Technical Importing Guide- School Check In

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Auto Import Utility

Auto Import Utility Available Fields:

*Required

Class	Faculty & Staff	Students
CLASS NAME *	EMPLOYEE ID *	STUDENT ID *
TEACHER FIRST NAME	FIRST NAME *	STUDENT FIRST NAME *
TEACHER LAST NAME	LAST NAME *	STUDENT LAST NAME *
CLASS ID	JOB CLASSIFICATION NAME *	CLASS NAME *
TEACHER EMPLOYEE ID *	JOB CLASSIFICATION CODE	CLASS ID
SCHOOL ID*	DATE OF BIRTH	DOB
	EMAIL	TEACHER FIRST NAME
	HOME PHONE	TEACHER LAST NAME
	WORK PHONE	TEACHER ID
	CELL PHONE	SCHOOL ID*
	STREET ADDRESS
	STREET ADDRESS 2
	CITY
	STATE
	ZIP
	DRIVER LICENSE #
	BIOCHECK ID
	SCHOOL ID*

Parents	Volunteer	Vendor
PARENT ID	FIRST NAME *	FIRST NAME *
FIRST NAME *	LAST NAME *	LAST NAME *
LAST NAME *	VOLUNTEER TYPE *	VENDOR PASSWORD
DATE OF BIRTH	VOLUNTEER ID	VENDOR ID
EMAIL	DATE OF BIRTH	DATE OF BIRTH
HOME PHONE	EMAIL	EMAIL
WORK PHONE	HOME PHONE	HOME PHONE
CELL PHONE	WORK PHONE	WORK PHONE
STREET ADDRESS	CELL PHONE	CELL PHONE
STREET ADDRESS 2	STREET ADDRESS	STREET ADDRESS
CITY	STREET ADDRESS 2	STREET ADDRESS 2
STATE	CITY	CITY
ZIP	STATE	STATE
DRIVER LICENSE #	ZIP	ZIP
BIOCHECK ID	DRIVER LICENSE #	COMPANY NAME
STUDENT ID*	BIOCHECK ID	COMPANY STREET ADDRESS
RELATIONSHIP TYPE	VOLUNTEER EXPIRATION DATE	COMPANY STATE
SCHOOL ID*	PRINT BADGE	COMPANY ZIP
	FAMILY ID#	COMPANY CITY
	VOLUNTEER BACKGROUND DATE	COMPANY PHONE
	SCHOOL ID*	COMPANY WEBSITE
		DRIVERS LICENSE #
		BIOCHECK ID
		VENDOR EXPIRATION DATE
		PRINT BADGE
		SCHOOL ID*

Auto Import Utility Process

Introduction

School Check IN’s Auto Import Application was designed to facilitate the import process and provide you with the ability to automatically update your data on a regular basis.

How does the School Check IN Auto Import Application work?

We will use your student information system (SIS) as an example to explain the process. From your SIS, create and run a student export. Save this export so you can re-run it again. In this export script, designate a specific location on a specific computer. This will be called your “SCI Import Computer.”

On the same SCI Import Computer, install the School Check IN Auto Import Application. Once installed, this application will run as a service on your SCI Import Computer. Configuring the import requires that you “map” the data fields and save the mapping. It is very important that the SIS export process retains the same field order.

Once configuration is complete and the Auto Import Application knows where your import files will be found (designated location), then the application will automatically “sense” when a new import file is deposited and will automatically import the data from the new import file. It is very important that this designated location remain constant. Should the designated location change, then you will need to update the configuration and mappings in the Auto Import Client. Please follow the steps below to install and configure the Auto Import Client Application.

For the Auto Import Application to work, it must:

Be installed on the SCI Import Computer. Both the files to be imported and the Auto Import Application must reside on the same computer. Installing the Auto Import Application on one computer with import files on a networked drive is not supported.
Run as a service on the SCI Import Computer.
Have the Auto Import Application properly configured with the correct field mappings.
Have new data to import.
Have Internet access.
.Net Framework 4 Extended
.NET 4.0 is required.
Visual C++ 2005.
Visual C++ 2008 Redistributable –x86

Port 22 needs to be open in the district firewall for SFTP file transfers..

Can we use the SCI Import Computer for other tasks?

Yes, the Auto Import Client runs as a background service and should not interfere with normal daily use.

When are imports done?

All imports done by Auto Import Client are done overnight (between 6pm EST and 6am EST). This rule applies, regardless of file size, or the number of records in the file.

Can Excel files be imported?

Yes, Excel files can be imported, but be advised that Excel may add its own formatting to the exported data. For example, if a student ID# has leading zeros in the number “000012456”, and when open in Excel, the leading zeros may be stripped away, so the student ID# becomes “12456”.

Can Tab delimited files be imported?

No, this type of export file format cannot be imported.

Field Headers

Yes, use field headers in import file.

What do the Import Options do?

ADD/MODIFY – Use to add new or modified records – All existing records will be preserved (no deletions) and new records will be imported and matched records will be modified. Records that exist and are NOT in the import file will NOT be deleted. These records will remain.

