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Data Retention
GradesFirst allows clients to determine and manage their own data retention policy. Clients have complete control over their data. The application includes a user interface and data import mechanisms that allow clients to alter and remove information. When information is deleted from the GradesFirst application, it is completely removed from our databases.
Overview
At a high level, GradesFirst's data integration allows importing of the following data elements:
- Student / User Profile
- Student Identifiers (User ID, ID Card number, Single Sign-On User Name)
- Name
- Address
- Phone Numbers
- Gender
- Ethnicity
- Date of Birth
- Credit Hours
- Classification (Freshman, Sophomore, etc)
- GPA
- Student Metadata (Categories and Tags)
- Majors
- Course and Section Enrollments
- Midterm and Final Grades
- Groups
- Courses and Sections
- Section Location, Days and Times
- Student Class Absences
- Professors teaching courses and sections (instructions)
- Notes on a Student's Record
- User Relationships
- Advisor, Tutor, Coach, and Professor assignments to students (relationships)
- Role associations (to assign a user to one or more User Roles)
Data Reference
...
Columns
...
Required
...
Description
...
"absence"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to create an absence or "delete" to delete one.
...
Primary User ID
...
Yes
...
The unique identifier for the user that will be given the absence.
...
Section ID
...
Yes
...
The unique identifier for the section to mark the absence for.
...
Date
...
Yes
...
The date of the absence. Example, mm/dd/yyyy
...
Comment
...
No
...
Excused
...
No
...
"Y" for excused and "N" for unexcused. This always defaults to unexcused.
...
Columns
...
Required
...
Description
...
"authorize"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to add a role to a user, "delete" to remove one, and “delete_all” to remove all roles from the specified user.
...
Role ID
...
Yes
...
The unique identifier for the role. This identifier has to be added to the role through the administrative section of GradesFirst.
...
Primary User ID
...
Yes
...
The unique identifier for the user that will be given the role.
...
Columns
...
Required
...
Description
...
"category"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to add or update a category and "delete" to remove a category.
...
External ID
...
Yes
...
A unique identifier for this category. Ex. “fbl”.
...
Name
...
Yes
...
The name of the category. Ex. “Football”.
...
Group ID
...
Yes
...
The unique identifier for a group.
...
Columns
...
Required
...
Description
...
"categorize"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to add a categorization to a user and "delete" to remove one. You can use “delete_all” to remove a student(s) list of categories or to remove all students from a specific category.
...
Category ID
...
Yes/No
...
The unique identifier for the category. Ex. “fbl”. This field is NOT required if you wish to remove all categories linked to a student ID (see example 2, line 3).
...
Primary User ID
...
Yes/No
...
The unique identifier for the user being categorized. This field is NOT required if you wish to remove all students from a specific category (see example 2, line 4).
...
Columns
...
Required
...
Description
...
"course"
...
Yes
...
Record type.
...
Action
...
Yes
...
This value will be "add" to add or update a course and "delete" to remove a course along with its sections and enrollments.
...
External ID
...
Yes
...
A unique identifier for this course.
...
Name/
Course ID
...
Yes
...
For example ... CS-101, ENG-101
...
Title
...
Yes
...
For example ... "Introduction to Computers"
...
Credit Hours
...
No
...
Columns
...
Required
...
Description
...
"declaration"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to add or update a major and "delete" to remove a major. You can use “delete_all” to remove a student(s) list of declared majors.
...
Primary User ID
...
Yes
...
A unique identifier for this user.
...
External ID
...
Yes / No
...
A unique identifier for this major. Ex. “ENG”. This field is NOT required if you wish to remove all majors linked to a student ID.
...
Columns
...
Required
...
Description
...
"enrollment"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to add or update an enrollment, "drop" to drop an enrollment, “drop_all” to drop an enrollment, and "delete" to delete an enrollment.
...
Primary User ID
...
Yes
...
The unique identifier of the student to be enrolled in the section.
...
Section ID or Term ID*
...
Yes
...
The unique identifier for the section to enroll the student in.
* Term ID is only used if using the “drop_all” action.
...
Midterm Grade ID
...
No
...
The unique identifier for the midterm grade. (Empty if using “drop_all” action)
...
Final Grade ID
...
No
...
The unique identifier for the final grade. (Empty if using “drop_all” action)
...
Columns
...
Required
...
Description
...
"grouping"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to add a user to a group and "delete" to remove one.
