TracCloud: Student Data Import

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 (an SIS like Banner, PeopleSoft, or DataTel) as a source, create files to be imported into your Trac System. We will require two files- A student file and course enrollment file. The import file provided to TracCloud must be a flat-text .csv file, either comma or tab delimited. Comma delimited files must have quotes surrounding every field, including numeric fields. A header row is required. All custom fields must be coordinated with Redrock Software so that the assignment to the proper data field may be properly setup.

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

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 Status A80 No The status of the student. This is set automatically. Active OtherStatus A80 An optional secondary status. This can be set by the import process. Active Legal_First A80 Yes The legal first name of the student. Dave 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 A80 The street address of the student. 1234 E. Nowhere St. Apt A80 Apartment Number. #46 City A80 City of the student address. Tempe State A80 The state of the student address. Arizona Zip A10 The zip code of the student address. 88881 Country A10 The country of the student address. USA Home_Phone A20 The student's home phone number. 555-555-5551 Work_Phone A20 The student's work phone number. 555-555-5552 Cell_Phone A20 The student's cell phone number. 555-555-5553 Email A80 * The student's email address. Required if students are going to be receiving emails from TracCloud. dsmith@school.edu Preferred A20 The student's preferred phone number, 'Home', 'Work', or 'Phone'. Home Username A80 * 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 A8 The student's gender. Male Ethnicity A80 The student's ethnicity. Caucasian Major A120 The student's major. Accounting Class A80 The student's class. SO DegreeGoal A80 The student's class. 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. ?

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 A128 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 Yes 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. ? Term.Code A80 Yes Term number for this course. 2022SP Term.ActiveFrom Date Yes Active start date. 2022-10-01 Term.ActiveTo Date Yes Active end date. 2022-12-31 Faculty.OtherID A80 Yes Faculty ID. Only the primary faculty will be imported. J25059 Faculty.FirstName A80 Yes Faculty First Name. Jane Faculty.LastName A80 Yes Faculty Last Name. Doe Faculty.UserName A80 * Faculty Username, only required if faculty members will be logging into TracCloud. JDoe Faculty.Salutation A80 Faculty's salutation. Dr. Faculty.Department A80 Faculty Assigned Department. M262 Faculty.Phone A80 Faculty's phone number. 555-555-5555 Faculty.Email A80 Yes Faculty's email address. jdoe80@school.edu Faculty.Custom1-X A80 Faculty custom fields. Multiple custom fields can be used. ? Student.OtherID A40 Yes The ID/OtherID/OtherID2 of the student this registration is assigned to. A123456789 Registration.Grade A4 Yes 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 Registration.Custom1-X A80 Registration custom fields. Multiple custom fields can be used. A common example would be midterm grades. ?

Section Schedule Import Fields

Section Schedule data is 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. 45 Alternatively, a section CRN number can be used instead of the basic course information: Section.CRN A20 Yes The course reference number. 123456789 Plus, the schedule data: 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 Time Yes The duration of this section schedule. 00:50:00