TracCloudTechImport: Difference between revisions
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<b><big>Importing Student Data into TracCloud</big></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. | 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. | ||
<span style="color:red> | <span style="color:red> | ||
Import files must be in a flat-text format (.csv or .txt), comma or tab delimited. Comma delimited files must have quotes surrounding <b>every</b> field | 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 <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. | |||
Lab courses should be designated in the course information rather than the section. For example, "BIO100L". | |||
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Click the buttons below to view or download example files. The Section Schedule file is optional. | Click the buttons below to view or download example files. The Section Schedule file is optional. | ||
[[ | <div class="guideTabs" style="min-width:170px"> | ||
[[ | [[Media:Students.txt|View Student File]] | ||
[[ | </div> | ||
<div class="guideTabs" style="min-width:170px"> | |||
[[Media:Courses.txt|View Course File]] | |||
</div> | |||
<div class="guideTabs" style="min-width:170px"> | |||
[[Media:Schedule.txt|Section Schedule File]] | |||
</div> | |||
<HR> | |||
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. | |||
{| class="wikitable" | |||
| Primary || 3.135.4.128 | |||
|- | |||
| Failover || 44.228.245.56 | |||
|} | |||
|- | |- | ||
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|- | |- | ||
| style="vertical-align:top; font-size:100%; " | | | style="vertical-align:top; font-size:100%; " | | ||
{| | {| class="wikitable" border="1" style="margin:auto" | ||
!Type!!Description | !Type!!Description | ||
|- | |- | ||
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|Double||Decimal # with up to 12 digits precision | |Double||Decimal # with up to 12 digits precision | ||
|- | |- | ||
|Time||A | |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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|- | |- | ||
| style="vertical-align:top; font-size:100%; " | | | style="vertical-align:top; font-size:100%; " | | ||
{| | {| class="wikitable" border="1" style="margin:auto" | ||
!Name!!Type!!Required!!Field Description!!Example | !Name!!Type!!Required!!Field Description!!Example | ||
|- | |- | ||
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|Middle||A80|| ||The middle name or initial of the student.||L. | |Middle||A80|| ||The middle name or initial of the student.||L. | ||
|- | |- | ||
|Street|| | |Street||A250|| ||The street address of the student.||1234 E. Nowhere St. | ||
|- | |- | ||
|Apt||A80|| ||Apartment Number.||#46 | |Apt||A80|| ||Apartment Number.||#46 | ||
|- | |- | ||
|City|| | |City||A120|| ||City of the student address.||Tempe | ||
|- | |- | ||
|State||A80|| ||The state of the student address. Two-letter formatting displays best.||AZ | |State||A80|| ||The state of the student address. Two-letter formatting displays best.||AZ | ||
|- | |- | ||
|Zip|| | |Zip||A20|| ||The zip code of the student address.||88881 | ||
|- | |- | ||
|Country|| | |Country||A80|| ||The country of the student address.||USA | ||
|- | |- | ||
|Home_Phone|| | |Home_Phone||A80|| ||The student's home phone number.||555-555-5551 | ||
|- | |- | ||
|Work_Phone|| | |Work_Phone||A80|| ||The student's work phone number.||555-555-5552 | ||
|- | |- | ||
|Cell_Phone|| | |Cell_Phone||A80|| ||The student's cell phone number.||555-555-5553 | ||
|- | |- | ||
|Email|| | |Email||A120|| * ||The student's email address. Required if students are going to be receiving emails from TracCloud.||dsmith@school.edu | ||
|- | |- | ||
|Preferred|| | |Preferred||A80|| ||The student's preferred phone number, 1 = 'Home', 2 = 'Work', 3 = 'Cell', 4 = 'Email', 5 = 'Phone'||3 | ||
|- | |- | ||
|Username|| | |Username||A120|| * ||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 | |Birthdate||Date|| ||The student's birthdate.||1970-01-01 | ||
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|Gender||A80|| ||The student's gender.||Male | |Gender||A80|| ||The student's gender.||Male | ||
|- | |- | ||
|Ethnicity|| | |Ethnicity||A150|| ||The student's ethnicity.||Caucasian | ||
|- | |- | ||
|Major||A120|| ||The student's major.||Accounting | |Major||A120|| ||The student's major.||Accounting | ||
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|- | |- | ||
