Difference between revisions of "SIS Import Settings"

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==Import Settings==
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Importing student information
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Can I import student from my campus SIS data?
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| style="vertical-align:top; font-size:160%; color:#7c1911; " | '''Import Student, Course, and Instructor Information''' <HR>
  
Data may be imported from a campus SIS (Student Information System) into TutorTrac. Importing student data has many advantages: it saves time, improves accuracy, and facilitates more tracking capabilities.
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|-| style="vertical-align:top; font-size:120%; " | <br />The Trac application can store local usernames and password for your users and students to log in to the Trac system, however, Redrock Software Corporation recommends utilizing and LDAP, Active Directory, or other university authentication protocol to log users into your Trac system. This can easily be configured on your system. The first step is to use the LDAP Tool to test and find the correct configuration to Bind a user to your LDAP or Active Directory server.<br />
 
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If a campus has only a few hundred students visiting their center, it may be preferable to manually enter the students. This may be done before students visit the center or as they log in.
 
 
 
Data that changes periodically should be updated in the TutorTrac system on a continuous routine. Examples of information that is likely to change is the student's address, major, or GPA. Some information does not change, such as gender or birthdate.
 
 
 
Two files are necessary to successfully complete an SIS data import: the data file and the import map file. The campus needs to provide the data file, but the import map file is provided by Redrock Software.
 
Creating an Import Map
 
 
 
In order to import the data, first decide what fields to import. A simple way to decide, is to print out a student entry form from TutorTrac. This allows you to visualize the fields and how they would import from the (SIS). More information on importing student data can be found in FAQ02-0013.
 
 
 
After deciding which fields to import, create a sample data file and send it to Redrock Software Corporation. Acceptable data file formats are tab delimited (ASCII), comma delimited (csv), or fixed character position (ASCII). An import map is then created based on the sample file.
 
 
 
The data file may be located anywhere on the server machine. However, if the data is to be imported on a regular basis, the file should stay in the same location. The import map file must be located in the Scriptfolder directory in the TutorTrac directory.
 
Manually Performing the Import
 
 
 
An Administrator has the capability to import the SIS data maunally. From the students listing, click on 'Import SIS' to begin the import process. The user may continue to use TutorTrac while the import process executes. The SIS Import should be run as often as the SIS exported data file is updated.
 
Automating the Import
 
 
 
After the fields are chosen, the data file is created, and the import map is written, TutorTrac can run an import automatically. First, the data file should be updated and saved to the same location everyday. The campus IT personnel may write a script to automate this process. On page 12 of the Preferences, set a time to run the import each day. The import will update each day automatically, providing the most current information from the campus SIS database.
 
 
 
Importing Student Data (Part 2)
 
 
 
TutorTrac can import/update student information via an ASCII text file import or via XML files.
 
 
 
ODBC support is no longer available for importing student and course information. LDAP is another method that may be used to retrieve the data on an as needed basis. We can work with you regarding your specific needs, though an LDAP import seldom provides all of the necessary student fields.
 
 
 
This document describes some of the specifics regarding importing data via an ASCII text file import.
 
ASCII Text File Import Process
 
 
 
First, the center administrators must decide which fields to import from the campus information system into the TutorTrac database. The decisions should be based upon three factors: 1) What information would be useful to track and report; 2) What data is contained within the campus database; and 3) What fields can TutorTrac import?
 
 
 
After the data fields have been determined, the campus IT department needs to export a sample data file to an ASCII text file. This sample file needs to be sent to techsupport@tutortrac.com in order to create the import map. After the sample file has been successfully imported, the complete student database may be exported and then imported into TutorTrac.
 
  
The TutorTrac server on a nightly basis imports a text file of student records. This text file must contain a numeric student ID as well as any student data that will be updated in the TutorTrac system. The import process will look for an existing student record that matches the numeric ID in the import file. If the record already exists, the TutorTrac will update the existing fields for the student record. If the student record does not exist, the record will be created and the fields for the student will be imported.
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The Trac application can import data from any source as long as it is provided in the correct format.  The data needs to be provided in a flat file format, tab or comma delimited are preferred.   The Trac application will not import data from Excel files. The order and delimiter of the fields is completely up to your preference. However, the format, order, and delimiter of the fields must remain consistent with every import.  
  
