Requirements for Multi-School Files Imports

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Use the Multi-School Files import type to import your school rosters into Renaissance if you use Clever or a similar student information system (SIS) to manage your school rosters outside of Renaissance. This option requires all five of the following files: students, educators, enrollments, sections, and schools.

Important Requirements and Specifications

File name Required Notes
students.csv YES For adding students enrolled in only one school. (Use the enrollments.csv for multiple school enrollments.)
After the import, merge students as needed to clean up any duplicates.
educators.csv YES For adding teachers (not non-teaching staff or administrators).
enrollments.csv YES For enrolling students into classes. Can use this file to enroll students in multiple schools.
sections.csv YES For adding courses and classes. Don't forget to assign products to classes after the import so students can use the software.
schools.csv YES For informational purposes only. This file is only used to update the meta data on a school. You cannot add or delete schools using this file; doing so will cause the import to fail.
districts.csv NO For informational purposes only. You will never update this file or import it back into Renaissance.
Content of Headers and Fields
  • A header row is required and must match the header names in the templates exactly.
  • Some fields are required—if they are not present, the import will fail. (See below for details about which fields are required.)
  • Some fields are optional—they may be left blank.
  • All files must be uploaded for the import to succeed. For example, a directory with only students.csv will not be processed.

How to import Multi-School Files templates

Who can do this with default user permissions?

District Level Administrators, School Level Administrators

  1. On the Renaissance Home page, select your name in the upper-right corner. In the drop-down list, select Manage Apps & Users.
  2. Under New School Year Wizards, select Upload Your Roster.
  3. On the Import Rostering Data page, select the Multi-School Files import type.
  4. Based on what you want to do, choose one of the following:
    • Export files directly from your external rostering tool, such as Clever or some other student information system (SIS), to import into Renaissance without making any changes. Skip to step 8.
    • Export your current rostering information out of Renaissance (in case changes were made in Renaissance that you want to capture), make any necessary changes, then import back into Renaissance. Continue with step 5.
  5. To create an export of your current roster in Renaissance, first, select the school year that you want to export data from. Be sure to select the school year that you also plan to import data into; do not use an export file from a previous school year. Then, select Generate Roster Export. After it has processed, you will see a red failed or a green complete message.
  6. To download a completed roster export, select Download [date of export] CSV Files.
    (Note: We recommend that you download and use the export file the same day it was generated to ensure you are using the most current roster. If the date in the file name is a day or two old, go back to the previous step and generate a new export for today. This is especially important if the current school year has changed in the software.)

    A Multi-School FilesExport.zip file will download. Save the .zip file and extract the files. (Note that there is a districts.csv file in the export; it is for information purposes only and will not be used in the import.)
  7. Make your changes and save the files.
  8. If you plan to use Excel to update your files, be careful to follow these steps to avoid introducing formatting issues that would cause your import to fail. Repeat these steps for each file you update.

    1. Rename the extension of your file from .csv to .txt.
    2. Open Excel.
    3. In Excel, browse for the file you renamed and open it. The Import Text Wizard will appear.
    4. Under Choose the file type..., select Delimited. Then check the My data has headers box. Select Next.
    5. In step 2 of the Import wizard, check the comma box as the delimiter and remove any other selected delimiter. Select Next.
    6. In step 3 of the Import wizard:
      1. Under Data preview, click in the header of the first column to select it, and then hold down the Shift key; scroll to the right and click the header of the last column in the file to select all the columns.
      2. Under Column data format, select Text to change all the column headers from Multi-School Files to Text.
      3. Select Finish.
    7. Your file will open and you can update it. Make any changes and save the file.
    8. When you are done and the file is ready to import, change the file name extension back from .txt to .csv.
    9. Continue with step 8 below.

    Which fields are required?

    These tables, one for each file, indicate which fields are required by Renaissance to have data (shaded rows), those that are not required to have data (white rows), and important tips to help you enter the correct information in each field.

