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<div style="float: left; margin-top: 0em; margin-right: 1em; margin-bottom: 1em">{{TracCloudTechTOC}}</div>
{| id="um-toc" style="width:100%; padding:6px; cellspacing:0px; cellpadding:0px; vertical-align:top; margin:1.2em 6px 6px 0; background:#f3f3f3; border:1px solid #c2c2c2; text-align:left; color:#666666; "
<b><span style="color:blue"><big>Importing Student Data into TracCloud</big></span></b>


TracCloud can import data from any source as long as it's provided in the correct format. Using your current Student Information System (Banner, PeopleSoft, DataTel, etc) as a source, create files that match the specifications below. We will require at least two files- A student file and an enrollment/registration file.
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! <h2 id="um-toc-hdr" style="margin:3px; font-size:120%; font-weight:bold; text-align:left; color:#8D182B; ">Global Preferences</h2>


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| style="font-weight:bold; " | [[TracCloudGuideGlobalSystem|&#8226; System Preferences]]


<span style="color:red>
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Import files must be in a flat-text format (.csv or .txt), comma or tab delimited, UTF-8 is preferred.
| style="font-weight:bold; " | [[TracCloudGuideGlobalSearchAvail|&#8226; Search Availability Options]]
Comma delimited files must have quotes surrounding <b>every</b> field.
A header row is required, and custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field.
File names must be static, with each import upload overwriting the previous copies of the files.
If you anticipate section's linked faculty changing, let us know, as this may require additional changes to your import process.
</span>


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| style="font-weight:bold; " | [[TracCloudGuideGlobalBarcode|&#8226; General KIOSK Login Options]]


There are no restrictions on column order, and optional columns can safely be excluded from your file if preferred.
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| style="font-weight:bold; " | [[TracCloudGuideGlobalTerms|&#8226; Terms]]


{| style="width:100%; vertical-align:top; "
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| style="font-weight:bold; " | [[TracCloudGuideGlobalStudentFields|&#8226; Student Entry Choices]]


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| style="vertical-align:top; " | <HR>
| style="font-weight:bold; " | [[TracCloudGuideGlobalPhotos|&#8226; Student Photo Files]]


Click the buttons below to view or download example files. The Section Schedule file is optional.
|-
| style="font-weight:bold; " | [[TracCloudGuideGlobalDashCharts|&#8226; Dashboard Charts]]


[[File:7360533.png|150px|link=https://wiki.go-redrock.com/images/2/21/Students.txt|View Student File]]
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[[File:1502208.png|150px|link=https://wiki.go-redrock.com/images/a/ac/Courses.txt|View Course File]]
| style="font-weight:bold; " | [[TracCloudGuideGlobalCustom|&#8226; Custom Fields]]
[[File:2498178.png|150px|link=https://wiki.go-redrock.com/images/a/ae/Schedule.txt|View Section Schedule File]]


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| style="vertical-align:top; font-size:120%; color:#0C3773; " |
| style="font-weight:bold; " | [[TracCloudGuideGlobalCampusIP|&#8226; Campus IP Address Blocks]]
<HR>'''Description of Import fields'''
 
|-
|-
| style="vertical-align:top; font-size:100%; " |
| style="font-weight:bold; " | [[TracCloudGuideGlobalLists|&#8226; Student Lists & Watch Lists]]
{| cellpadding="5" cellspacing="0" border="1"
 
!Type!!Description
|-
|-
|A##||Alphanumeric field with a specified maximum length
| style="font-weight:bold; " | [[TracCloudGuideGlobalDocs|&#8226; Document Types]]
 
|-
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|#B||Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value
| style="font-weight:bold; " | [[TracCloudGuideGlobalTasks|&#8226; Task Types]]
 
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|Date||Date, <span style="color:red>formatted as YYYY-MM-DD</span>
| style="font-weight:bold; " | [[TracCloudGuideGlobalTemplates|&#8226; Email Templates]]
 
|-
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|Double||Decimal # with up to 12 digits precision
| style="font-weight:bold; " | [[TracCloudGuideGlobalAdminDocs|&#8226; Public / Admin Docs]]
 
|-
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|Time||A specific time using a 24-hour format (HH:MM:SS), e.g., 13:45:00
| style="font-weight:bold; " | [[TracCloudGuideGlobalSkills|&#8226; Skills / Accommodations]]
 
|-
|-
|Duration||A duration stored in number of minutes, e.g., 90
| style="font-weight:bold; " | [[TracCloudGuideGlobalNotifications|&#8226; Notification Types]]
|}
 
