TracCloud: Student Data Import

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TracCloud Technical Documentation

• Contents

• Mail Server

• Data Import

• Data Export

• Single Sign-on

• Custom URL

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• SFTP SSH Keys

• Migration from 4.0

Importing Student Data into TracCloud

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. It's generally recommended to send data for the current term and one prior term in your registrations file, in case past registrations need to be kept active through the semester changeover.

• Import files must be in a flat-text format (.csv or .txt), comma or tab delimited, UTF-8.
• Comma delimited files must have quotes surrounding every 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.
• Lab courses should be designated in the course information rather than the section. For example, "BIO100L".

There are no restrictions on column order, and optional columns can safely be excluded from your file if preferred.

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Click the buttons below to view or download example files. The Section Schedule file is optional.

View Student File

View Course File

Section Schedule File

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All import files will be uploaded to our SFTP server. The IP addresses for our SFTP server are listed below if you need to whitelist them.

Primary	3.135.4.128
Failover	44.228.245.56

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Description of Import fields

Type	Description
A##	Alphanumeric field with a specified maximum length
#B	Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value
Date	Date, formatted as YYYY-MM-DD
Double	Decimal # with up to 12 digits precision
Time	A specific time using a 24-hour format (HH:MM:SS), e.g., 13:45:00
Duration	A duration stored in number of minutes, e.g., 90

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Explanation on Required Fields

The TracCloud import process can be fairly flexible, but some fields are absolutely required, some are conditionally required, and others aren't required but are highly recommended.

Type	Description
Yes	Required.
[Yes]	Required only if you're importing that data. E.g., Faculty.First_Name is required only if you're importing faculty in the first place. These groups of fields will have matching colors when necessary.
(Yes)	Technically not required, but highly recommended. Functionality will be lost if this field isn't imported. E.g., you don't need to import student email addresses, but students will not be able to receive emails without it.
{Yes}	Conditionally required based on whether or not you're importing other fields. For example, Section.Title and Course.Title. You can import both, you can import one or the other, but you cannot import neither.

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Available Student Import Fields

Name	Type	Required	Field Description	Example
ID	#B	{Yes}	The unique numeric ID of the student, required if Other_ID isn't being used.	19310045
Other_ID	A40	{Yes}	A secondary ID or handle for the student, required if ID isn't being used.	A19310045
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
OtherStatus	A80		An optional secondary status. Primary status is set automatically.	Registered
Legal_First	A80		The legal first name of the student.	David
First_Name	A80	Yes	The preferred first name of the student.	Dave
Last_Name	A80	Yes	The last name of the student.	Smith
Middle	A80		The middle name or initial of the student.	L.
Street	A250		The street address of the student.	1234 E. Nowhere St.
Apt	A80		Apartment Number.	#46
City	A120		City of the student address.	Tempe
State	A80		The state of the student address. Two-letter formatting displays best.	AZ
Zip	A20		The zip code of the student address.	88881
Country	A80		The country of the student address.	USA
Home_Phone	A80		The student's home phone number.	555-555-5551
Work_Phone	A80		The student's work phone number.	555-555-5552
Cell_Phone	A80	(Yes)	The student's cell phone number. Required for students to receive TextAlerts.	555-555-5553
Email	A120	(Yes)	The student's email address. Required if students are going to be receiving emails from TracCloud.	dsmith@school.edu
Preferred	A80		The student's preferred phone number, 1 = 'Home', 2 = 'Work', 3 = 'Cell', 4 = 'Email', 5 = 'Phone'	3
Username	A120	(Yes)	The student's username or handle. Required if students are going to be logging into TracCloud.	dsmith
Birthdate	Date		The student's birthdate.	1970-01-01
Gender	A80		The student's gender.	Male
Ethnicity	A150		The student's ethnicity.	Caucasian
Major	A120		The student's major.	Accounting
Class	A80		The student's class.	SO
DegreeGoal	A80		The student's degree goal.	AAS
Cohort	A80		The student's cohort.	2017SP
College	A80		The student's college.	Nowhere State University
Grad_Und	A80		The student's graduate status.	Und
DateStarted	Date		The student's start or enrollment date.	2015-12-01
DateWithdrawn	Date		The student's withdrawn date.	2015-12-02
ReasonWithdrawn	A128		The student's withdrawn reason.	Reasons
GradDate	Date		The student's graduation date.	2020-10-05
GradDegree	A128		The student's graduate degree.	AAS
GPA	Double		The student's GPA.	3.2
AccumHours	Double		The student's total accumulated hours.	46
Fund	A80		The student's fund.	Federal Work Study
Pronouns	A80		The student's preferred pronouns.	He/Him/His
CustomData1-X	A80		Custom fields, available for any purpose. Multiple custom fields can be used.	?

