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This article describes how to create and format CSV files for School Passport using the Basic Roster standard.
In this article
Alongside supporting CSV file export in OneRoster file format, most Student Information Systems (SIS) also support data export in Clever-like data format, which is called GG4L Basic Roster data standard. Therefore, the best way to generate CSV files in Basic Roster format is by generating them within SIS. Typing data manually or changing data once it’s exported can lead to unexpected file formatting errors, which can prevent your data from being processed in School Passport.
The following GG4L-integrated SIS data-consuming Vendors, that support data sharing via Basic Roster: Lightspeed Systems, SchoolsBuddy, POSSIP, Rank One Sport, IXL - Learning, GG4L Compass, SFTP, and EdPay.
Import with SFTP
The import of Basic Roster files is supported through the secure SFTP protocol, ensuring encryption of data both during the import process and while in transit. Import via SFTP is recommended for districts that will be doing frequent data imports or has an SIS that enables/supports automatic SFTP transfers. Also, it allows you to schedule automatic file processing. Basic RosterCSV files can be uploaded on the SFTP server separately or compressed to the zip archive.
To obtain SFTP credentials for a specific Vendor, you can find instructions under the Supported Apps category within the vendor-specific article.
Requirements to files
Basic Roster CSV files should contain only active student data. For example, the students.csv file should contain only currently enrolled students. Ingestion of historical or archived data is not supported.
Use the following specifications for all CSV files:
- CSV stands for comma-separated values, a file format (.csv) for spreadsheets. You can use CSV files to import data from your SIS.
- File names and field headers must be identical to those listed in the specification.
- For headers, case-sensitive matching is not required.
- All files must be present for upload to be processed. For example, a directory with only students.csv will not be processed.
- Use UTF-8 encoding. If you are updating a CSV file import, then remember to confirm the UTF-8 encoding to avoid generating unwanted special characters in your file. If you save your file after forgetting to confirm its UTF-8 encoding, then your data will be corrupted when you upload it as a new spreadsheet.
- CSV files should contain only active student data. For example, the students.csv file should contain only currently enrolled students. Ingestion of historical or archived data is not supported.
Download Basic Roster templates
For details on Clever file format, refer to the Basic Roster (Clever-like) specification.
File templates
To ensure your OneRoster CSVs are optimized, all five specific files are required, each with their corresponding column headers and data.
You can download the BasicRoster CSV file templates to provide a structured format for organizing and preparing your data for seamless integration with
schools .csv
Required. Contains a list of schools within the districts.
|
Column header |
Required |
|
School_id |
Yes |
|
School_name |
Yes |
|
School_number |
Yes |
|
State_id |
No |
|
Low_grade |
No |
|
Hight_grade |
No |
|
Principal |
No |
|
Principal_email |
No |
|
School_address |
No |
|
School_city |
No |
|
School_zip |
No |
|
School_phone |
No |
students.csv
Required. Contains a list of students and their parents/guardians. To add multiple parent/guardian contacts to one student, you may create multiple rows for a single student with different contact information.
|
Column header |
Required |
|
School_id |
Yes |
|
Student_id |
Yes |
|
Last_name |
Yes |
|
First_name |
Yes |
|
Student_number |
No |
|
State_id |
No |
|
Middle_name |
No |
|
Grade |
No |
|
Gender |
No |
|
Greduation_year |
No |
|
DOB |
No |
|
Contact_relationship |
No |
|
Contact_type |
No |
|
Contact_name |
No |
|
Contact_email |
No |
|
Contact_sis_id |
No |
teachers.csv
Required. Contains a list of the district`s teaching staff.
|
Column header |
Required |
|
School_id |
Yes |
|
Teacher_id |
Yes |
|
Last_name |
Yes |
|
First_name |
Yes |
|
Teacher_number |
No |
|
State_teacher_id |
No |
|
Teacher_email |
No |
|
Middle_name |
No |
|
Title |
No |
|
Username |
No |
sections.csv
Required. Contains all classes (sections) within the current school year that should exist in the School Passport or need to be shared with the Ed-Tech Vendor. A class is an instance of a course where students and teachers are enrolled. A class is typically held within a term.
|
Column header |
Required |
|
School_id |
Yes |
|
Section_id |
Yes |
|
Teacher_id |
Yes |
|
Name |
No |
|
Section_number |
No |
|
Grade |
No |
|
Course_name |
No |
|
Course_number |
No |
|
Course_description |
No |
|
Period |
No |
|
Subject |
No |
enrollments.csv
Required. Contains the full set of student and teacher class enrollments for a school year that should exist within the School Passport or need to be shared with the Ed-Tech vendors. Each individual student and teacher must have a separate record in the enrollments.csv for each scheduled class.
|
Column header |
Required |
|
School_id |
Yes |
|
Section_id |
Yes |
|
Student_id |
Yes |
staff.csv
Optional. Contains the full set of district and school staff that are not teachers and not in class rosters, such as principals, instructional coaches, technical coordinators, and district employees. It is expected that staff will have rows for each school or office they are associated with.
|
Column header |
Required |
|
School_id |
Yes |
|
Staff_id |
Yes |
|
Staff_email |
Yes |
|
Last_name |
Yes |
|
First_name |
Yes |
|
Department |
No |
|
Title |
No |
|
Username |
No |
|
Password |
No |
|
Role |
No |