STANDARD – Use for daily imports – Existing records that are not in the import file will be deleted, Existing Records that have changed will be modified & New Records will be imported.

NEW – Use for new school/districts or at the start of a new school year. – All existing records will be deleted and all records in the import file will be imported.

Don’t Delete records that were manually entered. This option should be checked when schools have manually entered data and/or modified a record and want to preserve this information and do not want it deleted. … i.e. School has assigned Key Fob ID#s to Faculty & Staff and do not want this deleted.

STANDARD is recommended.

Installation

The application requires .NET 4.0., Visual C++ 2005 and 2008 Redistributable Package. If you don’t have these components installed on your computer, the installer will assist you with installing them.

Download the Auto Import Application from schoolcheckin.com/files/PS_Import.zip
Double-click the unzipped setup.exe file to start the installation.
The Setup window will be displayed; click Next:
Select a location where the application will be installed; click Next.
Click Next on the Confirm Installation screen to start install:
When the Installation Complete screen appears, click Close.

To access the Auto Import Application, click on the icon on your desktop.

The SCI Auto Import Settings application will then appear:

For accessing the application’s menu, click on the Settings drop down menu. The test mode is ON by default.

Please follow the Setup Process in this order. The order does NOT match the drop down list below under Settings. Setup in the following order:

User Settings
Path Settings
Mappings
Test Mode
Process Now

User Settings

Enter your www.sci.schoolcheckin.net credentials and click the Login button (Found on the application in the Settings drop down menu under User Settings). You need to enter your DA (District Administrator) credentials.

If the login process is successful, the Log in box will disappear.

Path Settings

Indicates the folder path for the imports files. Click the Select button. This will open a Browse option. Browse to the location of where the import file will be found. Click Save to keep the location.

File Names:

Note: The import file names should contain a specific word for each import type:
In case of Student import, the files name must contain the text “student” word;
In case of Class import, the files name must contain the text “class” word;
In case of Faculty/Staff import, the files name must contain the text “faculty” or “fs” words;
In case of Parent/Guardian import, the file name must contain the text “parent” or “pg” words. In case of Vendor import, the files name must contain the text “vendor” or “ven” word;
In case of Volunteer import, the files name must contain the text “volunteer” or “vol” word.

Mappings

The Mapping Process is the same regardless of which data you are trying to map.

Click the Browse button.
Navigate to the location of the file to be imported.
Select the file.
Check the import option.
STANDARD is recommended.
Click on the field pick list.
Select the correct field.
Select and map all required * fields.
When complete, click Save Mappings button.

Repeat mapping process for other tabs with data to be imported.

To modify an existing saved mapping, do the following:

Click [Browse] button.
Navigate to the location of the file to be imported.
Select the file.
Click the Load Headers button
Saved headers should now be visible.

Students

Student ID, Student First Name, Student Last Name, Class Name, School ID

Faculty Staff

Employee ID, First Name, Last Name, Job Classification, School ID

Vendor

First Name, Last Name, Password, Email, School ID

Parent Guardian

First Name, Last Name, Student ID, School ID

Volunteer

First Name, Last Name, Volunteer Type, School ID

Classes

Class Name, Teacher First Name, Teacher Last Name, Teacher Employee ID, School ID

The types of files that can be mapped are CSV or XLS . The column names from the import files must be mapped in order to upload them to the server. The mandatory columns are marked with an asterisk. After mapping fields, select Save Mappings.

Process Now

The client service will upload this file on the server at a specific time. If a user wants to upload file manually then they can do this by clicking on Process Now button under Settings Menu.

This will UPLOAD your data files, however the import process itself will run between 6pm to 6am, allowing the data to show in www.schoolcheckin.net.

What Happens

If the Process Now button is clicked or a live import is done, the following steps will be done:

The file to be imported will automatically be uploaded to the School Check IN servers at www.schoolcheckin.net.
The file will be placed in queue to be imported overnight between 6 pm to 6 am.
The source file on your local computer will be renamed and moved to a sub-folder under the same primary folder where the import files are being located. The processed file will be renamed. For example, if your file is named “students.csv”, then the file will be renamed to “students03122015_13:20.csv” and moved to the sub-folder. The primary folder will no longer show the original file.

Test Mode

Unchecking test mode will ready the application to look at the path folder for any new files and process them to be uploaded to the School Check IN server.

Uncheck Test Mode to use

Email Alert

Once the nightly import has been completed, contacts set up to receive the import confirmation email will receive a similar email to the one below:

Power School Auto Send

PowerSchool Auto Send Available Fields

Students	All Contacts	Faculty & Staff
Student Number	First Name	First Name
First Name	Last Name	Last Name
Last Name	Student Number	SchoolID
Grade Level	SchoolID	Teacher Number
DOB		Job Classification
SchoolID		Email Address

In this import, order of the fields matter.

Power School Auto Send Process

Power School must be enabled and configured at the District level by the SCI Master Admin.

All Contacts mode also needs to be enabled in conjunction with this.

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