Import File Format Requirements

This document will review allowable import file formats and will detail the required and optional fields for specific Data Entities.

Required Permissions: Define Dataflow Automation settings

Allowable GURU import file formats are CSV (.csv), Excel (.xlsx or .xls) and Text (.txt).

The preferred format for all import files is double-quoted CSV, to prevent issues when commas are included in the import data. If CSV format is not available from your vendor, an Excel file can be utilized as an alternative, with the qualifications detailed below.

Excel files must be formatted as Microsoft Excel 97-2003 (.xls) or later (.xlsx), and the file must not include cell/text formatting. Formatting will prevent the import zap from running.

Excel files that include Date and/or Time fields must have the Date column/cells formatted as Date and the Time column/cells formatted as Time, and be formatted as Excel 2010 or later (.xlsx), in order for the values to be read and imported properly.

Below are the required and optional fields for each Data Entity type. Required fields are noted with an asterisk (*).

Excel’s .xls format also encompasses earlier versions, such as 5.0/95, which are not compatible with GURU.

Food Service

Field	Notes
Eligibility Status*
Student ID*	Leading zeros not required
Start Date*	Format: mm/dd/yyyy
End Date	Format: mm/dd/yyyy
Note (identifies Direct Certification type)	Required for identification of Direct Certification types

Records with the Eligibility Status: P (Paid, by student) are NOT imported: Records with Eligibility Status: Free (F, Free, or anything with “Free” in it) and “Direct Cert” in the Notes field will be imported as Status: Direct Certification (Unspecified).

Gradebook

To accommodate file formats from different vendors, the Gradebook Import supports two import file formats: by Course Number and by Section ID.

Imports by Course Number use the School Code, Course Number and Section Number to identify the applicable Gradebook to which the records should be imported.

Imports by Section ID use the Section ID (the back-end Course Class PK), which is unique for each course offered in the district.

Below are tables of required and optional fields for each Gradebook import file format.

Imports by Course Number:

Field	Notes
School Code*	Must be unique for each building in district and must match value found at District > Schools > School Information > School Code
Student ID*	Leading zeros not required
Course Number*	Must match value found at Scheduling > Courses > Course #
Section Number*	Must match values for applicable course
Category Name*	Must already exist in eSD Gradebook
Assignment Name*
Max Score*
Score*	Must match values found in Teacher Connect Gradebook > Help > Assignment Scores for applicable Gradebook
Due Date*	Format: mm/dd/yyyy
Assignment Bonus Points
Student Bonus Points
Penalty Points
Assignment Comment
Assignment Description

Section ID

Field	Notes
Section ID*	Course Class PK
Student ID*	Leading zeros not required
Category Name*	Must already exist in eSD Gradebook
Assignment Name*
Max Score*
Score*	Must match values found in Teacher Connect Gradebook > Help > Assignment Scores for applicable Gradebook
Due Date*	Format: mm/dd/yyyy
Assignment Bonus Points
Student Bonus Points
Penalty Points
Assignment Comment
Assignment Description

Lockers

When importing Student Locker Assignments, only one school year can be used in the file and must be either the current year or the next year. If there are multiple school years in the file, only one of the school years will be chosen by the import and all records that do not have that school year will be rejected.

Locker type, locker location and locker number must already exist and must match exactly to what is in eSD.

Field	Notes
Locker Type*
Location*
Locker Number*
Position*
Combo*
Current*	One combo must be flagged current if the locker is currently used
Padlock*
School Name*

Student Lockers

Below is the table of required fields.

Field	Notes
ID Number*
Locker Type*
Locker Location*
Locker Number*
School Name*
Scheduling Year*

Special Education

At present, the Frontline Special Education (SE) file is the sole Special Education file that may be imported. Below is the table of required and optional fields.

Field	Notes
GenEd ID*	Student ID
Status*	99 = Declassified E = Exited NRS - Not Receiving Services RS = Receiving Services ,BLANK> = IEP pending
Committee*	CSE = CSE CPSE = CPSE 54 = Section 504
Disability*	A = Autism = 352 D-B = Deaf-Blindness = 484 D = Deafness = 407 ED = Emotional Disturbance = 363 HI = Hearing Impairment = 418 ID = Intellectual Disability = 396 LD = Learning Disability = 385 MD = Multiple Disabilities = 473 OI = Orthopedic Impairment = 451 OHI = Other Health Impairment = 462 PSD = Preschool Student with a Disability = 5786 SLI = Speech or Language Impairment = 429 TBI = Traumatic Brain Injury = 495 VI = Visual Impairment = 440 504 = Section 504 = 264
Document Start Date*	m/d/yy or mm/dd/yyyy
Document End Date	m/d/yy or mm/dd/yyyy

Student and Staff Information

Below is the table of required and optional fields.

