Admissions Candidate Import Type

Updated Feb 09, 2021

Published 01/27/2021

Overview

The Veracross Data Importer allows you to import new admissions candidates and the most relevant information about them directly into Axiom. This import type is considered an importer only — it inserts new admissions candidates but does not update existing admission candidates. Learn more about the admissions process by reviewing documentation on the topic.

This import type is intended to import new people with the following roles:

Admissions Leads
Prospects
Applicants
Cold Prospects
Former Applicants

Uploading Admission Candidate records involves the following two steps:

Preparing the data for upload using the Admission Candidate import type template, which is provided before data import on the Importer site.
Uploading the data using the Veracross Data Importer.

The Admission Candidate import type can import a maximum of 500 candidates per import; if you need to import more than that, you must split them across multiple imports.

Important Automerging Considerations

We strongly urge you to turn off auto-merging for households, people, and organizations via the System Parameters query on the System homepage before using this import type by setting the Public Value for each of these parameters to "0".

After you have imported all your admission candidates, go to the Data Integrity homepage and perform the following steps from the action menu in this order:

Run the Find Duplicate Household procedure and merge duplicated households that you have identified
Run the Find Duplicate People procedure and merge duplicated people that you have identified
Run the Find Duplicate Organization procedure and merge duplicated organizations that you have identified

Do not turn on auto-merging until you have resolved all duplicates that could be auto merged through the nightly processes. Please refer to this documentation article on Deduping Categories regarding deduping categories and the nightly auto merging processes.

After you have completed using this import type to create new admission candidates, please remember to set the Auto-Merging system parameters back to the values they were set to prior to you changing them.

Preparing the Data for Upload

The user must prepare a comma-separated value (CSV) file containing all data to import. This file must contain all columns in the order listed below, even if no content is populated in the columns. If there is no content in a column, that row must be left blank.

Recommendation: Use the import template provided at import.veracross.com/your_school, rather than creating your own CSV file. We highly recommend this workflow instead of creating your own spreadsheet as this can eliminate many unintentional errors.

Fields in the Import Type Template

This template has a number of fields that are required conditionally. See the notes in the table below for more information about these conditions.

