Microsoft Excel Reference Sheet

Filling in Microsoft Excel™ Sheets for Import into SchoolFrontSM

This is a reference sheet for Administrator users who are performing data imports into SchoolFrontSM using Microsoft Excel™.

Choose the Import Type that you will be performing:

Student Import

If you follow the instruction the instructions for Student Import and open the Microsoft Excel™ spreadsheet file associated with this action in SchoolFrontSM, you will see columns in the spreadsheet that must be filled in or edited.

Use the table below as a reference when filling in the information in the spreadsheet before you follow the instructions to upload it.

Column Description Instructions
Student ID  This is a unique ID that is associated with the child. No children in your school can have the same Student ID in SchoolFrontSM.

Fill in the Student ID for each student in this column. 
 First Name This is the student's first name.

Fill in the first name of each student in this column. 
 Last Name This is the student's last name.

Fill in the last name of each student in this column. 
 Street Address This is the student's home street number and street name.

Fill in the home street number and street name for each student in this column. 
Street Address 2  This is an optional field and is there as a continuation of the student's street address for their home (i.e. if they have an apartment or building number, you could include it here).

Fill in continued home address information for any student's requiring additional address information to the standard.

If a given student does not need continued address information, leave this blank.
 City This is the city in which the student resides. Fill in a city for each student in this column.
 State This is the state in which the student resides. Fill in a state for each student in this column. 
 Zipcode This is the zip code in which the student resides.

Fill in a zip code for each student in this column.
 E-mail Address This is an optional field. If student's have an email address, you can add to their information in the system here.

Enter e-mail addresses if you have them for students.

If you don't have an email address for a student, leave the cell blank for that student.
 Home Base In some school's this is called a homeroom. This is the room where students begin their day.

Enter the homeroom for each student in this column.
 Grade Level This is the grade level of the student.

Enter the grade level of each student in this column.

  • 0 = Kindergarten
  • 1 = 1st Grade
  • 2 = 2nd Grade
  • 3 = 3rd Grade
  • 4 = 4th Grade
  • 5 = 5th Grade
  • 6 = 6th Grade
  • 7 = 7th Grade
  • 8 = 8th Grade
  • 9 = 9th Grade
  • 10 = 10th Grade
  • 11 = 11th Grade
  • 12 = 12th Grade
 Birthdate This is the date on which the student was born.

Enter a birthdate for each student in this column. 

Fill this in in the following format:

mm/dd/yyyy

Example: June 14th 2007 should be entered as 06/14/2007
 Gender This is the gender of the student: male or female. 

Enter the gender of each student in this column. Use the letters "M" and "F" rather than spelling out "Male" and "Female:"

  • M = Male
  • F = Female
 Medical Alerts This is an optional field for special medical information for the student.

If the student requires medication, or has allergies, or any other medical information that hte school would like to track, you can enter it here. 

If the student does not have any special medical information, leave the field blank for that student. 
 Notes This is an optional field for special notes about the student.

If you have notes that you would like to track for a student, you can enter the notes here. This can be any information from "this student prefers to be called Jimmy" to "this student is an exchange student from India." These notes will only be viewable by school staff members who have logged into the system. 

If the student does not have any notes, leave the field blank for that student. 

 

Staff Import

If you follow the instruction the instructions for Staff Import and open the Microsoft Excel™ spreadsheet file associated with this action in SchoolFrontSM, you will see columns in the spreadsheet that must be filled in or edited.

Use the table below as a reference when filling in the information in the spreadsheet before you follow the instructions to upload it.

Column Description Instructions
Staff ID  This is a unique ID (typically the person's employee ID) that they will use to login to the system.

Enter a unique Staff ID for each staff member. 

Note: You cannot use the same ID for more than 1 staff member in a school. 
 First Name This is the first name of the staff member. Enter a first name for all staff members.
 Last Name This is the last name of the staff member. Enter a last name for all staff members.
 E-mail Address

This is the e-mail address for each staff member.

Enter an email address for each staff member.