Field	Notes
Date From	Format: mm/dd/yyyy. Used when updating the Home District or Home School value.
Date To	Format: mm/dd/yyyy. Used when updating the Home District or Home School value.
ID Number*	Leading zeros required
Import Type*	Staff or Student
School Name*	Leave blank for district level staff records
Update Field*	Numeric value. See Appendix I for allowable values
Update Value*	See Appendix I for length restrictions and notes

Staff Picture

The Staff Picture Imports require both an Index file (see tables below) and Image files, which can be any of the following file formats: JPG (.jpg, .jpeg), GIF (.gif), or PNG (.png) Because the image file format and size will affect the upload time, the eSD® recommendation is to use JPG, if possible, at 72dpi (web standard). Note: each individual picture file cannot exceed 100kb.

The import process for Staff and Student Pictures is a two-step process.

First the IDLink (index) file is imported. When the file import has completed, users will see a “Success! Data imported successfully” message.
Then the image files are uploaded (progress bar shows status and will disappear when finished). Upload of images may take a while to process (see side note).

To import the pictures, users must manually Run Profile, and select the Index and Image files. Picture imports CANNOT be scheduled as a Zap. Image files that do not have a corresponding entry in the IDLink (index) file are ignored.

Below is the table of required and optional fields for the Staff Picture IDLink (index) file. The file format must be CSV (.csv).

Field	Notes
IDNumber*	Leading zeros NOT required
LastName*
FirstName*
SchoolCode*
ImageFileName*

Student Medical Conditions

For more details, visit Student Medical Conditions Import.

Field	Notes	Restrictions
Student ID Number	Required
Medical Condition Type	See above	50 character limit
Medical Condition Code	See above	10 character limit
Diagnosis Date	Required
End Date	Can be left blank
Medical Condition Description	Can be left blank	1000 character limit
Acuteness Description	Can be left blank	Valid options: Mild Moderate N/A Severe Slight Unknown
Chronic	Can be left blank	Valid options: 0 1 N Y

Student Picture

The Student Picture Imports require both an Index file (see tables below) and Image files, which can be any of the following file formats: JPG (.jpg, .jpeg), GIF (.gif), or PNG (.png) Because the image file format and size will affect the upload time, the eSD® recommendation is to use JPG, if possible, at 72dpi (web standard). Note: each individual picture file cannot exceed 100kb.

The import process for Staff and Student Pictures is a two-step process.

First the IDLink (index) file is imported. When the file import has completed, users will see a “Success! Data imported successfully” message.
Then the image files are uploaded (progress bar shows status and will disappear when finished). Upload of images may take a while to process (see side note).

Below is the table of required and optional fields for the Student Picture IDLink (index) file. The file format must be CSV (.csv).

Field	Notes
Student ID*	Leading zeros required
ImageFileName*
Grade*
LastName
FirstName

Transportation

Below is the table of required and optional fields.

Field	Notes
Student ID*	Leading zeros NOT required If just the Student ID is provided in the file and all other fields are empty, the student's bussing assignments will be left alone. If a student has an existing bus assignment in eSD and their ID number is not in the file, their existing bus assignments will be deleted.
AM Bus Route*	Max 20 characters (same as main application), will drop text beyond max. This field is intended to hold the Route Number.
AM Bus Location
AM Bus Stop	Max 200 characters
AM Bus Stop Time	Format: hh:mm (military time) OR hh:mm AM/PM
AM Alternate Bus Route	Max 20 characters (same as main application), will drop text beyond max. Requires AM Bus Stop to successfully import Alt Bus.
AM Bus Stop Pattern (AM Days of the Week)	Day of the week, separated by comma if multiple days.
AM Note	Reason field in main app used for Alternate Bus Reason. If not provided in import file, it will default to “ALT.” Must have AM Alternate Bus Route to be imported.
PM Bus Route	Max 20 characters (same as main application), will drop text beyond max. This field is intended to hold the Route Number.
PM Bus Location
PM Bus Stop	Max 200 characters
PM Bus Stop Time	Format: hh:mm (military time) OR hh:mm AM/PM
PM Alternate Bus Route	Max 20 characters (same as main application), will drop text beyond max. Requires PM Bus Stop to successfully import Alt Bus.
PM Bus Stop Pattern (PM Days of the Week)	Day of the week, separated by comma if multiple days.
PM Note	Reason field in Main App used for Alternate Bus Reason. If not provided in import file, it'll default to "ALT." Must have PM Alternate Bus Route to be imported.
Late Bus Route	Max 20 characters (same as main application), will drop text beyond max. This field is intended to hold the Route Number.
Late Bus Location
Late Bus Stop	Max 200 characters
Late Stop Time	Format: hh:mm (military time) OR hh:mm AM/PM
Late Alternate Bus Route	Max 20 characters (same as main application), will drop text beyond max. Requires Late Bus Stop to successfully import Alt Bus.
Late Bus Stop Pattern (Late Days of Week)	Day of the week, separated by comma if multiple days.
Late Note	Reason field in Main App used for Alternate Bus Reason. If not provided in import file, it'll default to "ALT." Must have Late Alternate Bus Route to be imported.
Date Restriction	Format: mm/dd/yyyy. Currently only applicable for EduLog export.