For Bulk Uploading Student Information System Data

Rules For Bulk Upload

About Bulk Upload Files

Your goal in creating a file for bulk upload is to produce a spreadsheet with a number of rows, each row representing a teacher (when bulk uploading teachers) or a student (when bulk uploading students). These rows consist of columns, which represent values or fields, each separated from the others with a [TAB]. Each row should end with a [RETURN] or [ENTER] after the last value. This type of file is known as a "tab-delimited" file.

Spreadsheet programs can save their data as this type of file easily, and most student information systems can export in this file format.

If you are using MS Excel, use separate templates for teachers and students, as they are slightly different. If you already have MS Excel spreadsheets for your teachers and students, add columns to your existing spreadsheets to match the columns in our templates by following the rules listed below.

After you have created your spreadsheet, save it as an .xls file.

Then <Save As…> a tab-delimited (.txt) file. You will use the tab-delimited file to correctly upload your data using the Digital Path’s Administrative features.

Rules for Bulk Uploading Students

The student spreadsheet must have twelve columns (fields) filled with values. Columns must be in the following order: Username, First Name, Last Name, Gender, Street, City, State, Zip, Email, Password, Grade, and Student ID. The rules for each of these fields are listed below, and must be followed carefully. See below for sample template. There are also five optional columns for NCLB demographic data following the twelve mandatory columns. You can choose to populate these now, or at some future time, or left blank.

Note: Fields followed by an asterisk (*) may be left blank, however you must <tab> to the next column (field).

Username*
This field may be blank. However if left blank, the system will assign a username automatically. If left blank, you must ‘tab’ to the next field.

Duplicate usernames are not allowed. If a duplicate username is entered, the system will assign a random username automatically. Usernames may be derived from your student information system, and may be alphanumeric.
Dashes (-) and Periods (.) are allowed.
Blank spaces and other special characters are not allowed: ! @ # $ ’ % ^ & * ( )
First Name
This field cannot be blank!
Duplicates are allowed.
Dashes (-) and Blank Spaces ( ) are allowed.
Other special characters are not allowed: ! @ # $ ‘ % ^ & * ( )
Last Name
This field cannot be blank!

Duplicates are allowed.
Dashes (-) and Blank Spaces ( ) and apostrophes (‘) are allowed.
Other special characters are not allowed: ! @ # $ % ^ & * ( )

Gender
This field cannot be blank!

This field must contain one of the following:

Male

Female

Unknown

These values are not case sensitive.

Street*
This field may be blank. If used, street should be the school address, and can include a street number and street name. If not used, you must <tab to the next field.

City
This field cannot be blank!
Dashes (-) and spaces are allowed.
Other special characters are not allowed: ! @ # $ % ^ & * ( )

State
This field cannot be blank!.
State must be spelled out in entirety:

California

Do not use an abbreviation.

Zip
This field cannot be blank!
Zip must be a 5 digit numerical value such as 85281.

Email*
This field may be blank. If used the email address must be in the format of:

(other extensions are allowed: .us, .net, .org, .com, etc.)

If left blank, <tab> to the next field.
Password*
This field may be blank. This can be any combination of letters and/or numbers, but it must be more than 1 character long. Users can all have the same password or unique passwords. Students' passwords can also be the same as the teachers' passwords. If this field is left blank, then a default student password will be assigned by the system. If left blank, you must insert a <tab>.
As with First Name and Last Name fields, special characters are not allowed: ! @ # $ % ^ & * ( ) -

Grade
This field cannot be blank!
The valid grade must be entered exactly as follows:

Kindergarten

Grade 1

Grade 2

Grade 3

Grade 4

Grade 5

The entries are not case-sensitive, but must be entered with spaces where present.

Student ID
This field cannot be blank!
The entries are case-insensitive, but must be entered with the spaces where present.

Optional Fields (NOTE: If these fields are to be left blank, you may press <Return> or Enter> to proceed to the next student.)

Ethnicity*
This field may be blank. If this field is left blank, it can be entered at a later time when editing the user. <Tab> to the next field.
The valid ethnicity values are as follows:

Not Provided

Asian or Pacific Islander

Black

Caucasian

Subcontinent Asian American

Other

Asian Pacific American

Native American

Hispanic

American Indian or Alaskan Native

Native Hawaiian

The entries are not case-sensitive, but must be entered with spaces where present.
Socioeconomic Status*
This field may be blank. If this field is left blank, it can be entered at a later time when editing the user. <Tab> to the next field.
The valid socioeconomic values are as follows:

Disadvantaged

Not Disadvantaged

The entries are not case-sensitive, but must be entered with spaces where present.