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| style="vertical-align:top; font-size:140%; color:#0C3773; " | <HR>'''Available Student Import Fields'''
|-
| style="vertical-align:top; font-size:100%; " |
{| cellpadding="5" cellspacing="0" border="1"
!Name!!Type!!Required!!Field Description!!Example
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|ID||#B||Yes*||The unique numeric ID of the student, required if Other_ID isn't being used.||19310045
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|Other_ID||A40||Yes*||A secondary ID or handle for the student, required if ID isn't being used.||A19310045
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|Other_ID2||A40|| ||An optional tertiary ID or handle for the student.||dsmith1990
|-
|-
|Barcode||A80|| ||A barcode ID for the student, required if scanners are used to log students in.||A2609376378
| style="font-weight:bold; " | [[TracCloudGuideGlobalWelcome|&#8226; Welcome Messages]]
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|OtherStatus||A80|| || An optional secondary status. Primary status is set automatically.||Registered
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|Legal_First||A80|| ||The legal first name of the student.||David
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|First_Name||A80||Yes||The preferred first name of the student.||Dave
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|Last_Name||A80||Yes||The last name of the student.||Smith
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|Middle||A80|| ||The middle name or initial of the student.||L.
|-
|Street||A80|| ||The street address of the student.||1234 E. Nowhere St.
|-
|Apt||A80|| ||Apartment Number.||#46
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|City||A80|| ||City of the student address.||Tempe
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|State||A80|| ||The state of the student address. Two-letter formatting displays best.||AZ
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|Zip||A10|| ||The zip code of the student address.||88881
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|Country||A10|| ||The country of the student address.||USA
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|Home_Phone||A20|| ||The student's home phone number.||555-555-5551
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|Work_Phone||A20|| ||The student's work phone number.||555-555-5552
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|Cell_Phone||A20|| ||The student's cell phone number.||555-555-5553
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|Email||A80|| * ||The student's email address. Required if students are going to be receiving emails from TracCloud.||dsmith@school.edu
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|Preferred||A20|| ||The student's preferred phone number, 1 = 'Home', 2 = 'Work', 3 = 'Cell', 4 = 'Email', 5 = 'Phone'||3
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|Username||A80|| * ||The student's username or handle, required if students are going to be logging into TracCloud.||dsmith
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|Birthdate||Date|| ||The student's birthdate.||1970-01-01
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|Gender||A80|| ||The student's gender.||Male
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|Ethnicity||A80|| ||The student's ethnicity.||Caucasian
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|Major||A120|| ||The student's major.||Accounting
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|Class||A80|| ||The student's class.||SO
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|DegreeGoal||A80|| ||The student's degree goal.||AAS
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|Cohort||A80|| ||The student's cohort.||2017SP
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|College||A80|| ||The student's college.||Nowhere State University
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|Grad_Und||A80|| ||The student's graduate status.||Und
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|DateStarted||Date|| ||The student's start or enrollment date.||2015-12-01
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|DateWithdrawn||Date|| ||The student's withdrawn date.||2015-12-02
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|ReasonWithdrawn||A128|| ||The student's withdrawn reason.||Reasons
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|GradDate||Date|| ||The student's graduation date.||2020-10-05
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|GradDegree||A128|| ||The student's graduate degree.||AAS
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|GPA||Double|| ||The student's GPA.||3.2
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|AccumHours||Double|| ||The student's total accumulated hours.||46
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|Fund||A80|| ||The student's fund.||Federal Work Study
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|Pronouns||A80|| ||The student's preferred pronouns.||He/Him/His
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|CustomData1-X||A80|| ||Custom fields, available for any purpose. Multiple custom fields can be used.||?
|-
|}


|-
|-
| style="vertical-align:top; font-size:140%; color:#0C3773; " | <HR>'''Available Registration Import Fields'''
| style="font-weight:bold; " | [[TracCloudGuideGlobalBio|&#8226; Confirm Bio]]


|-
|-
| style="vertical-align:top; font-size:100%; " |
| style="font-weight:bold; " | [[TracCloudReports#Favorite Reports Management|&#8226; Favorite Reports Management]]
{| cellpadding="5" cellspacing="0" border="1"
<hr style="margin-top: 0.1em; margin-bottom: 0.1em;">
!Name!!Type!!Required!!Description!!Example
|-
|-
|Course.Subject||A40||Yes||The subject in which the student is enrolled.||ACTG
| style="font-weight:bold; " | [[TracCloudGuideGlobalAnnouncements|&#8226; Announcements]]
|-
 
