PTC Data Guidelines

These guidelines will help you create your CSV files.

Courses

Course Name – Text which is displayed to parents to identify the course – does not have to be unique

Course ID – any combination of numbers and letters unique to each course

Teacher ID – any combination of numbers and letters unique to each person

Student ID – any combination of numbers and letters unique to each person

 

Students

First Name – Text string (Parents and teachers will see this field, so it is up to you if you want to use formal or preferred name for this field.)

Last Name – Text string

Grade – ideally, a number (like 7) indicating the grade.  It is only used for searching, so text will also work, but a number is better.

Family ID – any combination of numbers and letters unique to each household or family

Student ID – the same combination of numbers and letters used to uniquely identify students in the Courses file

 

Parents

First Name – Text string

Last Name – Text string

Username – any combination of numbers and letters unique to each person.  If you are using the Unique URL mail merge method of parent sign-in (which is recommended) then parents do not need to know their username.  The easiest is simply to use their email address or their internal Person ID as their username.  It can include hyphen (-) dot (.) ampersand (@) numbers and letters.

Password – any combination of numbers letters and symbols.  If you are using the Unique URL mail merge method of parent sign-in (which is recommended) then parents do not need to know their password.  You may wish to give all parents the same secret password so that secretaries can easily sign in as a parent in the event of an emergency.  If you would like to assign all parents a strong random password, you can use this random password generation assistant.

Email address – This should be the parent’s actual email address.  It does not have to be unique (in the event that parents share an address).  Parents will not use or see their email address as part of the registration process.  However, if you are using the Unique URL mail merge method of parent sign-in, you will download a merged file containing the parent name, email address, and unique URL.  The email address you include in the parents csv file will be part of that file.

Family ID – any combination of numbers and letters unique to each household or family. Must be the same as the Family ID in the student csv file.  For help understanding the various options for students with multiple households, refer to the help file section on handling complex households including divorced parents.

Early Access – binary: either the number 1 (indicating early access is true) or blank or zero (0) indicating no early access.

 

Teachers

First Name – Text string

Last Name – Text string

Username – any combination of numbers and letters unique to each person.  If you are using the Unique URL mail merge method of teacher sign-in (which is recommended) then teachers do not need to know their username.  The easiest is simply to use their email address or their regular school username as their username.  It can include hyphen (-) dot (.) ampersand (@) numbers and letters.

Password – any combination of numbers letters and symbols.  If you are using the Unique URL mail merge method of teacher sign-in (which is recommended) then teachers do not need to know their password.  You may wish to give all teachers the same secret password so that secretaries can easily sign in as a teacher in the event of an emergency.

Email address – This should be the teacher’s actual email address.  See the notes in the Parent section above for details about the Unique URL mail merge.

Teacher ID – the same combination of numbers and letters used to uniquely identify teachers in the Courses file.

See additional details on teachers who are also parents.