Is Migrant*
This field may be blank. If this field is left blank, it can be entered at a later time when editing the user. <Tab> to the next field.
The valid migrant specification values are as follows:

Yes

The entries are not case-sensitive.

Is Disabled*
This field may be blank. If this field is left blank, it can be entered at a later time when editing the user. <Tab> to the next field.
The valid disabled specification values are as follows:

Yes

The entries are not case-sensitive.
Is ELL*
This field may be blank. If this field is left blank, it can be entered at a later time when editing the user. <Tab> to the next field.
The valid ELL specification values are as follows:

Yes

The entries are not case-sensitive.
Is Special Ed*
This field may be blank. If this field is left blank, it can be entered at a later time when editing the user. Since this is the last field, press <Return> or <Enter>.
The valid special ed specification values are as follows:

Yes

The entries are not case-sensitive.

Rules for Bulk Uploading Teachers

The Teachers spreadsheet at most should have twelve columns filled with values, and the columns must be in this order: Title, Username, First Name, Last Name, Gender, Street, City, State, Zip, Email, Password, and Grade. The rules for each of these fields are listed below, and must be followed carefully. . See below for sample template.

Title
This field cannot be blank! Title must be one of the following:

Mrs

Miss

Periods are not required, but they are allowed.

Username*
This field may be blank. However if left blank, the system will assign a username automatically. If left blank, you must <tab> to the next field.

Dashes (-) and Periods (.) are allowed.
Blank spaces and other special characters are not allowed: ! @ # $ % ^ & * ( )
First Name
This field cannot be blank!
Duplicates are allowed.
Dashes (-) and Blank Spaces ( ) are allowed.
Other special characters are not allowed: ! @ # $ % ^ & * ( )
Last Name
This field cannot be blank!
Duplicates are allowed.

Dashes (-) and Blank Spaces ( ) and apostrophes (‘) are allowed.
Other special characters are not allowed: ! @ # $ % ^ & * ( )

Gender
This field cannot be blank!

This field must contain one of the following:

Male

Female

Unknown

These values are not case sensitive.

Street*
This field may be blank. If used, street should be the school address, and can include a street number and street name. If not used, you must <tab> to the next field.

City
This field cannot be blank!
Dashes (-) and spaces are allowed.
Other special characters are not allowed: ! @ # $ % ^ & * ( )

State
This field cannot be blank!
State must be spelled out in its entirety:

California

Do not use an abbreviation.

Zip
This field cannot be blank!
Zip must be a 5 digit numerical value such as 85281.

Email*
This field may be blank. Email address must be in the format of:

(other extensions are allowed: .us, .net, .org, .com, etc.)

You may also choose not to enter an email address. If not used, you must <tab> to the next field.

Password*
This field may be blank. This can be any combination of letters and/or numbers, but it must be more than 1 character long. Users can all have the same password or unique passwords. Teachers’ passwords can also be the same as the students' passwords. If this field is left blank, then a default teacher password will be assigned by the system. If left blank, you must <tab> to the next field.

As with First Name and Last Name fields, special characters are not allowed: ! @ # $ % ^ & * ( ) -
Grade
This field cannot be blank!
The valid grade must be entered exactly as follows:

Kindergarten

Grade 1

Grade 2

Grade 3

Grade 4

Grade 5

The entries are not case-sensitive, but must be entered with spaces when present.

Pearson Scott Foresman Technical Support: 1-877-840-7699 Scott Foresman History-Social Science for California

EXAMPLES

Student Template (Note: the tab-delimited file should not have column headings!)

edbarr Edward Barrett male 123 Test St Tempe CA 85282 washington grade 2

cast89 Juanita Castro F 123 Test St Tempe CA 85282 jefferson grade 4

Samantha Salinas female 123 Test St Tempe California 85282 kelly Kindergarten

Teacher Template (Note: the tab-delimited file should not have column headings!)

Mr. football Carlos Smith Male 123 Test St Tempe CA 85282 smith3 grade 3

Dr cool1 Melinda Middlefield female 123 Test St Tempe CA 85282 middlefield grad

Pearson Scott Foresman Technical Support: 1-877-840-7699 Scott Foresman History-Social Science for California