Upload Students

Role Required: District Administrator or School Administrator 

This feature is for Self-Serve Rostering customers only.

Resources mentioned in the video:
Create Individual Students
Update Class Rosters
Understanding Student Sync Reports
Data Requirements

Upload Students

The student bulk upload creates accounts for new students. If you need to create a small number of new students, you can skip the upload process and create them individually instead.

Existing students from previous school years cannot be re-uploaded at the beginning of a new school year. To add existing students to the current school year, simply enroll them in a class in the current year.

The student bulk upload process does not update existing students. To update existing student information, such as student grade levels, see this article: Edit Students.

1. Navigate to Manage in your administrator account.

2. Select Schools and then choose the school that requires the student upload.

3. Select Students.

4. Click the Options button and select Upload Students from the drop-down menu.

5. Click Download to download the file template and follow the instructions below on how to populate the students file. Note: Do not remove any columns or alter any of the column headers in the template file.

6. Once your student file is complete, save the file to your device. Note: Do not alter the name of the template file when you save it. The file must retain its original name (great-minds-student-upload.csv) in order to successfully upload.

7. Click the Select File button and select your completed .csv file.

8. Click the Upload button.

If your file does not pass validations, select Remove File, correct the identified errors, resave your file, and try to upload again.

If your file passes validations, you will be redirected back to the Students tab. A banner at the top of the Students tab will show the current status of your upload.

When the upload is complete, the banner will indicate if there were any errors processing your file. If so, you can download the sync report to review the errors.

You can also check the status of current or past uploads at any time by clicking the Options button and selecting View File Upload Status from the drop-down menu.

For instructions on how to download and view student sync reports, read this article: Understanding Student Sync Reports

File Requirements

In order for your file to upload successfully, your file must meet the following criteria:

Must be in .csv format
Maximum file size is 2 MB
Contains a maximum of 1000 rows
Has the correct headers: studentId, firstName, middleName, lastName, email, grade, username, password
Cannot be empty
Contains data in all required columns (denoted with an asterisk *)

Data Requirements

Field	Requirements
Student ID*	Must be unique to the district Supported characters: [a-z]  [A-Z] 0-9 Note: To prevent student IDs from converting to scientific notation in Excel, you can format the cells in the StudentId column as a "Number" and input "0" as the number of decimal places. See this Microsoft Excel help article for instructions on formatting numbers in cells.
First Name*	Maximum of 250 characters
Middle Name	Maximum of 250 characters
Last Name*	Maximum of 250 characters
Email	Must be unique to the platform Must be in email address format (name@domain.com) Supported characters: [a-z]  [A-Z] 0-9 hyphen, underscore, plus, dot, @
Grade Level*	Must contain one of the following values: IT, PR, PK, TK, KG, 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13, PS, UG, Other
Username*	Must be unique to the district Cannot be an email address Minimum of 5 characters Maximum of 100 characters Supported characters:  [a-z] [A-Z] 0-9 hyphen, underscore, plus, dot, @
Password*	Minimum of 8 characters Must contain at least one lowercase letter Must contain at least one number

Tips

This process cannot be used to update existing students; it can only create new students.
If you need to create a small number of new students, you can skip the upload process and create them individually instead.
Do not make any changes to the template file headers or your upload will not process.
Students will not receive an email that their account has been created.
If you do not input email addresses for students, they'll log in using a site code.
The "Student ID" field maps to sis_id in our system. Sis_ids should never be changed or reused for different users. If you need to change a user's sis_id or reuse a sis_id (not recommended), contact your Digital Implementation Specialist for guidance on making this change.