The Import Students menu item of Admin > Processes is designed to import an Excel spreadsheet of student data into the main student table.  The spreadsheet can be used to bring in initial student information and add automated requirements to start up a new database. Because there is a unique identifier required when importing, this process can update student information and related requirements in the system as often as needed.  The spreadsheet file can be saved under any title but the worksheet where the information is listed in the spreadsheet needs to be the default name, Sheet1 and the file itself must be an xls file (Excel 97-2003 Workbook) and not an xlsx file. The worksheet titles are at the bottom of the page and they look like tabs.

Sample of an Import Student information spreadsheet

In the spreadsheet, use the COLUMNS (A, B, C...) to reference the fields that should be considered in the import and the ROWS (1, 2, 3...) to hold the records (the values that will go in the fields) with only one row for each student.  Understanding the types of information needed helps in building the spreadsheet.  The Data Dictionary under Reports > Data Dictionary can also provide information to understand the fields in Cyber Train. 

In the example above :

• The Company Code together with the Employee Number (an open text field) are used as the unique identifier to make sure any information attached to this employee number/company will go to the right student file.  (Other open text fields: First Name and Last Name)
• Company Code, Status, Job Code, Org Level 1, Org Level 2 and Org Level 3 fields are code tables in Cyber Train. This means the content in these columns MUST match the code NOT the description in the code tables.  Example, A is the code for Active, so A is needed in the column not the word, Active.  Additionally, it is necessary for the code to be capitalized because all codes are capitalized in Cyber Train.  
• Job Start Date & Organizational Start Date fields are date fields with the format is MM/DD/YYYY or MM/DD/YY (Cyber Train can convert a two-digit year to the four-digit as long as it is ‘19’ or ‘20’).  There is not a timestamp field available with this import.
• Primary Email and Primary Phone use hardcoded codes of W (Work) or H (Home)

IMPORTANT NOTES:

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1. The Cyber Train license controls the number of Active students allowed in the system. If the license is for 150 students, only 150 Active students may be in the system.  The import will import in the students over the limit BUT they will be listed as Inactive records. A message will display if the license level is exceeded.

2. Before saving the spreadsheet for import, always remove the column headers, but order the fields in the import process to match the order first.

3. When modifying a spreadsheet, be sure to delete ROWS and COLUMNS that are not needed instead of Edit > Clear Contents; otherwise the import will recognize those blank ROWS and COLUMNS and generate an error or add blank records.

4. Make sure to save the spreadsheet as an Excel 1997-2003 file (i.e. an xls file) as the import cannot accept an xlsx file.

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5. Several imports with fewer records than 500 students per import are recommended.  Not only does this allow better control and verification of data getting entered correctly, it will not tax the system regardless of possible bandwidth constraints. 

How do I set up the Spreadsheet?

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