...
Group ID
...
Yes
...
The unique identifier for the group. This identifier has to be added to the role through the administrative section of GradesFirst.
...
Primary User ID
...
Yes
...
The unique identifier for the user that will be added to the group.
...
Columns
...
Required
...
Description
...
"instruction"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to add an instructor to a section and "delete" to remove them. "delete_all" will remove all instructions for a section.
...
Section ID
...
Yes
...
The unique identifier for the section (External ID) the professor is instructing.
...
Primary User ID
...
Yes
...
The unique identifier for the professor.
...
Columns
...
Required
...
Description
...
"major"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to add or update a major and "delete" to remove a major.
...
External ID
...
Yes
...
A unique identifier for this major. Ex. “ENG”.
...
Name
...
Yes
...
The name of this major. Ex. “English”.
...
Columns
...
Required
...
Description
...
“note”
...
Yes
...
Record Type.
...
Action
...
Yes
...
The value will be “add” to import a note or comment about a student.
...
Student ID
...
Yes
...
The student’s ID the note or comment is in reference to.
...
Group ID
...
Yes
...
The Group ID of the group where the note is connected to the student.
...
Private?
...
Yes
...
Value should be “Y’ or “N”. Represents if note or comment is only viewable by the advisor.
...
Viewable by Student?
...
Yes
...
“Y” or “N” value. Represents if note or comment is viewable by the student.
...
Show on Student Report?
...
Yes
...
“Y” or “N” value. Represents if not is viewable on student development report.
...
Created at
...
Yes
...
Example, mm/dd/yyyy . Date the note was created.
...
Created by
...
Yes
...
User_ID of the advisor who created this note.
...
Note Body
...
Yes
This field contains the body (of details) of the note.
Important Note: It is imperative this column is surrounded by double quotes to ensure the data is properly imported.
...
Note URL
...
No
...
This field can contain a website URL
...
Columns
...
Required
...
Description
...
"registration"
...
Yes
...
Record type.
...
Action
...
Yes
...
This value will be "add" to add or update a registration and "delete" to remove a registration.
...
Term ID
...
Yes
...
The unique identifier of the term being registered into.
...
Primary
User ID
...
Yes
...
The unique identifier of the student being registered.
...
Group ID
...
Yes
...
The unique identifier of the group being registered into.
...
Classification
...
No
...
Valid values FR=Freshman, SO=Sophomore, JR=Junior, SR=Senior, GR=Graduate
...
Overall GPA
...
No
...
Columns
...
Required
...
Description
...
"relationship"
...
Yes
...
Record type.
...
Action
...
Yes
The value will be "add" to create a relationship and "delete" to delete one or “delete_all” to remove all relationships for advisor, student or group.
There are four variations of the “delete_all” feature. See Example 2 for examples.
Line 3, removes advisor adv10345 from student stu345224
Line 4, removes all advisors from their students in the athletics group
Line 5, removes all students from advisor adv10345
Line 6, removes all advisors from student stu345223
...
Name
...
Yes
...
The name of the relationship. Must be one of the following: "advisor", "coach", "professor", "tutor".
...
Parent Primary
User ID
...
Yes
...
The unique identifier for the parent user in the relationship, i.e. the advisor or coach.
...
Child Primary
User ID
...
Yes
...
The unique identifier for the child user in the relationship, i.e. the student.
...
Group ID
...
Yes
...
The unique identifier for a group.
...
Columns
...
Required
...
Description
...
"section"
...
Yes
...
Record type.
...
Action
...
Yes
...
This value will be "add" to add or update a section and "delete" to remove a section and its enrollments.
...
External ID
...
Yes
...
A unique identifier for this section. ***THIS ID MUST BE UNIQUE ACROSS TERMS*** Please discuss with your Client Success Manager for more information.
...
Course External ID
...
Yes
...
The unique identifier of the course for this section. Note: this is the external ID of the course, not the Course ID / Name.
...
Term ID
...
Yes
...
The unique identifier of the term for this section.
...
Section Name
...
Yes
...
For example ... "1", "A", etc.
...
Section Tags
...
No
...
This data is used to create Section Tags within GradesFirst. Section tags are used to automate absence notifications (e.g. emails) to students, professors and/or advisors via an absence email template.
...
Begin Date
...
No
...
Value must be in mm/dd/yyyy format.
...
End Date
...
No
...
Value must be in mm/dd/yyyy format.