Column (field) Name	Notes
candidate_id	Required field. Text format. The ID assigned to this admission candidate in their legacy system. This field has a character limit of 50 characters.
name_prefix	Text format. The already-existing name prefix (e.g., Ms., Dr.) for this person. Options are available in this Name Prefix query and may be one of the following options: ID (e.g., 101, 102, 103) Description (Mr., Ms., Dr.) If this is left blank, the name prefix defaults to <None>.
first_name	Required field. Text format. The first name of the admission candidate. This field has a maximum character length of 50 characters.
preferred_name	Text format. The preferred name of the admission candidate. This field has a maximum character length of 50 characters.
middle_name	Text format. The middle name of the admission candidate. This field has a maximum character length of 50 characters.
last_name	Required field. Text format. The last name of the admission candidate. This field has a maximum character length of 50 characters.
name_suffix	Text format. The already-existing name suffix (e.g., jr., III) for this person. To find this value navigate to the query design screen of a Find Person query, click on the Name Suffix field, and choose from the available options on the right side of the screen. If left blank, the name suffix defaults to <None>.
gender	Required field. Text format. The gender of the admission candidate. Options are available on the Genders query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Male, Female, Non-Binary) Abbreviation (e.g., M, F, NoBin)
date_of_birth	Date format. The date the admission candidate was born. Must be in the MM/DD/YYYY format.
place_of_birth	Text format. The place the admission candidate was born. This field has a maximum character length of 50 characters.
race	Text format. The race of the admission candidate. Options are available on the Person Races query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Asian, Black/African American, White) If left blank, this field defaults to "Race Unsure/Not Reported".
ethnicity	Text format. The ethnicity of the admission candidate. Options are available on the Ethnicities query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Asian American, Multi-racial, Other) If left blank, this field defaults to <None Specified>.
email_1	Text format. The primary email of the admission candidate. This field has a maximum character length of 100 characters.
email_2	Text format. The secondary email of the admission candidate. This field has a maximum character length of 100 characters.
home_phone	Text format. The home phone of the admission candidate. This field has a maximum character length of 30 characters.
mobile_phone	Text format. The mobile (cell) phone of the admission candidate. This field has a maximum character length of 30 characters.
address_1	Text format. The address 1 of the admission candidate. This field has a maximum character length of 200 characters.
address_2	Text format. The address 2 of the admission candidate. This field has a maximum character length of 50 characters.
address_3	Text format. The address 3 of the admission candidate. This field has a maximum character length of 50 characters.
city	Text format. The city of the admission candidate. This field has a maximum character length of 50 characters.
county	Text format. The county of the admission candidate. This field has a maximum character length of 50 characters.
state	Text format. The state of the admission candidate. This field has a maximum character length of 50 characters.
postal_code	Text format. The postal code of the admission candidate. This field has a maximum character length of 20 characters.
country	Text format. The country of the admission candidate's primary residence. Options are available on this query and may be one of the following options: Country ID (e.g, 1, 2, 3) Country (e.g., United States, Aruba, Vietnam)
family_awareness_reason	Text format. How the family of the admissions candidate became aware of your school. Options are available on this Awareness Reasons query and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Friends/Family, Current Family, Phone Book) If this is left blank, the family awareness reason defaults to <None Specified>.
candidate_role	Required field. Text format. The current candidate role of this admission candidate. There are specific values that are allowed here; therefore the only accepted values are as follows: 5 or Prospect 6 or Applicant 8 or Prospect - Cold 9 or Applicant - Former 72 or Admission Lead Each numeric value in the bulleted list above corresponds to the role directly to its right.
candidate_current_grade	Text format. The admission candidate's grade level upon applying. Options are available on the Grade Levels query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Pre-K, Grade 1, Grade 5) Abbreviation (e.g., PK, 3, 11) If left blank, this field defaults to <None Specified>.
grade_applying_for	Required field. The admission candidate's grade level that they are applying for. Options are available on the Grade Levels query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Pre-K, Grade 1, Grade 5) Abbreviation (e.g., PK, 3, 11)
year_applying_for	Required field. Numeric format. The school year that this admission candidate is applying for. Must be in the YYYY format.
resident_status_applying_for	Text format. The admission candidate's resident status that they are applying for. Options are available on the Resident Status List query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Day, Boarding, Undecided) *You should only populate this column/field if you are a boarding school. If you arent, populate the column header and then leave the rest of the column blank.*
student_group_applying_for	Text format. The student group that the admissions candidate is applying for. Options are available on the Student Groups query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description
campus_applying_for	Text format. The campus that the admissions candidate is applying for. Options are available on the Campus List query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Edgewater Campus, Wakefield Campus)
candidate_pool	Text format. The candidate pool that the admissions candidate is applying for. Options are available on the Candidate Pool query on the Admissions homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Regular Cycle, Mid-Year)
admissions_notes	Text format. Any admissions notes you want to carry over for this admission candidate. This field is stored as the Admission Notes field on the Notes tab of the candidate's person record. This field has a maximum character length of 2,000 characters.
person_notes	Text format. Any general notes you want to carry over for this admission candidate. This field is stored as the General Notes field on the Notes tab of the candidate's person record. This field has a maximum character length of 1,000 characters.
inquiry_date	Date format. The date on which you received the admission candidate's inquiry. Must be in MM/DD/YYYY format.
visit_date	Date format. The date on which the admission candidate visited the school. Must be in MM/DD/YYYY format.
interview_date	Date format. The date on which the admission candidate was interviewed. Must be in MM/DD/YYYY format.
interview_notes	Text format. Any notes taken about the candidate during their interview. This field is accessible on the General tab of their candidate record. This field has no character limit.
These highlighted fields are required if the admission candidate has one of the following candidate roles: Applicant Applicant - Former
application_date	Date format. The date on which you received the admission candidate's application. Must be in MM/DD/YYYY format.
application_status	Text format. The application status of the admission candidate's application. Options are available on the Application Statuses query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Accepted, Pending Review, Wait Pool)
enrollment_decision	Text format. The current enrollment decision of this admission candidate. There are specific values that are allowed here; therefore the only accepted values are as follows: 0 or N/A 1 or Pending 2 or Enrollment Complete 3 or Declined Offer 4 or Accepted Offer 5 or Enrollment Withdrawn 6 or Waitlist Accept 7 or Waitlist Decline 8 or No Response 9 or Considering Offer Each numeric value in the bulleted list above corresponds to the decision directly to its right.
application_withdraw_reason	Text format. The reason that the admission candidate withdrew their application. Options are available on the Withdraw Reasons query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Distance to School, School Size, Administrative Leadership)
entry_date	Date format. The date on which the admission candidate begins school. Must be in MM/DD/YYYY format.
