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
Import File Format Requirements
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 |
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 (hyperlink) for allowable values |
Update Value* |
See Appendix I (hyperlink) 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:
|
Chronic | Can be left blank |
Valid options:
|
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).
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 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. |