|Course.Course||A20||Yes||The course number.||100
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|Course.Title||A120||Yes||The name of the course in which the student is enrolled.||Intro to Accounting
|-
|Section.Code||A80||Yes||The section code.||03
|-
|Section.CRN||A20|| ||The unique course reference number (cannot be reused).||123456789
|-
|Section.Custom1-X||A80|| ||Optional custom fields relating to this section. Multiple custom fields can be used.||?
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|Term.Code||A80||Yes||Term number for this enrollment.||2022SP
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|Term.ActiveFrom||Date|| ||Active start date.||2022-10-01
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|Term.ActiveTo||Date|| ||Active end date.||2022-12-31
|-
|Faculty.OtherID||A80||Yes*||Faculty ID. Only the primary faculty will be imported. Required if this is the only unique faculty identifier.||J25059
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|Faculty.FirstName||A80||Yes||Faculty First Name.||Jane
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|Faculty.LastName||A80||Yes||Faculty Last Name.||Doe
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|Faculty.UserName||A80||Yes*||Faculty Username, only required if faculty members will be logging into TracCloud, or as primary unique identifier.||JDoe
|-
|Faculty.Salutation||A180|| ||Faculty's salutation.||Dr.
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|Faculty.Department||A80|| ||Faculty Assigned Department.||M262
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|Faculty.Phone||A80|| ||Faculty's phone number.||555-555-5555
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|Faculty.Email||A80||Yes||Faculty's email address. Only required if faculty members need to receive emails, or as a primary unique identifier.||jdoe80@school.edu
|-
|Faculty.Custom1-X||A80|| ||Faculty custom fields. Multiple custom fields can be used.||?
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|Student.ID||A40||Yes||The ID/OtherID/OtherID2 of the student this registration is assigned to.||A123456789
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|Registration.Grade||A4||||The final grade/withdraw code for this registration. Redrock will require a list of possible grades/codes to properly set this up.||B+
|-
|-
|Registration.RegStatus||A30||||An optional registration status that can be used to deactivate certain enrollments.||Dropped
| style="font-weight:bold; " | [[TracCloudGuideGlobalGradesAssign|&#8226; Grade Groups & Assignments]]
|-
|Registration.Custom1-X||A80|| ||Registration custom fields. Multiple custom fields can be used. A common example would be midterm grades.||?
|}


|-
|-
| style="vertical-align:top; font-size:120%; color:#0C3773; " | <HR>'''Section Schedule Import Fields''' <span style="color:black">(Optional)</span>
| style="font-weight:bold; " | [[TracCloudGuideBasicsPayroll|&#8226; Tracking Staff Payroll]]
|-
| style="vertical-align:top; font-size:100%; " |


{| cellpadding="5" cellspacing="0" border="1"
!Name!!Type!!Required!!Description!!Example
|-
|Course.Subject||A40||Yes||The subject.||MAT
|-
|Course.Course||A20||Yes||The course number.||100
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|Section.Code||A80||Yes||The section number.||45
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| colspan="5" | Alternatively, a section CRN number can be used instead of the basic course information:
|-
|Section.CRN||A20||Yes||The course reference number.||123456789
|-
| colspan="5" | Plus, the schedule data:
|-
|Schedule.Days||A30||Yes||Days of the week, formatted as MONTUEWEDTHUFRISATSUN.||MONFRI
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|Schedule.Time||Time||Yes||Schedule start time, military/24-hour format.||13:00:00
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|Schedule.Duration||Duration||Yes||The duration of this section schedule in minutes. ||50
|}
|}


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Revision as of 14:59, 26 April 2023

Global Preferences

• System Preferences
• Search Availability Options
• General KIOSK Login Options
• Terms
• Student Entry Choices
• Student Photo Files
• Dashboard Charts
• Custom Fields
• Campus IP Address Blocks
• Student Lists & Watch Lists
• Document Types
• Task Types
• Email Templates
• Public / Admin Docs
• Skills / Accommodations
• Notification Types
• Welcome Messages
• Confirm Bio
• Favorite Reports Management
• Announcements
• Grade Groups & Assignments
• Tracking Staff Payroll


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