TutorTrac may be configured to not update certain fields when the student record already exists (no overwrite).
 
  
A TutorTrac administrator may also import the data at any time during the day instead of at the scheduled time. This is done by clicking the 'Import SIS' link in the Student Listing screenSetting the system to import at a specific time is done by entering the time of day in the Auto Import Data at field on page 12 of the preferences screen.
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Using your current registrar’s Student Information System (an SIS like Banner, PeopleSoft or DataTel) as a source, create files to be imported into your Trac System. We prefer two files - a student file (named TracStudents) and a course enrollment file (named TracCourses)Create sample files with 5-10 lines and header rows with the fields you would like to import.  These two files will then need to be placed on your Trac server in the Trac application Import folder.
Student and Course Enrollment Data
 
  
It is most common to import/update the student data of the TutorTrac system. The student's course enrollment is another area of TutorTrac that may be configured to receive imports.  Course enrollment information may be part of the student data text for or it may be located in a separate file. The course enrollment data must consist of a student ID and course code as well as a term code. Optionally, a grade and an instructor name or ID may be included as part of the text file import. If an instuctor ID is included, a third file that lists the instructor names and IDs may also be imported in order to link the ID with the name. This instructor data file must include the instructor ID, name and may optionally include a department, phone and email.
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Student Data File fields
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{{ImportFields}}
  
The following table lists the fields that are available for importing into the student table of TutorTrac. Note there are in actuality more fields than are shown here but are not included for brevity. If you have any questions about any of the fields, please contact technical support (techsupport@tutortrac.com).
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Your ASCII file does not need to have every field listed below; it may instead include only those fields that are needed (as well as the required fields). The field lengths shown are for information purposes only, you do NOT need to pad the data to any specified length.
 
 
 
 
 
 
 
 
 
{| cellpadding="5" cellspacing="0" border="1"
 
!Code!!Field Types
 
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|A##||Alpha field of a certain maximum length (you do not have format to this length)
 
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|#L||Long Integer (-1.2 billion to +1.2 billion)
 
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|#R||Real Value (decimal # with 12 digits precision)
 
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|#||Small Integer (-32676 to +32676)
 
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|B||Boolean (Yes/No)
 
 
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|D||Date (mmddyyyy or yyyymmdd or mm/dd/yyyy), please specify format utilized
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[[Student Import Fields]]
 
 
 
[[Course Import Fields]]
 
 
 
 
 
 
 
 
 
 
 
 
 
ASCII Text File Formats
 
 
 
 
 
 
 
The files to be imported must be in ASCII format.  The data may be separated by TAB characters or Comma (CSV format) or the columns may by positioned using spaces (fixed length delimeter). Please indicate the nature or method of the column delimiter when contacting Redrock Software to setup the auto import functionality.
 
 
 
Note: Regarding alpha fields shown above with maximum lengths; you do not have to pad the text to the length shown above. Only pad to the length that is used by your campus database.
 
 
 
  
  
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Latest revision as of 10:32, 8 August 2019

Installation   Server  


Imports    
Import Student, Course, and Instructor Information

The Trac application can import data from any source as long as it is provided in the correct format. The data needs to be provided in a flat file format, tab or comma delimited are preferred. The Trac application will not import data from Excel files. The order and delimiter of the fields is completely up to your preference. However, the format, order, and delimiter of the fields must remain consistent with every import.


Using your current registrar’s Student Information System (an SIS like Banner, PeopleSoft or DataTel) as a source, create files to be imported into your Trac System. We prefer two files - a student file (named TracStudents) and a course enrollment file (named TracCourses). Create sample files with 5-10 lines and header rows with the fields you would like to import. These two files will then need to be placed on your Trac server in the Trac application Import folder.


