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Bulk Student Import and Process

Bulk Student Import and Process is a two-step workflow for creating or updating student accounts in bulk using a CSV file.

This is commonly used for student adds, updates, and refreshes throughout the year when automated SIS imports are not configured or when one-time data corrections are needed.

Permission Required

To access System Utilities, you need the Manage Settings permission assigned to your role.

Understanding Bulk Student Import​

Think of bulk student import as manual CSV-based student synchronization - you prepare a student data file, upload it, and then process it to create or update student accounts in batch.

What this utility does:

  • Uploads a student CSV into a staging area
  • Processes the CSV to create or update student users
  • Handles building assignments and profile fields
  • Provides a delete option if the wrong file is uploaded

When to use:

  • OneRoster/automated imports are not configured
  • One-time student data corrections needed
  • Mid-year student additions from SIS export
  • Bulk updating student profile fields

When NOT to use:

  • OneRoster is enabled (use OneRoster sync instead)
  • Automated CSV imports are configured (use Automation Settings)
  • Adding single students (use manual student creation)

The Two-Step Workflow​

Step 1: Upload the Student CSV​

Upload prepares the file for processing but does not make changes yet.

How to upload:

  1. Navigate to Settings → System Utilities
  2. Locate Bulk Student Import/Update
  3. Download the CSV Import Template
  4. Populate the template with your student records
  5. Upload the CSV using the upload area

What happens:

  • File is validated for format
  • CSV is staged in system for processing
  • No student accounts are created or modified yet

Step 2: Process the Student CSV​

Process applies the changes from the uploaded CSV.

How to process:

  1. Locate Bulk Student Process
  2. Confirm the system shows a file is present (timestamp displayed)
  3. Click Process Student Import
  4. Wait for processing to complete
  5. Validate results by checking a sample set of student users

What happens:

  • CSV is read and parsed
  • Student accounts are created or updated
  • Building assignments applied
  • Profile fields populated

CSV Template and Requirements​

Download the Template​

Use the CSV Import Template button to download the expected format.

Important: Template columns vary by district configuration. Always download the template from your environment rather than using templates from other sources.

Common columns:

  • Student ID (required)
  • First Name
  • Last Name
  • Grade Level
  • Building ID
  • Email Address
  • Username
  • Password (optional)
  • Active Status

Column requirements:

  • Headers must match template exactly (case-sensitive)
  • Required columns must have values for every row
  • Building IDs must match existing buildings in Manage1to1
  • Student IDs must be unique

Before You Upload​

Checklist:

  • ✓ Confirm required columns exist and match the template exactly
  • ✓ Confirm student identifiers are consistent with your SIS exports
  • ✓ If your file includes building references, verify the building codes match configured buildings
  • ✓ Remove test rows or header comments
  • ✓ Ensure file is saved as CSV (not Excel .xlsx)

Common mistakes to avoid:

  • Extra columns not in template (may cause import failure)
  • Misspelled building codes (students won't associate correctly)
  • Duplicate student IDs (creates conflicts)
  • Missing required fields (rows will be skipped)

Delete Option​

If the uploaded file is incorrect, delete it and re-upload.

How to delete:

  1. Locate Bulk Student Process
  2. Click Delete Student CSV File
  3. File is removed from staging
  4. Re-upload the correct file using Bulk Student Import/Update

When to delete:

  • Wrong file uploaded
  • Realized errors in CSV after uploading
  • Need to make changes before processing

Important: Delete must be done BEFORE processing. Once processed, changes are applied and cannot be undone by deleting the CSV.

Verification Steps​

After processing, confirm changes were applied correctly.

What to check:

  • Students were created or updated as expected
  • Grade levels, buildings, and active status reflect expectations
  • A sample of student profiles display correct demographic and assignment-related data
  • Student count matches expected total
  • No students missing or duplicated

Recommended verification:

  1. Run user report filtered by recent additions
  2. Check 5-10 student profiles manually
  3. Verify building assignments are correct
  4. Confirm grade levels match SIS
  5. Test student logins (if applicable)

If problems found:

  • Review CSV for errors
  • Check building ID alignment
  • Verify required fields were populated
  • Contact Manage1to1 Support if import results are unexpected

Best Practices​

✅ Do:

  • Download template from your environment (don't reuse old templates)
  • Test with small CSV (10-20 students) before processing full file
  • Backup data before large imports (request from Support if needed)
  • Verify building IDs match Manage1to1 buildings exactly
  • Review uploaded file timestamp before processing

❌ Don't:

  • Process without reviewing uploaded file first
  • Upload CSV with thousands of rows without testing
  • Use building codes that don't exist in Manage1to1
  • Include sensitive data not needed for import
  • Process same file multiple times (creates duplicates)

Common Questions​

Q: What happens to existing students not in the CSV? Nothing. Bulk import only affects students included in the CSV. Existing students not in the file remain unchanged.

Q: Can I update existing students with this utility? Yes. If a student ID already exists, the import updates that student's profile fields with values from the CSV.

Q: What if a student in the CSV has a building that doesn't exist? The student may be created but won't be associated with a building, or the import may skip that row. Check import results carefully.

Q: Can I upload multiple CSV files before processing? No. Only one CSV can be staged at a time. Process or delete the current file before uploading another.

Q: How long does processing take? Depends on file size. Small files (100 students): seconds. Large files (5000+ students): several minutes.

Q: What happens if I process the same CSV twice? Students already in the system will be updated again with the same values. This is generally harmless but unnecessary.

Q: Can I include inactive students in the CSV? Yes, if your template has an active status column. Set the status column to indicate inactive status.

Bulk Student Import and Process provides manual control over student account creation and updates when automated imports are not available or when one-time data changes are needed.

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