Numeric Grade Import Type

Overview

The Veracross Data Importer allows schools to import numeric grades for students. This import type is considered both an importer and an updater — it allows you to both import new numeric grade records or update existing grade records. This importer type does not import or update qualitative grade records or transcript items.

On import completion, this process creates:

  • class enrollment records for students without them for this class
  • numeric grade records for students without them for this class

Additionally, this process updates and replaces existing grades and comments that are not locked.  

Uploading Numeric Grades involves the following two steps:

  1. Preparing the data for upload using the Numeric Grades import type template, which is provided before data import on the Importer site.
  2. Uploading the data using the Veracross Data Importer.

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.

Fields in the Import Type Template

Rather than a number of required fields, this template has several combinations of "either this field or that field are required" scenarios. See the notes in the table below for more information.

Required fields:
person_id
OR
person_reference_type and person_reference_value
person_id

Numeric. The person_id can be found in the Person ID field in a standard Find Person query.

person_reference_type

Must be an already existing person reference type. This information can be found in a Person Reference Type query. Must be either of the following:

  • person reference type id (numeric)
  • person reference type description (text/numeric)

person_reference_value

 

Text/numeric. This value is the reference value in a Find Person Reference Number query.

Required fields:
internal_class_id
OR
class_id and school_year
internal_class_id

Numeric. The internal class ID for the class the grade record applies to. This number can be found as the Internal Class ID field in this Find Classes query.

class_id

Text/numeric. The Class ID for the class the grade record applies to. This number can be found as the Class ID field in this Find Classes query.

school_year

The school year in which the class takes place. May be in one of the following formats:

  • Year ID (numeric — located here as the "Year" field)
  • Year description (text/numeric — located here as the "School Year" field)
grade_levelThe grade level in which the student was enrolled when the grade was earned.  May be in one of the following formats:
  • Grade Level ID (numeric - located here as the "ID" field)
  • Grade Level Description (text - located here as the "Grade Level" field)
  • Grade Level Long Description (text - located here as the "Long Description" field)
  • Grade Level Abbreviation (text - located here as the "Abbreviation" field)
grading_period

The grading period that the grade record is set for. May be in one of the following formats:

  • Grading Period ID (numeric — located here as the "ID" field)
  • Abbreviation (text/numeric — located here as the "Abbreviation" field. This field must be unique if you are using this.)

This field is always required.

NOTE: The Numeric Grade Import Type does NOT create new grading periods; all referenced grading periods must be created prior to using them in this import type. If you'd like to set up new grading periods, please reach out to your Account Manager to begin this process.

assignment_posted_gradeNumeric. The numeric assignment posted grade.
exam_gradeNumeric. The numeric grade for the exam.
Required fields:
posted_grade
OR
status
posted_grade

Numeric. The posted numeric grade.

This cannot be populated if the "status" column is populated for this row.

status

The grade status to be imported when there is no posted numeric grade. May be in one of the following formats:

  • Grade Status ID (numeric — located here as the "ID" field)
  • Abbreviation (text/numeric — located here as the "Abbreviation" field)

This cannot be populated if the "posted_grade" column is populated for this row.

other_grade_1

The first (or only) other grade type, if your school has this functionality configured. Has a Category of 1 in this query. May be in one of the following formats:

  • Other Grade ID (numeric — located here as the "Other Grade ID" field)
  • Abbreviation (text — located here as the "Abbreviation" field)
  • Description (text/numeric — located here as the "Description" field)
other_grade_2

The second other grade type, if your school has this functionality configured. Has a category of 2 in this query. May be in one of the following formats:

  • Other Grade ID (numeric — located here as the "Other Grade ID" field)
  • Abbreviation (text — located here as the "Abbreviation" field)
  • Description (text/numeric — located here as the "Description" field)
commentsText. The comment field on the grade record.

Performance Notes

There are additional things to consider when using this import type:

  • each combination of person_id/internal_class_id/grading_period can only have one row per import, or else the import will fail