will be updated instead of creating a duplicate student. Preview Data: Determine what to review prior to import. Save Field Mapping Template: Choose to save mapped field selections as a reusable template. If using an existing template, choose to update with any changes. Below is an example of an import students preview using general and custom fields: Valid Values: Click to view valid values for fields with the errors.