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 two files- A student file and an enrollment/registration file.
Import files must be in a flat-text format (.csv or .txt), comma or tab delimited. Comma delimited files must have quotes surrounding every field, including numeric fields. A header row is required, and custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field.
Click the buttons below to view or download example files.
View Student File
View Course File
View Section Schedule File
|
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
|
|
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
|
| 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. |
Registered
|
| Legal_First |
A80 |
Yes |
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 |
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 |
A80 |
|
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 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. |
?
|
|
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 |
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 |
|
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 (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
|
|