primary_language	Text format. The primary language of the admission candidate. Options are available on the Languages query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., English, French, Japanese)
secondary_language	Text format. The secondary language of the admission candidate. Options are available on the Languages query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., English, French, Japanese)
primary_citizenship	Text format. The country where the admission candidate holds primary citizenship. Options are available on the Countries query on the System homepage and may be one of the following options: Country ID (e.g, 1, 2, 3) Description (e.g., United States, China, India)
secondary_citizenship	Text format. The country where the admission candidate holds secondary citizenship. Options are available on the Countries query on the System homepage and may be one of the following options: Country ID (e.g, 1, 2, 3) Description (e.g., United States, China, India)
visa_issue_date	Date format. The date on which the admission candidate's visa was issued. Must be in MM/DD/YYYY format.
visa_expiration_date	Date format. The date on which the admission candidate's visa expires. Must be in MM/DD/YYYY format.
visa_number	Text format. The admission candidate's visa number. This field has a maximum length of 100 characters.
visa_notes	Text format. Additional notes related to the admission candidate's visa. This field has a maximum length of 200 characters.
If the school that this admission candidate already exists within Veracross, you only need to populate the vc_school_id field. If you are entering a new school that doesn't yet exist in Veracross as an Organization, you should populate as many of the additional fields as you can (see highlighted columns below).
vc_school_id	Numeric format. A unique ID number given to the associated other school that this admission candidate previously attended. This can be found as the Organization ID field in this Find Organization query.
school_name	Text format. The name of the other school that this admission candidate previously attended. This field has a character limit of 200 characters.
school_city	Text format. The city that the other school that this admission candidate previously attended is located in. This field has a character limit of 50 characters.
school_state	Text format. The state that the other school that this admission candidate previously attended is located in. This field has a character limit of 50 characters.
school_country	Text format. The country that the other school that this admission candidate previously attended is located in. Options are available on the Countries query on the System homepage and may be one of the following options: Country ID (e.g, 1, 2, 3) Description (e.g., United States, China, India)
school_type	Text format. The type of school of the school that this admission candidate previously attended. Options are available on this Find Organization query by clicking on the Organization Type field and choosing from the available options on the right side of the screen.
The highlighted columns/fields below are all related to a singular parent. The "(#)" should be replaced with a number to indicate which parent it relates to. For example: if the first field was related to parent 1, it should be: parent_1_name_prefix In the downloadable template (which we recommend you use), you must keep the additional parent columns, even if you don't use them. Deleting these columns will cause your import to fail.
parent_(#)_name_prefix	Text format. The already-existing name prefix (e.g., Ms., Dr.) for this person. Options are available in this Name Prefix query and may be one of the following options: ID (e.g., 101, 102, 103) Description (Mr., Ms., Dr.) If this is left blank, the name prefix defaults to <None>.
parent_(#)_first_name	Required field. Text format. The first name of this parent. This field has a maximum character length of 50 characters.
parent_(#)_preferred_name	Text format. The preferred name of this parent. This field has a maximum character length of 50 characters.
parent_(#)_middle_name	Text format. The middle name of this parent. This field has a maximum character length of 50 characters.
parent_(#)_last_name	Required field. Text format. The last name of this parent. This field has a maximum character length of 50 characters.
parent_(#)_name_suffix	Text format. The already-existing name suffix (e.g., jr., III) for this parent. To find this value navigate to the query design screen of a Find Person query, click on the Name Suffix field, and choose from the available options on the right side of the screen. If left blank, the name suffix defaults to <None>.
parent_(#)_maiden_name	Text format. The maiden name of this parent. This field has a maximum character length of 50 characters.
parent_(#)_relationship_to_student	Required field. Text format. The relationship of this parent to the admission candidate. Options are available on the Find Relationships query on the System homepage — click on the Relationship field, and choose from the available options on the right side of the screen.
parent_(#)_lives_with_student	Required field. Specific format. Whether or not this parent lives with the admission candidate. Options are: Yes, Y, or 1 No, N, or 0 If left blank, this defaults to No.
parent_(#)_has_custody	Specific format. Whether or not this parent has custody of the admission candidate. Options are: Yes, Y, or 1 No, N, or 0 If left blank, this defaults to No.
parent_(#)_gender	Required field. Text format. The gender of this parent. Options are available on the Genders query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Male, Female, Non-Binary) Abbreviation (e.g., M, F, NoBin)
parent_(#)_date_of_birth	Date format. The date the parent was born. Must be in the MM/DD/YYYY format.
parent_(#)_date_of_death	Date format. The date the parent died. Must be in the MM/DD/YYYY format.
parent_(#)_place_of_birth	Text format. The place this parent was born. This field has a maximum character length of 50 characters.
parent_(#)_race	Text format. The race of this parent. Options are available on the Person Races query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Asian, Black/African American, White) If left blank, this field defaults to "Race Unsure/Not Reported".
parent_(#)_ethnicity	Text format. The ethnicity of this parent. Options are available on the Ethnicities query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., Asian American, Multi-racial, Other) If left blank, this field defaults to <None Specified>.
parent_(#)_citizenship	Text format. The country where this parent holds citizenship. Options are available on the Countries query on the System homepage and may be one of the following options: Country ID (e.g, 1, 2, 3) Description (e.g., United States, China, India)
parent_(#)_language	Text format. The primary language of this parent. Options are available on the Languages query on the System homepage and may be one of the following options: ID (e.g, 1, 2, 3) Description (e.g., English, French, Japanese)
parent_(#)_graduation_year	Numeric format. The year this parent graduated from your school, if applicable. Must be in YYYY format.
parent_(#)_email_1	Text format. The primary email of this parent. This field has a maximum character length of 100 characters.
parent_(#)_email_2	Text format. The secondary email of this parent. This field has a maximum character length of 100 characters.
parent_(#)_home_phone	Text format. The home phone of this parent. This field has a maximum character length of 30 characters.
parent_(#)_mobile_phone	Text format. The mobile (cell) phone of this parent. This field has a maximum character length of 30 characters.
parent_(#)_business_phone	Text format. The business phone of this parent. This field has a maximum character length of 30 characters.
parent_(#)_address_1	Text format. The address 1 of this parent. This field has a maximum character length of 200 characters.
parent_(#)_address_2	Text format. The address 2 of this parent. This field has a maximum character length of 50 characters.
parent_(#)_address_3	Text format. The address 3 of this parent. This field has a maximum character length of 50 characters.
parent_(#)_city	Text format. The city of this parent. This field has a maximum character length of 50 characters.
parent_(#)_county	Text format. The county of this parent. This field has a maximum character length of 50 characters.
parent_(#)_state	Text format. The state of this parent. This field has a maximum character length of 50 characters.
parent_(#)_postal_code	Text format. The postal code of this parent. This field has a maximum character length of 20 characters.
parent_(#)_country	Text format. The country of this parent's primary residence. Options are available on this query and may be one of the following options: Country ID (e.g, 1, 2, 3) Country (e.g., United States, Aruba, Vietnam)

