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Student Record format for data load
SAILS can load incoming students records for you if the school technology department will output them in an Excel file.
• The records must be in Excel format.
• Each line should be for one student.
Please send the records via the Student Upload Form. We will email you the link to the form when it is time but if you have lost your link please email firstname.lastname@example.org and we can send it to you again.
Once the records are entered, you can update the students with assigned barcodes and all the other information will be up to date.
The fields we would need are:
Alt id (student ID number) if you use them
Name – 1 to 60 characters. Last name, First Name, Middle Name.
So a sample record would look like this:
1111|Conrad, Belle Susan|205|6|
Manually entering student records
- Click on the User Display Wizard
- Use the User Search Helper to search the system by name to see if the person already has a card.
- If the person does not have a record in the database select the User Registration Wizard
Fill in the following fields:
Name – Last name, first name, middle name
Alt ID -- School-assigned Student ID -- optional
Profile – may be student, elementary (2-3) or primary (K-1)
Expiration date – defaults to 5 years for students, and 24 months for elementary and primary.
User Cat 1 – Grade level (pre-K through 12)
User Cat 2 – blank – mstudent or fstudent is optional.
Birthday – June 30, year of graduation. Example: June 30, 2009
Address – zip code should be home room number. This must be formatted consistently.
If your rooms have letters before the number, then enter the letter in Caps with no space between that and the number. Example: A205
If your home rooms are actual teacher names, enter the teacher’s name all in Caps (last name only). Example: SMITH
If the home rooms are number only just enter the number. Example: 205
If your school does not use home rooms, enter the location where you can send notices (if any).