Importing staff records to Gradelink can be done in just a few clicks. The key to success is ensuring your data is extremely clean and normalized. Like tidying up a room or garage by sorting everything into properly labelled bins, cleaning up data ensures records are easy to retrieve and reporting is accurate.
- Download the import template, a .csv (comma separated value) formatted file.
- Paste your date into the template. Below are the columns and what should go in them.
- Save the template file, and drag it to the Upload area.
- If Staff IDs you pasted came from Gradelink rather than another system, check the box "Staff IDs are from Gradelink"
- Click Submit
If any errors are detected in your upload, the import gets completely aborted (no records imported) and we'll present a returned .csv file that includes specific error notations.
Field | Examples | Required? | Explanation |
| Old SIS ID | 123456 | No | Staff member's unique ID number from originating system. |
| Salutation | Mr. | No | Salutation/Title of staff member. |
| First Name | William | Yes | First name of the staff member. |
| Middle Name | Randolph R | No | Middle name or initial of the staff member. |
| Last Name | Hearst | Yes | Last name of the staff member. |
| Staff Type | Admin Teacher Other | Yes | Determines access type of staff member. Values other than Admin or Teacher will be set as "No Access" type, but can be converted later. |
| Address | 1234 Anystreet | No | Home street address |
| City | Los Angeles | No | Home city |
| State | CA | No | Home state |
| Zip | 99999 | No | Home zip / postal code |
| Date of Birth | 12/21/1975 December 21, 1975 | No | Birth date |
| Gender | Male Female | No | Gender (sex) of staff member |
| Race | Asian African American | No | Race designation |
| School Phone | (123) 456-7890 123-456-7890 42 | No | School phone line or extension number |
| Mobile Phone | (123) 456-7890 123-456-7890 | No | Mobile phone number |
| Home Phone | (123) 456-7890 123-456-7890 | No | Home/landline or other number |
| School Email | whearst@school.edu | No | School issued email address |
| Personal Email | whearst@gmail.com | No | Personal email address |
| Status | Active Inactive | No | Status of user account in Gradelink. Will default to Active. |
| User Name | whearst | Yes | User name in Gradelink. Must be unique. Not case sensitive. |
| Password | vR5gH!s | Yes | Requires 3 of the 4: Upper case, lower case, number or symbol. |
| Class | A B C D | No | Employment related classification |
| Step | 1 45 | No | Employment related classification; whole numbers 1-45 |
| Job Title | Kindergarten Aid | No | Job title of staff member. |
| Hire Date | 04/15/2010 April 15, 2010 | No | Hire date of staff member. |
| Is Catholic | Yes No | No | Used for NCEA census reporting. |
| Notes | Background check 03/31/2010. Carpool group. | No | Free form text notes. |