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Available Registration Import Fields

Name	Type	Required	Description	Example
Course.Subject	A40	Yes	The subject in which the student is enrolled.	ACTG
Course.Course	A20	Yes	The course number.	100
Course.Title	A120	{Yes}	The name of the course in which the student is enrolled. The course title is only tied to the subject, such as "ACTG100". Required if Section.Title is not imported.	Intro to Accounting
Section.Title	A120	{Yes}	The name of the section in which the student is enrolled. This overrides the course title if provided, allowing different sections to have unique titles. Required if Course.Title is not imported.	Intro to Accounting
Section.Code	A80	{Yes}	The section code. Required if Section.CRN is not imported.	03
Section.CRN	A80	{Yes}	The unique course reference number (cannot be reused). Required if Section.Code is not imported.	123456789
Section.Custom1-X	A80		Optional custom fields relating to this section. Multiple custom fields can be used.	?
Term.Code	A80	Yes	Term number for this enrollment.	2022SP
Term.ActiveFrom	Date	(Yes)	Active start date. Required to use max appointment rules, center status, and term dates in reports.	2022-10-01
Term.ActiveTo	Date	(Yes)	Active end date. Required to use max appointment rules, center status, and term dates in reports.	2022-12-31
Faculty.OtherID	A80	[{Yes}]	Faculty ID. Required if another identifier is not imported, such as email or username.	J25059
Faculty.FirstName	A80	[Yes]	Faculty First Name.	Jane
Faculty.LastName	A80	[Yes]	Faculty Last Name.	Doe
Faculty.UserName	A80	[{(Yes)}]	Faculty Username. Required if another identifier is not imported, such as ID or email. Required if faculty need to login to TracCloud.	JDoe
Faculty.Salutation	A40		Faculty's salutation.	Dr.
Faculty.Department	A60		Faculty Assigned Department.	M262
Faculty.Phone	A80		Faculty's phone number.	555-555-5555
Faculty.Email	A120	[{(Yes)}]	Faculty's email address. Required if another identifier is not imported, such as ID or username. Required for faculty to receive emails.	jdoe80@school.edu
Faculty.Custom1-X	A80		Faculty custom fields. Multiple custom fields can be used.	?
Student.ID	A40	Yes	The ID/OtherID of the student this registration is assigned to.	A123456789
Registration.Grade	A40		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	A40		An optional registration status that can be used to deactivate certain enrollments.	Dropped
Registration.ValidFromDT	Date	(Yes)	The start date of the registration. Required to activate registrations by date instead of term.	2023-08-15
Registration.ValidToDT	Date	(Yes)	The end date of the registration. Required to activate registrations by date instead of term.	2023-12-15
Registration.Custom1-X	A80		Registration custom fields. Multiple custom fields can be used. A common example would be midterm grades.	?

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Section Schedule Import Fields [Optional]

Name	Type	Required	Description	Example
Course.Subject	A40	Yes	The subject.	MAT
Course.Course	A20	Yes	The course number.	100
Section.Code	A80	{Yes}	The section number. Required if Section.CRN not provided.	45
Section.CRN	A80	{Yes}	The course reference number. Required if Section.Code not provided.	123456789
Term.Code	A80	Yes	The term code.	2022SP
Schedule.Days	A30	Yes	Days of the week, formatted as MONTUEWEDTHUFRISATSUN.	MONFRI
Schedule.Time	Time	Yes	Schedule start time, military/24-hour format.	13:00:00
Schedule.Duration	Duration	Yes	The duration of this section schedule in minutes.	50