Manage Multiple Students

Import Multiple New Students or Edit Multiple Existing Students

SchoolFront allows you to enter multiple new students into the system at one time using Excel. The instructions for doing so are listed below. Alternatively you can manually enter one student at a time.

  • Click here to see how to enter a single student manually.

Applicable System Roles

System users with the following roles can do this:

  • Administrator Only

Step-by-Step Instructions

1. Log into SchoolFront as an Administrator user.

2. In the left navigation bar, place your mouse on Manage Students, then Import Students will appear.

3. Click Import Students. The Import Students page will open.

import students screen capture

4. Follow the Online Help instructions for Data Importing. Use this table to help prepare the Excel spreadsheet for import:

Column Name

Note: All columns must be in the spreadsheet but only required columns have to have info for each row. Column headers must be spelled correctly, or the import will fail.

Description / Instructions

Student ID

Whether you are mass creating or mass updating students in the system, getting the contents (or lack thereof) of the Student ID field correct is critical to a good import. Be careful and check your work!

Instructions for this field depend on 2 things: (1) whether or not you have the system configured to auto-generate unique student IDs, and (2) whether you are trying to create new students or update existing student profiles in the system.

Note: If you are unsure about your ID generation configuration, check your settings by going to Feature Administration>Misc> Unique ID/Username Settings.

  • If you want to add new students with auto-generate ID on: leave the student ID cells blank. The system will create a new student and automatically assign them IDs when you import the file.
  • If you want to edit existing student profile information with auto-generate ID on: Include the ID of the student as it is currently in the system and update the other fields. Those fields will be updated when you import the file.
  • If you want to add new students with auto-generate ID turned off: Come up with a new ID that DOES NOT ALREADY EXIST in the system. The system will create a new student with the ID you created when you import the file—WARNING: if you accidently provide an ID of an existing user, that user’s information may be overwritten.
  • If you want to edit existing student profile information with auto-generate ID on: Include the ID of the student as it is currently in the system and update the other fields. Those fields will be updated when you import the file—WARNING: if you accidently enter a wrong ID and it’s one that didn’t previously exist in the system, the system will create a new user with the new ID.

Note: If auto-ID is on and you include a student ID in the import file that does not already exist in the system, the row import will fail rather than create a new student in the system.

First Name

This is the first name of the student. (required)

Last Name          

This is the last name of the student. (required)

Middle Name

This is the middle name or initial of the student.

Cell Phone         

If the student has a cell phone number that you would like to have on record, you can add it here.

Note: Parents/guardians and other family members will have their own fields for cell phone numbers—the field in this import pertains specifically to the student.

Work Phone      

If the student has a work phone number that you would like to have on record, you can add it here.

Note: Parents/guardians and other family members will have their own fields for work phone numbers—the field in this import pertains specifically to the student.

Home Phone    

If the student has a home phone number that you would like to have on record, you can add it here.

Note: Parents/guardians and other family members will have their own fields for home phone numbers—the field in this import pertains specifically to the student.

Street Address 

This is the student’s home street address. Typically we recommend that you make it a mailing address because this is the address the system will key off of when creating print-notifications and mailing labels.

Note: Parents/guardians and other family members will have their own fields for address so that, in the event that the student is in a shared custody situation, the student’s address can be different from one or more of the family members—the field in this import pertains specifically to the student.

Street Address 2             

If the student lives in an apartment, you can put apartment / suite information here. 

City       

This is the city of the student’s residence.

State    

This is the state of the student’s residence.

Zipcode               

This is the zip code of the student’s residence.

E-mail Address 

This is the student’s personal email address. You can include either the address created for the student by the school with the school domain, or the student’s own email address if you collect those.

Note: Parents/guardians and other family members will have their own fields for their personal email addresses—the field in this import pertains specifically to the student.

Home Base Room           

This is the homeroom to which the student is assigned.

Grade Level

This is the student’s CURRENT grade level. Enter one of the following codes:

  • Nurs
  • Todd
  • PreK
  • K
  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10
  • 11
  • 12

Birthdate

This is the date on which the student was born. The correct format is: MM/DD/YYYY

Gender

This is the student’s gender. Enter one of the following codes:

  • Enter M for “Male.”
  • Enter F for “Female.”

Medical Notes  

The school should develop a policy for the type of information that appears here.

This field is entirely optional and is a temporary place for you to put non-privileged medical notes until the SchoolFront medical information management section is complete.

All school staff members with access to SchoolFront, not just school medical staff, will be able to see these notes so generic notes like “food allergies” or “student is allowed to carry inhaler” may be appropriate, while more-specific notes may be inappropriate.

