Knowledgebase
Student and Course Imports
Posted by Jodie Huddle on 07 March 2017 01:44 PM

Import Student, Course, and Instructor Information

The Trac application can import data from any source as long as it is provided in the correct format. The data needs to be provided in a flat file format. .TXT, .CSV, .DAT, .LIS, and .XML are examples of valid file formats.  The Trac application will not import data from Excel files.  The order and delimiter of the fields is completely up to your preference.  However, the format, order, and delimiter of the fields must remain consistent with every import.

Using your current registrar’s Student Information System (an SIS like Banner, PeopleSoft or DataTel) as a source, create files to be
imported into your Trac System. We prefer two files - a student file (named TracStudents) and a course enrollment file (named
TracCourses). Create sample files with 5-10 lines and header rows with the fields you would like to import. These two files will then
need to be placed on your Trac server in the Trac application Import folder.

Description of Import fields

Code Field Types 
A## Alpha field of a certain maximum length (you do not have format to this length)
#L Long Integer (-2.1 billion to +2.1 billion)
#R Real Value (decimal # with 12 digits precision)
# Small Integer (-32676 to +32676)
B Boolean (Yes/No)
D Date (mmddyyyy or yyyymmdd or mm/dd/yyyy), please specify format utilized

Student Import Fields

Name Type Required Field Description 
ID #L Yes The unique numeric ID of the student 
Other ID A20 * A secondary ID (or barcode) for the student - may be required if you plan on utilizing a barcode scanner or magnetic card reader to sign in your students 
Last Name A40 Yes The last name of the student 
First Name A40 Yes The first name of the student 
Middle A20   The middle name/initial of the student 
Street Address A60   The street address of the student 
City A50   City of the student address 
State A2   The state code of the student address 
Zip A10   The zip code of the student address 
Email A80 * The email address of the student - required if you plan to send emails to your students, including automatic appointment reminders 
Full Name A80   The student name formatted as Last, First Middle - your Trac product will compute the student full name automatically 
Home Phone A20   The student home phone number 
Work Phone A20   A secondary phone number for the student 
Gender Male B   The gender of the student is stored as a boolean - the only options are Male or Female and all students default to Female 
Birthdate D   The student birthdate 
Ethnicity A60   Ethnicity (could be a code or complete name) 
Grad Und A80   A code that indicated Graduate or Undergraduate (usually "G" or "U") 
College A80   What college the student is attending 
Class A80   The student's class: Freshman, Sophomore, etc. or FR, SO, JR, SR or 2003, 2004, etc. 
Cohort A80   Used to custom group the student records. Use of this field is determined by the TutorTrac administrator. 
Major A80   The student's major. May be a code or complete description. 
Handle A20 * The student's username to log in to your Trac application online - required if you plan to log students in through LDAP, Active Directory, or Single Sign-On 
Password A20   The student's password to log in to your Trac application online. 
ReferredBy A80   Who referred the student to the center. 
Degree Goal A80   Either the Degree Earned or the Degree Goal. 
Overall GPA #R   The Overall GPA for the Student (EMCCGPA) 
Total Hours #R   Total Accumulated Hours for the Student (BMI1) 
HS Name A30   Name of the High School Attended 
Custom Field1 A80   A custom field that may be used for any purpose. 
Custom Field2 A80   same as above 
Custom Field3 A80   same as above 
Custom Field4 A80   same as above 
Custom Field5 A80   same as above 
Custom Field6 A80   same as above 
Custom Field7 A80   same as above 
Custom Field8 A80   same as above 
Custom Field9 A80   same as above 
Special Status A80   A student status field: may be a code or description. 

 

Registration Import Fields

Name Type Required Description 
Student ID #L Yes The unique numeric ID of the student. In some cases the ID is the secondary alphanumeric ID - please indicate to us which ID will be utilized. 
Course Subject A40 Yes The course in which the student is enrolled 
Course Section A40 Yes The section in which the student is enrolled 
Course Title A80 Yes The name of the course in which the student is enrolled 
Term # Yes The term code for the semester that the student is enrolled in: 032 might be the year 2003 Spring, and 034 might be the year 2004 Summer. 
Instructor ID A20 * Unique identifier to find and create unique faculty instructors 
Instructor First Name A40 * The first name of the course instructor 
Instructor Last Name A40 * The last name of the course instructor 
Instructor Email A80 * The Email address of the instructor - required if sending automatic emails to instructors 
Instructor Phone A20   The phone number of the instructor 
Instructor Sal A8   The Salutation or Degree for the instructor (Phd, etc.) 
Instructor Username A20 * The instructor's username to log in to your Trac application online - required if you plan to log faculty in through LDAP, Active Directory, or Single Sign-On 
Course Grade A20   The Grade received for this course. 
Value #   The Numeric grade value 
Date D   Date grade/report issued. 
Type A40   The report type (midterm, final, etc.) In some cases it is simply a flag used by the system to indicate the disposition of the course (REGISTERED, DROPPED, WITHDRAWN). 

 

 

 

 

 

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