IN THIS ARTICLE
1. Access Import File Template (Combined Import tab)
2. File Format (Required Columns)
3. Add Custom Fields (Demographic Data)
A Combined Import File is created to import a school's full rosters (terms, classes, students, and staff) into Gradient if a sync solution isn't available. Typically, a Roster Leader or Gradient System Admin with access to the Student Information System (SIS) will extract and modify a file to match the Combined Import tab File Format exactly.
It is expected that Terms, School IDs, Classes, Students, and Staff will all be repeated in multiple rows within the file to account for each class a student is associated with (like a master schedule would look).
Tip! It is helpful to have one master Combined Import File that gets edited and updated throughout the term. The file can be imported at any time to update changing student rosters and keep Gradient current for your teachers!
Access Import File Template (Combined Import tab)
From Admin Mode, select the Account Menu, and choose Combined Import. From the Combined Import pop-up window, click the linked import file template text to make a copy of the Import File Template as a Google Sheet.
To use the Combined Import tab, click the drop-down arrow in the tab > Copy to > New spreadsheet to copy only that tab in a new sheet before populating your data OR Download the tab as a .CSV file after you have populated your data.
Make a copy of the Import File Template (Combined Import tab) as a Google Sheet or create your own file using the table in the Combined Import File Format section below.
File Format (Required Columns)
The directions in Row 1, highlighted in yellow, and the ATTENTION! pop-up of the Import File Template must be read, followed, and deleted to have a successful import. All columns and column headers listed in the Import File Template are required for each import option; *OPTIONAL = an optional column to populate with data. The column order and column headers for each import option must match the Import File Template tab and/or the listed File Format for the import to be successful!
Note: Class_IDs must be unique per section of each class; otherwise, all students will get lumped into the same class. Use a unique class number (typically section # from your SIS) to identify one class within each term (Class_IDs can be used again in a different term).
| Field | Description |
| Term_ID |
Create or Edit Terms in Gradient prior to creating your import file so that you know both the Term_ID to include in the file and have verified the dates for terms that will be associated with the classes being imported. Note: The Term Unique ID set in Gradient will be used to populate the Term_ID column. |
| School_ID |
School names are already pre-loaded but the School_ID needs to be edited by a Gradient Leader. The School_ID is a label used in the import file to associate each row of data to a school (School IDs may be a numeric code from your SIS or could be an acronym for a school). Note: The School Unique ID set in Gradient will be used to populate the School_ID column. |
| Staff_First_Name | List staff member's first name |
| Staff_Last_Name | List staff member's last name |
| Staff_Email | List staff member's email address |
| Staff_ID |
List staff member's unique ID. Staff IDs can not be recycled from year to year. Tip! We recommend using a unique Staff ID from your SIS (not an email) to enable staff updates (even if last names or email domains change later). |
| Class_Name |
Name of class as you want it displayed for staff within Gradient when they print forms, scan, set up online access, or view reports. Tip! Using staff last name, period, or a section # from your SIS in the Class Name may help teachers differentiate classes. |
| Class_ID |
Class_IDs must be unique per section of a class; otherwise, all students will get lumped into the same class. Use a unique class number (typically section # from your SIS) to identify a class (unique # within a term). Tip! Concatenate the Class ID with the Period number and Staff ID to create a unique ID for each class. For example, put Class ID 12345, Period #2, and Staff ID 101909 together like this: 12345-2-101909. The Class_ID will not show for staff. It is a unique identifier that will appear within Admin Mode and will allow for updates to Class_Name and Class_Period if needed. |
| Class_Period | *OPTIONAL - Included to allow staff to differentiate between classes that may have similar Class Names. This field will display to staff and students. |
| Class_Display_Name |
*OPTIONAL - Included to allow staff to differentiate between classes that may have similar Class Names. This field will display to staff and students. Tip! Leave this column blank unless you want different names than what's populating the Class Name column to show in Gradient for teachers and students. |
| Student_First_Name |
List student's first name Tip! Whatever is listed in this field will be required to be typed by students in order to log in to the Student Portal (if SSO isn't in use). |
| Student_Last_Name |
List student's last name. Tip! Whatever is listed in this field will be required to be typed by students in order to log in to the Student Portal (if SSO isn't in use). |
| Student_Middle_Name | *OPTIONAL - List student's middle name |
| Student_ID | List student's Unique ID, likely coming from your SIS. Student IDs can not be recycled from year to year. |
| GradeCam_ID | *OPTIONAL - Student ID for bubbling onto forms. This can be a shorter version of the Student ID or alternate #. You can map this field back to Student ID. |
| Student_Email | *OPTIONAL - A student email can be added but is only visible to Gradient Leaders within Admin Mode. |
| Grade_Level |
Grade level is a NEW required field as of April 2023. This field allows teachers and leaders to analyze reports using this custom field. |
Note: *OPTIONAL = Optional column to populate with data, column header must be included in the file.
Add Custom Fields (Demographic Data)
A Gradient Leader can first create Custom Fields in Admin Mode, such as Gender, Ethnicity, Achievement Score, At-Risk Level, etc., and then add additional columns to the Combined Import File to add custom field data for students.
Remember to use column headers that match the names of the custom fields created in Gradient first. All additional custom field columns should be added to the right of the Import File Template (Combined Import tab) required columns. You may also use the Import Students File to import custom fields if a Combined Import has already been run.
Steps to add Custom Fields:
- Create Custom Fields in Gradient.
- Add columns to the right of the required columns of the Combined Import tab of the Import File Template. Make sure the column headers match the custom field names in Gradient.
- Add the custom field data to the applicable students in the file.
- Run a Combined Import.
For Clever and ClassLink districts, custom fields (demographic data) are already mapped in the synced roster file. If additional fields are needed, use the Import Students File to create and maintain manually imported custom fields.
Run Combined Import
Access the Run Combined Import support article to run a Combined Import.
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