Importing School Data

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)
Start Date (year only)
End Date if full End Date is not available, then -> End Date (month only)
End Date (year 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

These export columns are all related to the School 1 group.

For example, the person associated with the first row in this file attended Centaurus high school, the CEEB for that school is 060865, and the person left Centaurus HS 6/2019.
School 2 Information

These export columns are all related to the School 2 group.

For example, the person associated with the second row in the file attended both Eagle Rock high school (School 1), and Branford high school (School 2). The CEEB for Branford HS school is 070040, and the person left Branford HS 6/2019.

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.
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.
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.
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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