Create an Import File

IN THIS ARTICLE

1. File Format (Required Columns)

2. Custom Fields (Demographic Data)

3. Import Process

 

One method to import rosters (terms, classes, students, and staff) into Gradient is to create an import file. Typically, a Roster Leader or Gradient System Admin with access to the Student Information System (SIS) will extract and modify a file for this purpose. Accepted file formats are .CSV, .XLS, .XLSX. You can make a copy of the import file template HERE to download it as a spreadsheet or you can create your own file, using the file format* described below.

NOTE: The import file template and process for manual imports were updated in April 2023.

File Format (Required Columns)

All column headers listed below are required in the file import, even if the optional columns (*) are left blank. The column order and column header names must match the template exactly in order for the import to be successful. It is expected that Term names, School IDs, Students, and Staff will be repeated in multiple rows within the file to account for each rostered class they are associated with (like a master schedule would look).

Field	Description
Term_ID	Create or Edit Terms in Gradient prior to creating your import file so that you know both the Term_ID to include in the file and have verified the dates for terms that will be associated with the classes being imported.
School_ID	School names are already pre-loaded but the School_ID needs to be edited by a Gradient Leader. The School_ID is a label used in the import file to associate each row of data to a school (School IDs may be a numeric code from your SIS or could be an acronym for a school).
Staff_First_Name	List staff member's first name
Staff_Last_Name	List staff member's last name
Staff_Email	List staff member's email address
Staff_ID	List staff member's unique ID. Staff IDs can not be recycled from year to year. TIP: We recommend using a unique Staff ID from your SIS (not an email) to enable staff updates (even if last names or email domains change later).
Class_Name	Name of class as you want it displayed for staff within Gradient when they print forms, scan, set up online access, or view reports. TIP: Using staff last name, period, or a section # from your SIS in the Class Name may help teachers differentiate classes.
Class_ID	Class_IDs must be unique per section; otherwise, all students will get lumped into the same class. Use a unique class number (typically section # from your SIS) to identify a class (unique # within a term). TIP: Concatenate the Class ID with the Period number to create a unique ID.  For example, put Class ID 12345 and Period #2 together like this: 12345-2.  The Class_ID will not show for staff. It is a unique identifier that will appear within Admin Mode and will allow for updates to Class_Name and Class_Period if needed.
Class_Period	*OPTIONAL - Included to allow staff to differentiate between classes that may have similar Class Names. This field will display to staff and students.
Class_Display_Name	*OPTIONAL - Included to allow staff to differentiate between classes that may have similar Class Names. This field will display to staff and students.
Student_First_Name	List student's first name   TIP: Whatever is listed in this field will be required to be typed by students in order to log in to the Student Portal (if SSO isn't in use).
Student_Last_Name	List student's last name. TIP: Whatever is listed in this field will be required to be typed by students in order to log in to the Student Portal (if SSO isn't in use).
Student_Middle_Name	*OPTIONAL - List student's middle name
Student_ID	List student's Unique ID, likely coming from your SIS. Student IDs can not be recycled from year to year.
GradeCam_ID	*OPTIONAL - Student ID for bubbling onto forms. This can be a shorter version of the Student ID or alternate #. You can map this field back to Student ID.
Student_Email	*OPTIONAL - A student email can be added but is only visible to Gradient Leaders within Admin Mode.
Grade_Level	Grade level is a NEW required field as of April 2023. This field allows teachers and leaders to analyze reports using this custom field.

 

Custom Fields (Demographic Data)

A Gradient Leader can first create Custom Fields, such as Gender, Ethnicity, an Achievement Score, an At-Risk Level, etc., and then add additional columns in the import file to match data for those custom fields to students. Remember to use column header names that match the name of the custom fields created.  All additional Custom Field columns may simply be added to the end of the Combined Import file, or you may use the Student Only file tab in the template to import custom fields separately. 

Steps to add Custom Fields:

1. Create the Custom Fields.
2. Add columns to your Combined Import file or Student Only file tab in the template. Make sure the Column Header names match the Custom Field names exactly. 
3. Add the custom field data to the applicable students in the file.  
4. From Admin Mode, click on More > Imports > New and Import the file. 

Imported Custom Fields will reflect on the student records in Admin Mode.

You may run reports on specific Custom Fields as well from Teacher Mode or School Reporting Mode. 

For Clever and ClassLink districts, custom fields (demographic data) are already mapped in the synced roster file. If additional fields are needed, use the steps above to create and maintain manually imported custom fields and the Student Only file tab in the template.

Import Process

If you're a new System Admin, reach out for a free consultation with your Rostering Support Specialist to troubleshoot your import file or complete the combined import process*.

NOTE: The combined import process for manual imports was updated as of April 2023 to remove the need to manually map columns of data.  Data can no longer accidentally be mapped to the incorrect column. The required file template is linked at the top of this article for reference*.

To proceed on your own:

• It's always a great idea to check out Admin Mode within Gradient to see the format of the roster data for Schools, Classes, Students, and Staff that has been imported previously (if your school has used Gradient before)
• If it's the beginning of the school year, verify that the banner at the top of your login page is labeled with the CURRENT Academic Year. If you see an outdated Academic Year, use the linked article to make changes.
• Use the Combined Import article to walk through the steps of importing the file and troubleshoot any errors prior to import.