Note: They will be able to use this address to retrieve their password if they forget it.
 Administrator

If this says "yes," then this staff member has SchoolFrontSM Administrator user permissions in the system.

If it is blank they do not have Administrator user permissions in SchoolFrontSM.

If this staff member should be granted Administrator user permissions type "yes" in this column.

If they should not have Administrator user permissions, leave the cell blank.

Note: Schools should only have a couple Administrator users who are very well trained in the system because, while these users have the most power to do things in SchoolFrontSM, they also have the potential to do the most harm if they don't understand the system well.
 Teacher

If this says "yes" then this staff member is a teacher in SchoolFrontSM and can perform all teacher actions in the system.

If it is blank they do not have teacher permissions in SchoolFrontSM.

If the staff member is a teacher, enter "yes" in this column.

If they are not a teacher, leave the cell blank.
Counselor 

If this says "yes" then this staff member is a counselor in SchoolFrontSM and can perform all counselor actions in the system.

If it is blank they do not have counselor permissions in SchoolFrontSM.

If the staff member is a school counselor, enter "yes" in this column.

If they are not a school counselor, leave the cell blank.
 Parent Coordinator

If this says "yes" then this staff member is a parent coordinator in SchoolFrontSM and can perform all parent coordinator actions in the system.

If it is blank they do not have parent coordinator permissions in SchoolFrontSM.

If the staff member is a parent coordinator, enter "yes" in this column.

If they are not a parent coordinator, leave the cell blank. 

Note: Parent coordinators in SchoolFrontSM handle parent information management in the system, they have the same parent management capabilities as an Administrator user without all of the other (potentially dangerous) permissions that come with being an Administrator user.

 

Parent Import

If you follow the instruction the instructions for Parent Import and open the Microsoft Excel™ spreadsheet file associated with this action in SchoolFrontSM, you will see columns in the spreadsheet that must be filled in or edited.

Use the table below as a reference when filling in the information in the spreadsheet before you follow the instructions to upload it.

Column Description Instructions
Student ID  This is the student ID of the child of the parent.

Enter the student ID of the child of the parent in this column.

Note: If the parent has more than one child in the school, you will need to fill in two line in the spreadsheet, one for each child--this means that you will enter the same parent information for each child of the parent.

  • Example: If Mr. Jack Jones has a son, Jim Jones and daughter, Jenny Jones, you will need two lines in the spreadsheet with exactly the same information in them except for Jim and Jenny's student IDs, Student First Name, and Student Last Name.
 Student First Name This is the first name of the child of the parent. 

Enter the first name of the child of the parent in this column.

Note: If the parent has more than one child in the school, you will need to fill in two line in the spreadsheet, one for each child--this means that you will enter the same parent information for each child of the parent.

  • Example: If Mr. Jack Jones has a son, Jim Jones and daughter, Jenny Jones, you will need two lines in the spreadsheet with exactly the same information in them except for Jim and Jenny's student IDs, Student First Name, and Student Last Name.  
 Student Last Name This is the last name of the child of the parent. 

Enter the last name of the child of the parent in this column.

Note: If the parent has more than one child in the school, you will need to fill in two line in the spreadsheet, one for each child--this means that you will enter the same parent information for each child of the parent.

  • Example: If Mr. Jack Jones has a son, Jim Jones and daughter, Jenny Jones, you will need two lines in the spreadsheet with exactly the same information in them except for Jim and Jenny's student IDs, Student First Name, and Student Last Name.   
First Name  This is the first name of the parent. Enter the first name of the parent in this column. 
 Last Name This is the first name of the parent.  Enter the first name of the parent in this column.  
 Home Phone This is the parent's home telephone number, which school staff can use to reach the parent if there is an emergency or other need for telephone communication. 

Enter the home (primary) telephone number of the parent in this column.
Work Phone  This is the parent's work telephone number, which school staff can use to reach the parent if there is an emergency or other need for telephone communication. Enter the work (secondary) telephone number of the parent in this column.  
 E-mail Address This is the parent's email address. 