Q&A

In addition to the criteria set in the table above, this import type has a number of additional considerations that should be taken into account.

Question	Answer
Can this import type update existing admission candidates?	No — this import type is designed to only add new admission candidates and cannot alter data for existing admission candidates.
How can I add information about more than one parent?	When including more than one parent, the first field of a new parent should follow the last field of the previous parent. For example: parent_2_name_prefix should follow immediately after parent_1_country
When are application_date, application_status, and enrollment_decision required fields?	These are only required fields if the admission candidate for this row has the candidate role of Applicant or Applicant - Former.
How many admission candidates can I import at a time through the Admission Candidate import type?	You can import up to a maximum of 500 admission candidates at a time; if you need to import more than that, you must split them across multiple imports. Example: If you have 900 admission candidates to import, you would need to import twice. Import 500 candidates in the first import. Import the remainder (400 candidates) in the second import.
Can we add new Language, Country, Department, Ethnicity, Race, Gender, Name Prefix, or Name Suffix options through this import?	No — values that you select for these columns must already exist in Axiom. To add new options, we recommend you review documentation and/or submit a ticket through the client support portal for further assistance.
What should I do if I have additional questions about this import type?	If you have additional questions about this import type, please reach out to us by generating a ticket in the client support portal. Be sure to include: Which import type the question pertains to Your question Any error messages received (if applicable)