Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article.

For detailed information on Importing, refer to How to import (BB135422) before proceeding.

Part 1: Prepare Student and Course Records
Before importing historic grades, you must have Student Progression Entries and Course Grading tab info set up for the year you wish to import:

Student Progression Entries
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Course Records:
  • If the course record doesn't already exist, create the course record with the preferred information. Refer to How do I add a course record for more information.  
 
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Part 2: Create a Data File or Use an Existing File

This import requires the Student Import ID. If that information isn't already available in a spreadsheet, it can be exported out through Query or Export.
  • To retrieve Student Import ID using Query:
    1. Create a New Student Query in Dynamic Format 
    2. On the criteria tab, use the preferred criteria such as Current Status, Grade Level or whichever field best groups the students together 
    3. On the output tab, expand Student Properties > Double click Import ID 
      1. Note: It would be a good idea to output other fields such as First Name, Last Name , and Current Grade level to identify the records. The fields aren't required for the import but would help identify records in the csv file. 
    4. Output any other preferred fields to identify the students 
    5. Export the query in CSV format to your preferred location by clicking File> Export (or cick the CD icon)  
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  • To Retrieve Student Import ID using Export:
    1. Create a brand new Student Export in CSV format 
    2. On the Filters tab, use the preferred filters such as current status or use a Student Query with specific criteria for example
    3. On the Output tab, expand Student, and double click Import Id. 
      1. Note: It would be a good idea to output other fields such as First Name, Last Name , and Current Grade level to identify the records. The fields aren't required for the import but would help identify records in the csv file. 

Important Considerations:

    1. Academic Year

      1. Include the academic year the student took the course

    2. Session

      1. Enter the appropriate session in the file

      2. This field is based off the session that is chosen in your timetable. 

    3. Course ID

      1. Be sure to enter the course ID exactly how it appears on the course record. 

    4. Start Term 

      1. Transfer/Historical/Other courses do not follow a specifc Term but the field is still needed for the import. You can use the very first term that's used for your schools' academic year. 

      2. Even if it's a yearlong course, you do not need to include it in Student Course Import file more than once. If it's included more than once, the course will appear in Enter Grades by Student for each time its included in the import file. 

      3. To see how to import grades more more than one marking column, view the section for importing grades.

    5. School

      1. Enter the appropriate name of the current school.

      2. If Education Edge only has one active school, the school field isn't required and will not show as an available field on the Fields tab.

    6. Is Other Course

      1. This is a Yes/No Field. Choose Yes.

    7. Student Course Import ID (create this field yourself in the spreadsheet)

      1. Assign a unique value for each Student Course Import ID (i.e., 2606-1, 2606-2).

      2. Users can use the drag down method to have excel increase the ID by 1 if using numbers for this field.

      3. By creating your own Student Course Import ID, you won't have to manipulate the data using a Student Export. There is not a way to filter on specific courses (transfer courses) in a Student Export so this makes the import easier.

    Example File :
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    Part 3: Import Courses Onto Student Records 
    Required Fields for the Student Course Import (in order):
    In Administration > Import > Student Course import, click New.
    General tab:
    1. Mark Import New Records 
    2. Mark Validate data only (can be unmarked after validating the import with no exceptions)
    3. Choose the import file
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    File and Layout tab:
    1. Verify Field Separator is set to Comma 
    2. Verify Text Qualifier is set to quotation 
    3. Verify Field names are on the first line of the import is marked. If your import file does not have headers, choose the appropriate option. 
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    On the fields tab, map the fields in the CSV file to its matching field in the import. 
     
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    Note: On the Options/Summary tab, we recommend marking all available check boxes. At the very least, mark the Create control report option.

    Part 4: Update the CSV file for the Grading Import
    • Once the courses have been imported onto the student records, users can now include the grading information in the spreadsheet (if not already included).​ 
    • Users can either include the additional required fields for the grade import in the same file OR create a separate CSV file with the required information. 
    1. Open the CSV file 
    2. Include the following required columns for the Grade Import (Note: If other information is needed, such as comment include them in the import file. )
      1. Student Course Import ID (should already be in the csv file from the first import)
      2. Marking Column 
      3. Grade
    3. Save the import file

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    If the student is receiving grades for more than one marking column, there are two options to set this up in the CSV File in order to import correctly. 

    1. Option 1: Place Grades on separate lines:
      1. This option would require the student course import ID is copied and placed on a separate line. The other marking column and grade is entered on that separate line. 
      2. When you map these fields, you would map them once (show in the last part of the KB)

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    1. Option 2: Include the grades for the other marking column on the same line:
      1. This option would have the student course Import ID for the specific course once instead of multiple times. 
      2. When you map these fields, you would map them for the first marking columns grading information > Import > Unmap the first marking columns information > Map the second marking column information > Import (show in the last part of the KB). It may be best to rename the marking column headers to remove any confusion. 


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    Part 5: Import Grades

    Note: Required fields are the following fields listed below. The first CSV document can be modified to include Grade and Marking Column. The student course import ID would already be in the file since users include that field in the first import. If the file contains the fields from the first import, users can either remove the other fields  OR leave the fields that aren't needed umapped. 
      1. In Administration, Import, select a Grade import, and click New.
      2. On the General tab:
        1. Mark Import New/ Update Existing Records 
        2. Mark Validate data only (can be unmarked after validating the import with no exceptions)
        3. Choose the import file
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      1. On the File and Layout tab:
        1. Verify Field Separator is set to Comma, 
        2. Verify Text Qualifier is set to quotation 
        3. Verify Field names are on the first line of the import is marked. If your import file does not have headers, choose the appropriate option. 
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      1. On the fields tab, map the fields in the CSV file to its matching field in the import. 
      • Note: The screenshot below only has the main fields. If users decide to use the Student Course Import and add the additional fields to the file, any of the field not needed for the import would remain unmapped.
      • Normal Mapping:
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      • Special Mapping: Use this only If the student has grades for multiple marking columns on the same line in the excel document:

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      Note: On the Options/ Summary tab, we recommend marking all available check boxes. At the very least, mark the Create control report option.