The student import function has been enhanced to improve performance, error handling and overall ease of use.
A 'batch' option has also been added, whereby a customer can place their student data file in a designated secure FTP location and the system will pull file in at a scheduled time and process it to refresh the customer's student data. For more information on this, please contact Bytecurve support [support@bytecurve.com].
Note: The import file template has been simplified, as noted below, and a .csv file template is provided at the end of this document as an attachment. The previous version of the template will no longer work.
The attributes of the student record to be provided are described in the following table:
Also, to ensure the import process does not timeout, limit the number of students to be added to no more than 7,000 per CSV file, and the size of the file must not exceed 1MB.
Field | Accepted Values | Description | Is Required? |
First Name | Alphanumeric | First name of student | Yes |
Last Name | Alphanumeric | Last name of student | Yes |
Student ID | Alphanumeric | Student ID (if leading zeros are present then the cells in this column need to be formatted as text if Excel is being used to edit the fil) | Yes |
| School Name | Alphanumeric | School the student attends. This must exactly match the schools already set up in the Schools section of the application for the given Customer (School District) (see Importing Schools in Bulk). | Yes |
Grade | ECE Pre-K K 1 to 12 AE | If the value is not one of the accepted values, the system will set the Grade value to blank and still import the record. | Yes |
Initiating the student data file import
The student import process allows a user to add new students, or modify existing students, in bulk using a csv file.
To import students, follow the steps below:
1. Navigate to Set-up > Students
2. Select Import Students (see screenshot below).
3. The pop out screen for “Import Students” will appear.
- Select the Customer the student import is for. The Customer you selected must match the Customer selected at the top right hand corner of your main screen, if not, the system will display an error message
- Choose the CSV file you want to import. The size of the file must be less than 1 MB, if not the system will display an error.
4. After selecting upload, you will get confirmation that the file has been submitted for processing. The system will process the file in the background as this may take some time, and the user can continue to work on other screens in the system while the student data refresh is being processed. When the refresh is completed, the status of the refresh request is available in the Setup->Parent App Notifications screen.
Reviewing status of completed imports
To review the status of an previously submitted student file for import, navigate to Setup->Parent App Notifications
After the file has been submitted for import, it may take up to 30 minutes for the file to be processed, depending on the number of files currently in process from other customers, as well as the size of the file that was submitted.
The following screen is displayed, listing the imports completed, with the status of each and the option to review more details by clicking on the 'Information' icon. Please click on the Date/Time column to sort the list in descending order, so make sure you are clicking on the most recent execution details.
The following is a list of possible status for each execution of the interface:
| Status | Comments |
Error - file validations failed | The file could not be processed due to an error validating the file. This may be due to: 1. Incorrect header 2. Missing student ID in one or more records 3. Duplicate student IDs in the file Click on the 'Information' icon to view additional details, and to download the entire import file for possible corrections and re-load. |
| Processed | The file was successfully processed. Click on the 'Information' icon to view counts of records added or updated. |
| Processed with errors | The file was partially processed. Click on the 'Information' icon to view counts of records added or updated and count or records that errored out. Issues encountered with specific records that could not be imported are saved in an 'error file'. This error file is available for the the user to download, correct and re-upload. |
When you click on the 'Information' icon, the following details about the import process are displayed:
The system also includes an option to download the entire import file if there are multiple errors to be corrected. If the file has been partially processed, the user may also download just the error records, review the error messages and make appropriate corrections. The error file is already formatted to be used as an upload file for the corrected records, the user just needs to delete the 'Processing Error' column that provides details of the error found with any given record.