See Import Data for general data format requirements. Here are the data columns accepted:

Student ID — This must match the ID already entered in the system. You cannot import transcripts by student names.

School/Building Code — This code should match whatever you enter on the screen. If you haven't entered those codes yet, it will ask which code matches which school and save those codes during the import. You must have permission at each school. This column is optional; if omitted it assumes the school you currently have selected in the tab-bar.

Term/Year — This is any description of the year and term, such as "2009-2010 Semester 1" or "Fall 2009". You may import this as multiple columns, and they will be joined together in the order they appear — e.g., separate columns for "2009-2010" and "Semester 1" will be imported as "2009-2010 Semester 1". Try to match the term names you already have defined on the screen.

Course Code — If this matches the Course #'s you already have defined on the screen, like "Bio-101", it will use the predefined title and credits from that course, so you don't need to import those columns. (If you later edit that course on the Schedule Courses screen, it updates the transcripts.) If no match is found, it adds the course to the transcripts as-is, not linked to any course you already have.

Course Title — If this matches the Titles you have already defined on the screen, it will use the predefined course code and credits from that course, so you don't need to import those columns. This column is ignored if you already have matching Course Codes.

Credits — This is the number of attempted credits/units for the course. If the student failed, they will not earn any credits, but you should still import how many credits were attempted. This column is ignored if you import a Course Code or Title that already matches your predefined courses. Otherwise if this column is blank or omitted, it defaults to 1 unit.

Grade Mark — The letter grade, like A,B,C,D,F, or other marks like I, W, P, NP, etc. Do include +/- signs, like B+, even if your transcripts normally ignore those — there's a separate option to show transcripts without +/- signs. See Transcripts


Example

Notice the student and term is repeated for each row:

StudentID  Term          Course#  Grade
101436     2009 Fall     Span2    B+
101436     2009 Fall     USGovH   C
101436     2009 Fall     PE10B    A
101436     2010 Spring   Span2    A-
101436     2010 Spring   USGovH   C+
101436     2010 Spring   PE10B    A
208979     2009 Fall     Chem     B
208979     2009 Fall     Geom     B+
...

Your newly imported transcripts appear on the screen.

Re-Importing Data

It is okay to re-import data. For each row, if a grade already exists for that student for that course in that term, it will update the grade. Otherwise it will add a new course grade.

Undoing an Import

If you accidentally import bad data, click the "Backups" button on the screen, select any student's transcript, and click your changes at the bottom of the list, then select the option to undo those changes for all students.

It's recommended to import only small sets of data while you're learning the system, so you can easily proofread the results and undo any changes. Then import more data as you get more experienced.


See also: Transcripts, Import Data