Import Students and Guardians via Spreadsheet

Supported file extensions:

.csv  .xls  .xlsx  .ods

It is easy to import students and guardians for purposes of accountability and reunification.  The import process is the same as it is for importing your staff members. Below are the required and optional columns for the spreadsheet.  When you are done creating your spreadsheet, you can import it here.  

 

Save Action - Adding Students and/or Guardians

General Rules

  1. If a student or a guardian does not already exist then it will be created, otherwise updated with provided values.
  2. One row can contain information only for the one student or for the one student and one or two guardians

Required columns:

For the student:

  1. Student ID
  2. Channel IDs or School Name
  3. Student First Name
  4. Student Last Name
  5. Grade

For the student and guardian pair:

  1. Student ID
  2. Channel IDs or School Name
  3. Student First Name
  4. Student Last Name
  5. Grade
  6. Guardian First Name
  7. Guardian Last Name
  8. Guardian Email

Adding guardians to existing students can be completed with the following columns:

  1. Student ID
  2. Guardian First Name
  3. Guardian Last Name
  4. Guardian Email

Optional columns

For the student:

  1. Action - with value of "save"
  2. Cohort
  3. Student Email Address
  4. Optional Share IDs
  5. Parent Share ID
  6. First Name
  7. Last Name
  8. Mobile

For the student and guardians:

  1. Action - with value of "save"
  2. Cohort
  3. Student Email Address
  4. Optional Share IDs
  5. Parent Share ID
  6. First Name
  7. Last Name
  8. Guardian combined name
  9. New Email
  10. Guardian Mobile
  11. Relationship
  12. Guardian 2 combined name
  13. Guardian 2 First Name
  14. Guardian 2 Last Name
  15. Guardian 2 Email
  16. Guardian 2 Mobile
  17. Guardian 2 Relationship

Examples of Save Action:

Example: https://docs.google.com/spreadsheets/d/1ZA6t35MshP6SAt45aAEtR_RUmVPXS4px/edit?usp=sharing&ouid=115580966947598373472&rtpof=true&sd=true

Result: (two guardians are created and two students are created)

https://drive.google.com/file/d/1jA4QrKL1XSvOONcF-qTWy9HowwJLMOYD/view?usp=sharing


Example (uploading guardian to already existing student):

https://docs.google.com/spreadsheets/d/1tWFZPNQh-U-ZECf2kjVSZBdapGkcAKcH/edit?usp=sharing&ouid=115580966947598373472&rtpof=true&sd=true

Result: (guardian created, student skipped)

https://drive.google.com/file/d/1yubHBUnko90fWepWI6rvO9GJxv5aWK71/view?usp=sharing


Further Notes on Columns

  • Column order does not matter
  • Column header names are not case-sensitive.
  • Column header names should not be duplicated.
  • Columns that are not included will leave existing values alone. For example, if a "mobile" column is not included, the existing guardian account will keep its current mobile value.
  • Important! For updating guardian email you should use a new email column: ’new parent email (if changed)’, otherwise a new guardian will be created

Delete Action - Removing Students and/or Guardians

Required columns:

  1.  Action with value “delete”
  2.  Student School ID


NOTE: If you have an account with access to multiple districts then a 3rd column is required to clarify from which district the student should be deleted:

  1.  School Name or Channel IDs

For a guardian-student row with action: delete, only the student record will be deleted.  The guardian record(s) will be kept since the system can’t tell whether the intent is to remove:
a) just the student,
b) the student and guardians,
c) just the guardians

Since we don’t know which is the desired outcome the system will default to deleting  “a) just the student”.  In order to delete a guardian, upload a delete request for the guardian without any student columns, just the same as if you were deleting a staff member (columns would be: Action and Email).


To delete a guardian that is also a staff member, import the delete request twice.  The first time the user will have their employee access removed but remain as a guardian.  The second time, the guardian access will also be removed.  This is to prevent staff who end their employment with the district from also being accidentally removed as guardians for their children who may continue to go to that district’s schools.


