Requirements for Multi-School Files Imports

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

• 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

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.

How can I update the files in Microsoft Excel®?

If you plan to use Excel to update your files, be careful to follow these steps to avoid introducing formatting issues that would cause data to import incorrectly. 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 the format of all the column headers from General 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

8. 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.



9. Select Import.
10. 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.)



11. 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.