Importing School Data
- 15 Nov 2023
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Importing School Data
- Updated 15 Nov 2023
- 4 minute read
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Exporting School Data from an External System
Important
Core data must be imported prior to importing school data.
Remember to include a unique ID from your external system when importing into Slate. This ID is used to match school data with the associated records in Slate.
The unique ID should be the first export column of this import.
School data consists of information that resides on the Schools tab in Slate, including:
School name and CEEB
Start and end dates, level of study, and degree
Other school details (such as location, major, GPA, and awards)
A recommended export format for school data from an external system is:
Unique ID | School 1 Name | School 1 CEEB | School 2 Name | School 2 CEEB |
|---|---|---|---|---|
653451 | Centaurus HS | 060865 |
|
|
854278 | Eagle Rock HS | 051580 | Branford HS | 070040 |
REQUIRED EXPORT COLUMNS: | ||
Unique ID | School Name | CEEB Code |
Also, consider adding these exports:
BEST PRACTICE EXPORT COLUMNS: | ||
Level of Study |
| |
Degree | ||
Start Date | if full Start Date is not available, then -> | Start Date (month only) |
End Date | if full End Date is not available, then -> | End Date (month only) |
Finally, consider also adding these exports to import even more detailed school data:
OPTIONAL EXPORT COLUMNS: | |||
Awards | Class Rank | Class Size | Credit/Hours |
Major | Field | Honors | Language |
GPA | Location Country | Location region | Location City |
GPA Scale | Graduation Date | Graduation Date (month only) | Graduation Date (year only) |
Important
When exporting CEEB codes, remember to configure the column to keep leading zeros.
Tip
If no data exists for a required column (such as, there is no school name, but there is a unique ID and a CEEB code), that data will not be imported into Slate. Required columns must have data.
Including level of study, degree, start date, and end date in an export will help Slate rank schools and school information, and to properly order data on the Schools tab.
Follow the same import steps when uploading other datasets.
Importing School Data from an External System
Fields Mappings
Schools data will be mapped to Slate destinations under the Schools category:
Since it is possible to import more than one school at a time onto records, it is important to group this school data. For example, if data for two schools is to be imported, it is necessary to identify the export columns belonging to school 1 and the export columns belonging to school 2.
Best Practice
It is important to clearly identify column names for school data, especially if importing data for more than one school.
It should be easy to determine if a data column is associated with school 1, 2, 3, etc.
Having clear column identities will help set destinations in Slate more effectively and help organize groups.
School 1 Name | School 1 CEEB | School 1 End Date S | School 2 Name | School 2 CEEB | School 2 End Date |
Centaurus HS | 060865 | 06/2019 |
|
|
|
Eagle Rock HS | 051580 | 05/2019 | Branford HS | 070040 | 06/2019 |
School 1 Information | School 2 Information | ||||
Group Won't Order!
Grouping data will not order schools on the Schools tab. That order is determined by start and end dates and the presence of degree.
Grouping is used strictly to group associated data.
Define how school data is grouped by selecting a group number:
Important
Give data items imported for the first school a group number of 1.
Give data items imported for the second school a group number of 2.
It's possible, though not probable, to define up to 20 groups when setting destinations.
Group numbers appear in the destination column as work continues throughout the Fields Stage:
Source = sample value | Destination | |
Unique ID = 653451 | Fields Details - Campus ID | Remember to set the proper destination for the unique ID so Slate can match this data with the right records. |
School 1 Name = Centaurus HS | Schools School : Name | These fields are associated with |
School 1 CEEB = 060865 | Schools School: CEEB Code | |
School 1 End Date = 6/6/2019 | Schools School: End Date | |
School 1 GPA = 4.0 | Schools School: GPA | |
School 2 Name = Branford HS | Schools #2 School: Name | These fields are associated with |
School 2 CEEB = 070040 | Schools #2 School CEEB Code | |
School 2 End Date = 6/1/2019 | Schools #2 School: End Date | |
School 2 GPA = 3.7 | Schools #2 School: GPA | |
School 2 Graduation Date = 6/2/2019 | Schools #2 School: Graduation Date | |
School 3 Name = Hartford HS | Schools #3 School: Name | These fields are associated with |
School 3 CEEB = 500850 | Schools #3 School: CEEB Code | |
School 3 End Date = 6/1/2016 | Schools #3 School: End Date | |
School 3 GPA = 2.1 | Schools #3 School: GPA | |
School 3 Graduation Date = 6/1/2016 | Schools #3 School: Graduation Date | |
Value Mappings
Specify the destination in Slate for source columns in the file. Consider adding any static values to the import.
For example, if every school included in group 1 is a high school, insert a static value for that group:
Now every school in group 1 will also have the Type field in Slate set to High School.
Review and Run
Proceed to the Review Stage when satisfied with the field and value mapping configurations. Be sure to double check any Pre-Flight Check errors that may appear, to be sure that data imports correctly.
When ready, select Run Import, and Slate will match the incoming data to the records imported during the first biographical data import, using the unique ID field value.
Important
School data will always be treated as Unsafe.
Because of this, the school information on an applicant's record is updated even if the import is set to Safe.
Forgot Something?
If more school data needs to be uploaded to schools that were already imported, these future imports must include the following export columns, and the values need to exactly match the current school data:
REQUIRED EXPORT COLUMNS FOR SCHOOL MATCHING:
Unique ID
School Name
CEEB Code
For example, this import will match on the existing school information:
Unique ID
School 1 Name
School 1 CEEB
School 1 Honors
653451
Centaurus HS
060865
magna cum laude
This import will not match because the school name and the CEEB code values do not exactly match existing data. This upload would create a new school record on the Schools tab for this person:
Unique ID
School 1 Name
School 1 CEEB
School 1 Honors
653451
Centaurus High School
60865
magna cum laude
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