    students.csv
    Column Header  Required Notes
    School_id YES School ID in Renaissance, Primary school of enrollment. Renaissance School_id must match the id listed in schools.csv. Student can only be enrolled in one school in this file. For multiple schools, use the enrollments.csv file.
    Student_id YES Unique and constant id for student, may be student_number, state_id, or other unique identifier, to be used in enrollments.csv upload. Must be unique across the district.
    Student_number NO Local student identifier. Must be unique across the district. If not entered, it will be populated with a user name on import.
    State_id NO State student identifier
    Last_name YES  
    Middle_name NO May be middle initial
    First_name YES  
    Gender NO Supported values: "male" or "female"
    DOB NO Date of birth (format is MM/DD/YYYY)
    Grade NO Integers for grades 1-12, or "Kindergarten", "Prekindergarten" or "Postgraduate".
    Race NO Supported values: A B I M P W
    A Asian
    B Black or African-American
    I American Indian or Alaska Native
    M Multiracial
    P Hawaiian or Pacific Islander
    W White
    Hispanic_Latino NO Supported values: Y or N
    Ell_status NO Student's English Language Learner status. Supported values:  Y or N
    Student_zip NO Alphanumeric 5- or 9- digit ZIP code with no punctuation
    Student_email NO Must match format x@y.z
    Contact_name NO/YES If providing student contacts, then Contact_name is required.
    Contact_type NO/YES Type of contact - e.g. "family", "emergency" or "guardian". If providing student contacts, then Contact_type is required.
    Contact_phone NO A 10- or 11- digit phone number.
    Contact_email NO Contact's email address. Must match format x@y.z
    Username YES Student's default user name if using passwords for logging in. If not provided, it will be created – first initial of first name, last name, and a number.
    Password NO If not provided, it will be created – first initial of first name, last name, and a number (same as user name). Users will be prompted to change password when they login.
    educators.csv
    Column Header  Required Notes
    School_id YES School ID in Renaissance that is the school of employment. Renaissance School_id must match the id listed in schools.csv.
    Teacher_id YES Unique and constant id for teacher (may be teacher number, state id, or other unique identifier) to be used in sections.csv upload. Must be unique across the district.
    Teacher_number NO Local state identifier. Must be unique across the district.
    State_teacher_id NO State teacher identifier.
    Last_name YES  
    Middle_name NO May be middle initial.
    First_name YES  
    Teacher_email YES Teacher's email address. Must match format x@y.z
    Title NO Teacher's role or title.
    Username YES Teacher's default user name if using Clever passwords for instant login. User names will be available to connected applications.
    Password NO  
    Role NO  
    enrollments.csv
    Column Header  Required Notes
    School_id YES Renaissance School_id must match the id listed in schools.csv.
    Student_id YES Student_id must match a Student_id provided in students.csv. You can include students enrolled in multiple schools in this file. 
    Section_id YES Section_id must match a Section_id provided in sections.csv. 
    sections.csv
    Column Header  Required Notes
    School_id YES Section's Renaissance school. School_id must match an id provided in schools.csv upload.
    Section_id YES Unique and constant id for section/class, to be used in enrollments.csv upload. Must be unique across the district.
    Teacher_id YES Unique identifier of primary teacher for section/class, must match a Teacher_id found in educators.csv.
    Teacher_2_id NO Unique identifier of supplementary co-teacher for section/class, must match a Teacher_id found in educators.csv
    Teacher_3_id NO Unique identifier of supplementary co-teacher for section/class, must match a Teacher_id found in educators.csv
    Teacher_4_id NO Unique identifier of supplementary co-teacher for section/class, must match a Teacher_id found in educators.csv
    Name NO Unique name for class/section and time offered, e.g. "Algebra -101 - Period 1A".
    Grade NO Grade level for class/section. Can be an integer (1-12), a range (9-12), or "K" or "Pre-K". If value is a range, the lower bound integer will be the grade used. 
    Course_name YES Name of the course associated with the class/section (e.g. Algebra). Will be used to create section names if "Name" is not provided.
    Course_number NO Identifier for the course associated with the section/class (e.g. 100). Frequently used in combination with the Course_name to identify classes.
    Period NO Bell schedule information for section/class (e.g. 1A). Will be used to create section/class names if "Name" is not provided.
    Term_name NO The name of the term/marking period associated with the section/class (e.g. "Year", "S1", "Q3").
    Term_start NO First day of term/marking period (format is MM/DD/YYYY)
    Term_end NO Last day of term/marking period (format is MM/DD/YYYY)
    Ren_course_sourced_id YES A unique identifier for a course.
    Ren_term_sourced_id Yes A unique identifier for academicSession (schoolYear or term or gradingPeriod. 
    schools.csv
    Column Header  Required Notes
    School_id YES School ID in Renaissance. Used in all other files.
    School_name YES School name in Renaissance
    State_id NO State school identifier
    School_address NO School's address. Must be enclosed in double quotes if it includes a comma.
    School_city NO  
    School_state NO Two-letter abbreviation
    School_zip NO Alphanumeric 5- or 9- digit ZIP code with no punctuation
    School_phone NO a 10- or 11- digit phone number
    Low_grade NO The lowest grade at the school. Can be an integer (1-12), a range (9-12), or
    "Kindergarten", "Prekindergarten", or
    "Postgraduate". If value is a range, the lower-bound integer will be the grade used.
    High_grade NO The highest grade at the school. Can be an integer (1-12), a range (9-12) or
    "Kindergarten", "Prekindergarten", or
    "Postgraduate". If value is a range, the lower-bound integer will be the grade used.
    Principal NO Principal's full name
    Principal_email NO Must match format x@y.z
  9. In Renaissance, on the Import Rostering Data page for the Multi-School Files import type, drag and drop or browse to upload all five of the files you completed.
  10. Select Import.
  11. Review the Most Recent Import Status at the top of the page to see the progress of your import. Select View Import Log to see information in a .txt file about how the import process went, including an error message if the import failed. (See Import History page for more information.)
  12. Once your import is complete and successful, assign products to classes so students can begin to use the software.

How do I prevent unwanted changes to my roster?

We highly recommend that you set Data Editing Restrictions to prevent anyone from modifying rostering information within Renaissance.

How do I update my roster after I import?

You have two ways to make changes, additions, deletions, or corrections to your roster:

  • Edit in your external rostering tool: Make all changes in your external rostering tool, then create exports to import into Renaissance again, starting with step 8 above.
  • Edit in Renaissance: Make all changes in Renaissance. Note that an export of these changes cannot be imported into your external rostering tool.