Examples of Delete Action:

Example deleting student with guardians: https://docs.google.com/spreadsheets/d/1-NbJeRKJOJBtn_NpRN9VwkdVL719VMPu/edit?usp=sharing&ouid=115580966947598373472&rtpof=true&sd=true

Result: student is deleted and removed from both guardians:

https://drive.google.com/file/d/1UaMQrRWpfsu8FBcZOcffEUveuYwDOFnd/view?usp=sharing


There is no harm in requesting a deletion more than once. For example, if a student has already been removed, including them in the spreadsheet again will not cause an issue during processing.


Valid Column Aliases (alternate header values):

Action:

delete - type "delete" for removal

add/remove

action

delete


Student School ID:

studentid

student_id

student-id

student id

studentnumber

student_number

student-number

student number

studentidnumber

student_id_number

student-id-number

student id number

studentids

student_ids

student-ids

student ids

studentnumbers

student_numbers

student-numbers

student numbers

id_number

id-number

id number

member number 


Channel IDs:

shareid

share_id

share-id

share id

shareids

share_ids

share-ids

share ids

location

locations

locationid

location_id

location-id

location id

locationids

location_ids

location-ids

location ids

channelid

channel_id

channel-id

channel id

share911channelid

share911 channel_id

share911 channel-id

share911 channel id

share911_channelid

share911-channelid

share911 channelid

channelids

channel_ids

channel-ids

channel ids

channelcode

channel_code

channel-code

channel code

channelcodes

channel_codes

channel-codes

channel codes


School Name:

school

school_name

school-name

school name

channel name

current school name


Student First Name:

student first name

studentfirstname

student firstname


Student Last Name:

student last name

studentlastname

student lastname


Grade:

grade

grade_level

grade level

student grade

student grade level


Cohort:

cohort

student cohort

cohort (name)


Student Email Address:

student_email_address

student-email-address

student email address

student email (optional)

student email


Optional Share IDs:

optionalshareids

optional_share_ids

optional-share-ids

optional share ids

optionalshareid

optional_share_id

optional-share-id

optional share id

manually_managed

manually-managed

manually managed

manuallymanaged

manually_managed_channels

manually-managed-channels

manually managed channels

manual_channels

manual-channels

manual channels

manualchannels

virtual_channels

virtual-channels

virtual channels

virtualchannels


Parent Share ID:

parentshareid

parent_share_id

parent-share-id

parent share id


Mobile:

phone

phonenumber

phone_number

phone-number

phone number

mobile_number

mobile-number

mobile number


Guardian First Name:

guardian first name

guardian firstname

parent first name

parent firstname

parent first

contact first name

client first name

givenname

given_name

given-name

given name

guardian 1 firstname

guardian 1 first name


Guardian Last Name:

guardian last name

guardian lastname

parent last name

parent lastname

parent last

contact last name

client last name

familyname

family_name

family-name

family name

guardian 1 lastname

guardian 1 last name


Guardian Emails:

email

emails

emailaddress

email_address

email-address

email address

email_addresses

email-addresses

email addresses

guardian_email

guardian-email

guardian email

guardian_emails

guardian-emails

guardian emails

parent email address

parent email

contact email address

contact email addresses

old parent email

guardian 1 email


First Name:

first

first_name

first-name

first name


Last Name:

last

last_name

last-name

last name

surname


Guardian combined name:

guardian 1 name


New Email:

new parent email (if changed)


Guardian Mobile:

phone

phonenumber

phone_number

phone-number

phone number

mobile

mobile_number

mobile-number

mobile number

mobile phone

mobile phone (optional)

contact alt phone

guardian cell phone

cell phone

mobile number (optional)

parent mobile number (optional)

guardian 1 mobile

guardian 1 mobile number (optional)


Relationship:

student relationship

relationship

relationship to student

contact relationship

guardian 1 relationship

guardian 1 relationship to student


Guardian 2 combined name:

guardian 2 name


Guardian 2 First Name:

guardian 2 firstname

guardian 2 first name


Guardian 2 Last Name:

guardian 2 lastname

guardian 2 last name


Guardian 2 Email:

guardian 2 email

guardian 2 email address

guardian 2 emails

guardian 2 email addresses



Guardian 2 Mobile:

guardian 2 mobile

guardian 2 phone

guardian 2 phonenumber

guardian 2 phone number

guardian 2 mobile number (optional)

guardian 2 mobile number



Guardian 2 Relationship:

guardian 2 relationship

guardian 2 relationship to student