Description of Import fields

Code Field Types
A## Alpha field of a certain maximum length (you do not have format to this length)
#L Long Integer (-2.1 billion to +2.1 billion)
#R Real Value (decimal # with 12 digits precision)
# Small Integer (-32676 to +32676)
B Boolean (Yes/No)
D Date (mmddyyyy or yyyymmdd or mm/dd/yyyy), please specify format utilized



Student Import Fields

Name Type Required Field Description
ID #L Yes The unique numeric ID of the student
Other ID A20 * A secondary ID (or barcode) for the student - may be required if you plan on utilizing a barcode scanner or magnetic card reader to sign in your students
Last Name A40 Yes The last name of the student
First Name A40 Yes The first name of the student
Middle A20 The middle name/initial of the student
Street Address A60 The street address of the student
City A50 City of the student address
State A2 The state code of the student address
Zip A10 The zip code of the student address
Email A80 * The email address of the student - required if you plan to send emails to your students, including automatic appointment reminders
Full Name A80 The student name formatted as Last, First Middle - your Trac product will compute the student full name automatically
Home Phone A20 The student home phone number
Work Phone A20 A secondary phone number for the student
Gender Male B The gender of the student is stored as a boolean - the only options are Male or Female and all students default to Female
Birthdate D The student birthdate
Ethnicity A60 Ethnicity (could be a code or complete name)
Grad Und A80 A code that indicated Graduate or Undergraduate (usually "G" or "U")
College A80 What college the student is attending
Class A80 The student's class: Freshman, Sophomore, etc. or FR, SO, JR, SR or 2003, 2004, etc.
Cohort A80 Used to custom group the student records. Use of this field is determined by the TutorTrac administrator.
Major A80 The student's major. May be a code or complete description.
Handle A20 * The student's username to log in to your Trac application online - required if you plan to log students in through LDAP, Active Directory, or Single Sign-On
Password A20 The student's password to log in to your Trac application online.
ReferredBy A80 Who referred the student to the center.
Degree Goal A80 Either the Degree Earned or the Degree Goal.
Overall GPA #R The Overall GPA for the Student (EMCCGPA)
Total Hours #R Total Accumulated Hours for the Student (BMI1)
HS Name A30 Name of the High School Attended
Custom Field1 A80 A custom field that may be used for any purpose.
Custom Field2 A80 same as above
Custom Field3 A80 same as above
Custom Field4 A80 same as above
Custom Field5 A80 same as above
Custom Field6 A80 same as above
Custom Field7 A80 same as above
Custom Field8 A80 same as above
Custom Field9 A80 same as above
Special Status A80 A student status field: may be a code or description.



Registration Import Fields

Name Type Required Description
Student ID #L Yes The unique numeric ID of the student. In some cases the ID is the secondary alphanumeric ID - please indicate to us which ID will be utilized.
Course Subject A40 Yes The course in which the student is enrolled
Course Section A40 Yes The section in which the student is enrolled
Course Title A80 Yes The name of the course in which the student is enrolled
Term # Yes The term code for the semester that the student is enrolled in: 032 might be the year 2003 Spring, and 034 might be the year 2004 Summer.
Instructor ID A20 * Unique identifier to find and create unique faculty instructors
Instructor First Name A40 * The first name of the course instructor
Instructor Last Name A40 * The last name of the course instructor
Instructor Email A80 * The Email address of the instructor - required if sending automatic emails to instructors
Instructor Phone A20 The phone number of the instructor
Instructor Sal A8 The Salutation or Degree for the instructor (Phd, etc.)
Instructor Username A20 * The instructor's username to log in to your Trac application online - required if you plan to log faculty in through LDAP, Active Directory, or Single Sign-On
Course Grade A20 The Grade received for this course.
Value # The Numeric grade value
Date D Date grade/report issued.
Type A40 The report type (midterm, final, etc.) In some cases it is simply a flag used by the system to indicate the disposition of the course (REGISTERED, DROPPED, WITHDRAWN).


Registration Import Fields With Class Schedule

Name Type Required Description
Date Begin D MM/DD/YYYY – date the course begins
Date End D MM/DD/YYYY – date the course ends
Monday A2 Populate with “MO” if the class is in session on Monday.
Tuesday A2 Populate with “TU” if the class is in session on Tuesday.
Wednesday A2 Populate with “WE” if the class is in session on Wednesday.
Thursday A2 Populate with “TH” if the class is in session on Thursday.
Friday A2 Populate with “FR” if the class is in session on Friday.
Saturday A2 Populate with “SA” if the class is in session on Saturday.
Sunday A2 Populate with “SU” if the class is in session on Sunday.
Start Time A6 ##:## - Time of day the individual class begins. Military time is preferred.
Duration # Number of minutes the individual class is in session. (Class start time minus class end time).