Section Rosters Import

Tool Search: Section Rosters

The Section Rosters import allows users to import district-level student roster information into a State Edition of Campus.

Screenshot of the Section Rosters Import EditorSection Rosters Import

Logic and Validations

The following describes the logic and validations used in the Section Rosters Import:

  • The user importing data must have proper calendar and tool rights for the file's district.
  • The school in the file must match a school within the State Edition. The school must also be tied to the defined district.
  • A calendar must exist in the State Edition for the school, district and year values in the file.
  • The student must be enrolled in the calendar for the given school/year combination.
  • The course/section in the file must match a course/section existing within the State Edition.
  • The student's stateID must match their stateID within the State Edition.
  • The Start and End Date values must fall within the calendar of the student's enrollment record.
  • If the Start and End Date values in the file match an existing record for the student, the record is updated in the State Edition with no changes.
  • If the file matches only the Start Date or End Date of a student's existing record, the existing record is updated with the date changes defined in the file.
  • If the Start Date and End Date values in the file do not match a student's existing roster record:
    • An error is produced if the existing record overlaps the dates entered on the file.
    • A new roster record is created if the dates within the file do not overlap a student's existing roster record.

Sample Section Rosters Summary ReportSection Rosters Summary Report

Importing a Section Roster File

  1. Select the Section Rosters Import Type.
  2. Select which Work to Perform. See the Work to Perform section for more information about these options.
  3. Click the Choose File and locate the file you wish to import. See the Import Layout section for more information about file requirements.
  4. Once the file has been properly selected, the file name will appear to the right of the Choose File button. Select the Upload button to import the data into the State Edition.
  5. Once the import completes, a summary report displays, describing any changes, errors and/or warnings associated with the importing file.

Import Layout

Section Roster files must be in CSV format and follow the layout defined in the table below. Users are encouraged to utilize Course/Section Ad Hoc fields within Ad Hoc Reporting tools in order to properly gather this information.  The following is an example of Section Roster file:

Screenshot of a sample Section Rosters Import FileSection Rosters Import File

The following table defines the layout required for Section Roster files.

Data Element

Description

Format, Type and Length

Campus Database

Campus Interface

Year

The year tied to the section roster data. Import validations ensure this year matches the current school year.

Numeric, 4 digits

Calendar.endYear

System Administration > Calendar > School Years

District Number

The district tied to the section roster data.

Varchar, 5 characters

District.
stateDistrictNumber

System Administration > Resources > District Information > State District Number

School Number

The school tied to the section roster data.

Varchar, 4 characters

School.
stateSchoolNumber

System Administration > Resources > School > State School Number

Course Number

The course number tied to the roster.

Varchar, 13 characters

courseSection.
courseNumber

Scheduling > Courses > Course > CourseID

Section Number

The section number tied to the roster.

Varchar. 4 characters

courseSection.
sectionNumber

Scheduling > Courses > Section > SectionID

Student State ID

The student's StateID. The StateID is used to properly match the student in the file to the student existing with the State Edition.

Varchar, 10 characters

person.StateID

Census > People > Demographics > Student State ID

Start Date

The start date of the student's roster record. This date must fall within the calendar of the student's enrollment record.

Date field, 10 digits
 
YYYY-MM-DD

Roster.startDate

Scheduling > Courses > Section > Roster

End Date

The end date of the student's roster record. This date must fall within the calendar of the student's enrollment record.

Date field, 10 digits
 
YYYY-MM-DD

Roster.endDate

Scheduling > Courses > Section > Roster