| style="vertical-align:top; font-size:100%; " | | | style="vertical-align:top; font-size:100%; " | | ||
{| | {| class="wikitable" border="1" style="margin:auto" | ||
!Name!!Type!!Required!!Description!!Example | !Name!!Type!!Required!!Description!!Example | ||
|- | |- | ||
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|Course.Course||A20||Yes||The course number.||100 | |Course.Course||A20||Yes||The course number.||100 | ||
|- | |- | ||
|Course.Title|| | |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".||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.||Intro to Accounting | |||
|- | |- | ||
|Section.Code||A80||Yes||The section code.||03 | |Section.Code||A80||Yes||The section code.||03 | ||
|- | |- | ||
|Section.CRN|| | |Section.CRN||A80|| ||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.||? | |Section.Custom1-X||A80|| ||Optional custom fields relating to this section. Multiple custom fields can be used.||? | ||
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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.UserName||A80||Yes*||Faculty Username, only required if faculty members will be logging into TracCloud, or as primary unique identifier.||JDoe | ||
|- | |- | ||
|Faculty.Salutation|| | |Faculty.Salutation||A40|| ||Faculty's salutation.||Dr. | ||
|- | |- | ||
|Faculty.Department|| | |Faculty.Department||A60|| ||Faculty Assigned Department.||M262 | ||
|- | |- | ||
|Faculty.Phone||A80|| ||Faculty's phone number.||555-555-5555 | |Faculty.Phone||A80|| ||Faculty's phone number.||555-555-5555 | ||
|- | |- | ||
|Faculty.Email|| | |Faculty.Email||A120||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.||? | |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 | |Student.ID||A40||Yes||The ID/OtherID/OtherID2 of the student this registration is assigned to.||A123456789 | ||
|- | |- | ||
|Registration.Grade|| | |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||*||The start date of the registration. Not strictly required, but highly recommended.||2023-08-15 | |||
|- | |- | ||
|Registration. | |Registration.ValidToDT||Date||*||The end date of the registration. Not strictly required, but highly recommended.||2023-12-15 | ||
|- | |- | ||
|Registration.Custom1-X||A80|| ||Registration custom fields. Multiple custom fields can be used. A common example would be midterm grades.||? | |Registration.Custom1-X||A80|| ||Registration custom fields. Multiple custom fields can be used. A common example would be midterm grades.||? | ||
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| style="vertical-align:top; font-size:100%; " | | | style="vertical-align:top; font-size:100%; " | | ||
{| | {| class="wikitable" border="1" style="margin:auto" | ||
!Name!!Type!!Required!!Description!!Example | !Name!!Type!!Required!!Description!!Example | ||
|- | |- | ||
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| colspan="5" | Alternatively, a section CRN number can be used instead of the basic course information: | | colspan="5" | Alternatively, a section CRN number can be used instead of the basic course information: | ||
|- | |- | ||
|Section.CRN|| | |Section.CRN||A80||Yes||The course reference number.||123456789 | ||
|- | |- | ||
| colspan="5" | Plus, the schedule data: | | colspan="5" | Plus, the schedule data: | ||
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|Schedule.Time||Time||Yes||Schedule start time, military/24-hour format.||13:00:00 | |Schedule.Time||Time||Yes||Schedule start time, military/24-hour format.||13:00:00 | ||
|- | |- | ||
|Schedule.Duration|| | |Schedule.Duration||Duration||Yes||The duration of this section schedule in minutes. ||50 | ||
|} | |} | ||
< | [[Category:TracCloud]] | ||
</div> |
Latest revision as of 10:50, 16 April 2024
TracCloud Technical Documentation
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.
Click the buttons below to view or download example files. The Section Schedule file is optional. 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.
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Description of Import fields | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Available Student Import Fields | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Available Registration Import Fields | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Section Schedule Import Fields (Optional) | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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