Enter the email address of the parent in this column. 

Note: This is a required field because SchoolFrontSM notifies parents of their login name and password via email. If you do not have an email address for a parent but still want to enter them in the system, please submit a support request to the SchoolFrontSM support team and they will assist you. 

 

Course Import

If you follow the instruction the instructions for Course Import and open the Microsoft Excel™ spreadsheet file associated with this action in SchoolFrontSM, you will see columns in the spreadsheet that must be filled in or edited.

Use the table below as a reference when filling in the information in the spreadsheet before you follow the instructions to upload it.

Column Description Instructions
Course Title 

This is the title of the course.

Examples:

  • Algebra 1
  • Math 200
  • AP Physics

Enter the name of the course in this column.

Note: Multiple courses can have the same title. 
 Course Identifier

This is the unique identification name (ID or code name) for the course.

Examples:

  • Algebra 1 may have an Identifier of "Math101" or "Alg100"
  • Math 200 may have an Identifier of "M200"
  • AP Physics may have an Identifier of "PhysAP"

It is really up to the school to decide these identifiers.

Enter the unique identifier for each course in this column. 

Note: You cannot use the same identifier for more than one course in the system. 
 Primary Teacher ID This is the Staff ID of the main teacher (or other staff member) will be responsible for management of the course. This teacher will be able to add Team Teachers to the course and to manage student enrollment.

Add the Staff ID number of the teacher who is primarily responsible for the course in this column.

 

Course Enrollment Import

If you follow the instructions for Course Enrollment Import and open the Microsoft Excel™ spreadsheet file associated with this action in SchoolFrontSM, you will see columns in the spreadsheet that must be filled in or edited.

Use the table below as a reference when filling in the information in the spreadsheet before you follow the instructions to upload it.

Column Description Instructions
Student ID This is the unique ID of a student in SchoolFrontSM who is enrolled in the course.

Enter the unique ID of each student enrolled in the course in this column.

Note: 

  • If there is more than one student enrolled in a single course, use a separate row in the spreadsheet for each student enrolled in the course (one row per student ID), but use the same course identifier for all students enrolled in the course. 
  • If a single student is enrolled in more than one course use a separate row for each course with the same student ID and a different course identifier for each course in which the student is enrolled.
Course Identifier This is the unique ID of the course in SchoolFrontSM. 

Enter the unique course identifier for the course in which the student is enrolled in this column.

Note:

  • If there is more than one student enrolled in a single course, use a separate row in the spreadsheet for each student enrolled in the course (one row per student ID), but use the same course identifier for all students enrolled in the course.
  • If a single student is enrolled in more than one course use a separate row for each course with the same student ID and a different course identifier for each course in which the student is enrolled.

 

Calendar Events Import

If you follow the instructions for Calendar Event Import and open the Microsoft Excel™ spreadsheet file associated with this action in SchoolFrontSM, you will see columns in the spreadsheet that must be filled in or edited.

Use the table below as a reference when filling in the information in the spreadsheet before you follow the instructions to upload it.

Column Description Instructions
Date This is the date on which the event will occur.

Enter the date using the following format:

mm/dd/yyyy
Title This is the title of the event that appears on the calendar. Enter the title of the event, but keep it as short as possible, as it will display on the calendar in limited space.
Description This is the description of the event that appears when a user clicks on the event title in the calendar. Enter a description of the event--this can be longer because it will appear in its own pop-up window rather than on the calendar itself.
Event Type This tells the system how to categorize the event in the school year.

Choose one of the following options and enter the number of the option (just the number goes into the spreadsheet):

  • 0 = everyone reports to school on this day
  • 1 = staff only reports to school on this day
  • 2 = there is no school for anyone on this day

Examples: For events like a school dance on a Friday, enter a "0" since students and staff will report to school on that day. For events like an official state holiday where everyone is off of school, enter a "2." For events like a staff training day, where students are off, but teachers report to school, enter a "1."

 


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