...
Start Time
...
No
...
24 hour clock: hh:mm
...
End Time
...
No
...
24 hour clock: hh:mm
...
Meeting Days
...
No
...
Any grouping of the following: SuMTWRFSa
...
Location
...
No
...
Example would be "Harris Hall - Room 213-A".
...
Additional meetings
...
No
...
Repeat the Begin Date, End Date, Start Time, End Time, Meeting Days, and Location fields until all meeting times are specified. Repeat until all date ranges have been imported.
...
Columns
...
Required
...
Description
...
"tag"
...
Yes
...
Record type.
...
Action
...
Yes
...
The value will be "add" to add a tag to a user and "delete" to remove one. If the value is "delete_all" then the tag will be removed from every user in the group.
...
Tag
...
Yes
...
A tag to add to the user, i.e. "trio", ""
...
Group ID
...
Yes
...
The unique identifier for a group.
...
Primary User ID
...
"add", "delete"
...
The unique identifier for the user being tagged.
...
Columns
...
Required
...
Description
...
"term"
...
Yes
...
Record type.
...
Action
...
Yes
...
Currently only the "add" action is supported which adds or updates the term.
...
External ID
...
Yes
...
A unique identifier for this term.
...
Name
...
Yes
...
For example ... "Spring 2010"
...
Begin Date
...
Yes
...
The date classes begin for the term in the format mm/dd/yyyy.
...
End Date
...
Yes
...
The date classes end for the term in the format mm/dd/yyyy.
...
Columns
...
Required
...
Description
...
"user"
...
Yes
...
Record type
...
Action
...
Yes
...
This value will be "add" to add or update a user and "delete" to delete a user with all their associated information.
...
Primary
User ID
...
Yes
...
A unique identifier for this user.
...
Is Active?
...
Yes
...
"Y" for active and "N" for inactive.
...
Can Login?
...
Yes
...
Send Activation Email
...
Yes
“Y” to send or “N” to not send activation email. In order for users to gain access to GradesFirst, they will first need to activate their account. This is done when the user clicks the “Activate my GradesFirst account” link in their activation email. If this option is marked “Y”, users will automatically receive an activation email when they are imported into GradesFirst. Once a user has been activated, they will not receive a second activation email even if this option is set to “Y”.
Most schools default this option to “N” to prevent these activation emails from being sent out until they are ready for users to begin logging into GradesFirst. When ready, these activation emails can be sent out via the GradesFirst user interface.
...
First Name
...
Yes
...
Last Name
...
Yes
...
Alternate User ID
...
No
...
A secondary identifier for the user that must also be unique among all other Secondary and Unique Ids.
...
Role ID
...
Yes
...
The initial GradesFirst role for the user.
...
...
No
...
While emails are not required, not providing them will greatly limit the functionality in GradesFirst (e.g. Progress Reports/Early Alerts, Communications). Therefore we strongly urge you to include all emails in your import file.
...
Alternate Email
...
No
...
Address 1
...
No
...
Address 2
...
No
...
City
...
No
...
State
...
No
...
Postal Code
...
No
...
Home Phone
...
No
Format should be: 555-123-9876
Note: If your school is located outside the US, please do not import phone numbers that include your country code.
...
Cell Phone
...
No
Format should be: 555-123-9876
Note: If your school is located outside the US, please do not import phone numbers that include your country code.
...
Work Phone
...
No
Format should be: 555-123-9876
Note: If your school is located outside the US, please do not import phone numbers that include your country code.
...
Gender
...
No
...
Valid values include “M”, “MALE”, “F”, “FEMALE”, “O”, “OTHER”
...
Ethnicity
...
No
...
Date Of Birth
...
No
...
Value must be in mm/dd/yyyy format.
...
Total Credit Hours
...
No
...
Credit Hours Attempted
...
No
...
Major ID
...
No
...
The unique identifier for the major for this student.
...
Student Enrollment Status
...
No
...
Custom text that described a student’s enrollment status
...
Student Enrollment Goal
...
No
...
Custom text that described a student’s enrollment goal
...
PIN
...
No
...
A number used as a digital signature mechanism for staff members who take attendance.
...
SSO ID
...
No
...
A unique user identifier that can be used with Single Sign-On.
...
ACT Total
...
No
...
Numeric value
...
ACT English
...
No
...
Numeric value
...
ACT Reading
...
No
...
Numeric value
...