Food Allergy

This is optional, but you can choose one of the following options:

  • If the child has a food allergy, enter “TRUE.”
  • If the student does not have a food allergy, enter “FALSE.”

Notes   

This field can be used for any purpose. These notes are visible by all school staff members.

Country

This is the country in which the student currently resides.

Note: This field is of particular importance if the student is from abroad, as this field will be used if items must be mailed to the student using SchoolFront-generated mailing labels.

IEP Developed

This is an optional field currently, but in the future if you track Individual Education Plans (IEPs) for students with special needs, this will “turn-on / off” the IEP information tab in the student profile where IEP information will be managed.

Until IEP management is released you’ll just be able to see “yes, the student has an IEP or no he / she does not.” If you manage this field now, you’ll be all set to use IEP management when it is released. Choose one of the following options:

  • If the student requires an IEP, enter “TRUE.”
  • If the student does not require an IEP, enter “FALSE.”

Locker Combination

If you track student locker combinations, you can track the student’s locker combination here.

Locker Number

If you associate a specific locker with a student, you can enter the locker number here.

Nickname

If the student has a nickname by which they prefer to be called, you can track it in this field.

Ethnicity

Choose one of the following options (make sure to spell it exactly as displayed, including punctuation, or the import will not accept it):

  • Asian
  • Black, African American
  • East Indian
  • Latino, Hispanic
  • Middle Eastern
  • Native American
  • Other
  • Pacific Islander
  • White, Caucasian

State Assigned ID            

If your state or other governing body assign students an ID with numbers, letters, or both, you can track it in this field.

Enrollment Date

This is the date on which the student officially became a member of your enrolled student body. The correct format is: MM/DD/YYYY

Cohort 

This is an optional field. A cohort is a group of students who enter the ninth grade for the first time together with the expectation of graduating within four years. If you want to track cohort, enter the year in which the student entered (or will enter) 9th grade.

Options are as follows (include the hyphen and spaces):

  • 1997 - 1998
  • 1998 - 1999
  • 1999 - 2000
  • 2000 - 2001
  • 2001 - 2002
  • 2002 - 2003
  • 2003 - 2004
  • 2004 - 2005
  • 2005 - 2006
  • 2006 - 2007
  • 2007 - 2008
  • 2008 - 2009
  • 2009 - 2010
  • 2010 - 2011
  • 2011 - 2012
  • 2012 - 2013
  • 2013 - 2014
  • 2014 - 2015
  • 2015 - 2016

Enrollment Status

This is a required field. Enter one of the following codes:

  • Applying
  • Enrolled
  • Expelled
  • Graduated
  • Transferred Out

GPA Objective 

Several SchoolFront schools have counseling staff who like to track a target GPA score for students. This field was implemented to allow them to track the target score. It is entirely optional.

Exit Comment  

If the student leaves the school and you wish to capture some comments about the situation or reason for leaving, you can optionally capture those comments in this field.

Exit Date             

This is the date on which the student officially stops being a member of your enrolled student body. The correct format is: MM/DD/YYYY

Graduation Set

If your school tracks student progress against graduation sets, enter the name of the graduation set against which you wish to track this student’s progress.

Note: To use this functionality, Graduation Sets must be configured. For more information about graduation sets, click here.

Group  

If your school tracks student groups , enter the name of the group of which the student is a member.

Note: To use this functionality, Student Groups must be configured. For more information about graduation sets, click here.

Purchasing Restriction  

This field is optional. Some schools, particularly those with residential students, track student allowances and may prevent students from making purchases. Options include:

  • Business Office Only
  • Parental Permission
  • Unrestricted
  • Written Permission

Laundry Number             

For the purpose of tracking property, some schools issue students a “laundry” number with which they must mark their clothing and other personal belongings. If you desire to track such a number, you can do so in this field.

SSN       

This field was provided for student Social Security Number tracking. It is an optional field and will be visible to all school staff members with access to SchoolFront. If you wish to track SSN, you can do so in this field.

Employer Name              

Some schools track student employment either because they are required to do so by law or because the student’s employment is associated with a school activity or requirement such as an internship. If you wish to track student employer information, enter the Employer Name here.

Title      

If you wish to track student employer information, enter the student’s title at the job here.

Employer Address

If you wish to track student employer information, enter the Employer Address here.

 

5. When you are done following the Data Import instructions, the information you added and the changes you made to the spreadsheet will be in the system. If you view all students in the system, you will see the changes you made.

Note: If you experience any issues completing an import, go here: Troubleshooting Import Issues


Printable View | © 2008 - 2020 FrontEdge Inc