ASA – Getting your data ready

You need to upload a few files to Scholastico.  Usually, this data is readily available as an export from your student information system in CSV format.  Your data or IT team may be able to help you with this step.  If your data is in XLS format, Google Spreadsheets is the easiest way to export it into CSV format.  It doesn’t matter what you name these files.

To upload the data into Scholastico, just click Bulk Import, choose the file, and click start import.  If your file has a header row (that is, if the top row contains words like “First Name” ) then tick the box to skip that first row.

Setting up your data files

The data files you need should have these columns in this order:

Parents

Parent ID, First Name, Last Name, Username, Password, Email address, Family ID

Students

Student ID, First Name, Last Name, Grade, Homeroom Teacher, Family ID

Visibility of the data fields

Some of the fields in these files are visible to parents, most are used internally to connect students, teachers, and parents.  

Parents will see:

  • Their child’s name (first and last)
  • Their child’s grade
  • Parent names (first and last) in their household (with the same family ID)
  • Details about each activity available for their child’s grade
    • Description
    • Day
    • Fee
    • Location
    • Paired With
    • Number of students on waitlist (if any)

Only school administrators will see:

  • Student ID
  • Family ID
  • Email address
  • Activity category
  • Home Room Teacher
  • Notes

Summary Report

The summary report (which you can download to use for billing or for creating registration lists or attendance checklists) contains these columns:

  • Timestamp
  • Booking ID
  • Amount
  • Booking Status
  • Payment Status
  • Student / Parent ID
  • Student First Name
  • Student Last Name
  • Grade
  • Home Room Teacher
  • Parents Name
  • Family Id
  • Parent 1 Email
  • Parent 2 Email
  • Activity Category
  • Activity Name
  • Activity Day
  • Venue
  • Max Students
  • Notes

Explanation of these fields:

Timestamp The time that the booking went through, so that you can give slots in the waitlist to the first who signed up
Booking ID A number assigned by the registration system
Amount x
Booking Status x
Payment Status x
Student / Parent ID The Person ID of the registrant – usually the student, but for activities which parents can sign up for, it’s the parent’s ID
Student First Name The first name of the person signed up (usually a student, but if the class is available to adults, this may be a parent’s name.)
Student Last Name The last name of the person signed up (usually a student, but if the class is available to adults, this may be a parent’s name.)
Grade The grade level of the student in the activity. This is blank if an adult signs up.
Home Room Teacher The homeroom teacher of the student. This is blank if an adult signs up, or if you don’t add teacher’s name to your student upload file. It’s optional, but if you want to filter the report to give homeroom teachers a list of all children in their class, the data is there.
Parents Name The name (last and first) of a parent in the household
Family Id The family ID of the student. If your student information system doesn’t store Family or Household ID, you can use home phone number, mother’s email address, or any other data unique to the family.
Parent 1 Email The email address of one parent in the household
Parent 2 Email The email address of a second parent in the household, if there is one.
Activity Category The Category you chose when setting up the activity (usually either Sports or Activity)
Activity Name Name of the activity
Activity Day Day the week when the activity takes place
Venue Venue of the activity
Max Students Maximum number of students
Notes Any information you add to the activity, such as coach’s name, meeting time, sub-category, or a group ID assigned by your information system.

This report is only visible to school administrators, but the data in it can easily be shared through spreadsheets or merged documents, as well as uploaded to your student information system.  The Notes field is intentionally last in the report.  If your school needs to store multiple columns of information, you can add that data in the Activity, separated by a pipe (“|”) character.  Then after you have exported your report, use Text to Columns to generate a new column in your spreadsheet.  This allows your school to include any additional data that isn’t already included in Scholastico.

Grade Mapping

When you import students, the system will check that they are placed into the correct grade.  For numbered grades (like 1 through 12) the system will be able to assign grades easily.  Text-based grade levels like Kindergarten or K may need to go through a process called Grade Mapping.  After importing students, simply click the button marked Map Grades and help the system match the names to the grades.  Powerschool users: It is not an issue that Kindergarten or pre-school are stored as zero or as negative numbers.

Grade Mapping