This document explains how to import both student and staff bulk enrollment files into
Classworks. Both staff and students can be on the same file or you can import two separate
files (one for students and one for staff members), if you prefer.
Sample Download File
- In order to ensure that all students and staff are imported into the correct school group, it
helps to make sure you check each school’s SIS ID/Code. You can do this by clicking on the
Administration Tab and the Schools sub-tab .
- Prior to importing, you will need to extract the required data from your SIS into a .csv file.
It must be saved in a .csv format.
- Each Field (required fields listed below) must be its own separate column.
- You may choose to have column headings on your file, but they are not required. If you
use our column headings (see chart below), Classworks will auto match the columns for
you. If you do not use out column headings or do not have any column headings, you will
be able to match the columns during the process.
Click here to download a sample .csv file with the correct column headings.
|Column Heading Name||Acceptable Values||Required for|
|First Name||Alphanumeric, 20 character max., hyphen ok||Staff/Student|
|Last Name||Alphanumeric, 20 character max., hyphen ok||Staff/Student|
|Username||Alphanumeric, 255 char max., must be unique per user||Staff/Student|
|District ID||Alphanumeric, 20 char max., must be unique per user||Staff/Student|
|Password||Alphanumeric, 6 char min., case sensitive||Staff/Student|
|Birthdate||MM/DD/YYYY, MM-DD-YYYY, or MMDDYYYY||Staff/Student|
|User Type||0= student; 1=staff||Staff/Student|
|Grade||Pre-K, K, 1-12||Student|
|Email Address||Alphanumeric, symbols ok (@ and .), no spaces, 255
|School SIS ID||Alphanumeric, 12 char max.||Staff/Student|
In addition to the required fields listed above, you can include these optional fields.
|Column Heading Name||Acceptable Values||Required for|
|Prefix||Alphanumeric, 5 char max||Staff/Student|
|Middle Name||Alphanumeric, 20 char max, hyphen ok||Staff/Student|
|Suffix||Alphanumeric, 5 char max||Staff/Student|
|State User ID||Alphanumeric, 20 char max||Staff/Student|
|Alternate User ID||Alphanumeric, 20 char max||Staff/Student|
|Gender||M or F||Student|
|Ethnicity||Alphanumeric, 255 char max |
Anything other than this list of values will default to “Other”
Note: The values must be written EXACTLY as shown
- African American
- American Indian/Native Alaskan
- Asian/Pacific Islander
|Disabled||Y/N, True/False, 1/0||Student|
|Limited English||Y/N, True/False, 1/0||Student|
|Economically Disadvantaged||Y/N, True/False, 1/0||Student|
|Migrant||Y/N, True/False, 1/0||Student|
Uploading the User Enrollment File
Note: Only users with District Administrative rights within Classworks can perform the following steps.
|1||Click on the dropdown menu and select the Administration page.|
|2||Select the Import sub-tab. |
|3||Click on “+ Create New” link located towards the top right of the window.|
|4||Select the import type: User Enrollment Data.|
|5||Select a File: |
Add a description for the enrollment information that will be uploaded. This is an
optional step. (Example: First Street ES Student File)
Click the Upload File button to select the .csv file that contains all student and/or
staff data for the bulk enrollment import. You will see a popup and click on Choose
Files. Navigate to wherever you have your files stored. After selecting the file(s),
click Send and the click Next.
|6||Map Fields: |
On this screen, match the import fields from the .csv file to the user fields in
Classworks. The fields that are required to be matched are denoted by an asterisk
To match the fields from your file, click on the field from the file (right side of the
screen) and the Classworks field (left side of the screen) to be matched as shown
in the example above. Click the Match button.
This process will continue until all required fields have been mapped.
If a column is matched incorrectly, select the incorrectly matched column on the
left and click the Unmatch button.
Note: Fields with the exact column heading will automatically be matched for you.
Any remaining fields that need to be manually matched will be listed on the right
side of the screen.
|7||Once all required fields have been matched, click Next. |
Note: There may be some fields remaining on both sides that have not been
matched. As long as all required fields (*) are fulfilled you may move on.
|8||School Mapping: |
Map each school with the corresponding Classworks value. Select the correct
school name from the drop down box to the left of each value. When you have
finished mapping, click Next.
Note: If your .csv file included SIS Codes for your schools, you can match using
them, as well.
|9||Validate File: |
The Validate File screen allows you to review any errors and/or potential issues
that exist on your imported file and also provides suggestions on how to resolve
A. All errors () must be resolved before moving on to the next step in the
B. The yellow caution symbol () indicates an issue has been detected on the
file that may cause a problem. Although you can continue, we highly recommend
fixing the issue before moving forward.
Note: If errors are found, you will be required to fix the items on the enrollment
file. Click Close X to exit this screen and begin the process again with the corrected
|10||Additional Actions: |
The Additional Actions screen allows you to choose a resolution for any conflicts
that may be found during the enrollment process.
What is a conflict? A conflict occurs when a user on the file is matched with a user
already in the Classworks system but there is a field that is different on the file
than what is in the system.
Example: Robert Smith is on the import file and Bob Smith is in the Classworks
manager. Since the district ID numbers are identical for both users, Classworks
identifies these two as the same user and will match them. The selections made
on this screen tell Classworks how to handle the fact that there is a field
different on the file than in the manager (in this case, the user's first name).
A. CONFLICT RESOLUTION: “Imported Record Wins” means that when a conflict
occurs, the information on your imported file will replace the information already
in the Classworks manager. “Existing Record Wins” means that when a conflict
occurs, the information already in the manager will NOT be replaced by what is on
your imported file.
B. MAINTAIN EXISTING USER'S PASSWORD: If a password conflict occurs,
“Maintain Password” will keep the password that is already assigned to each user
in the Classworks manager. “Overwrite Password” will overwrite the password
that is already in the Classworks manager with what is on your import file.
Optional: These are optional actions that can be performed during the enrollment
C. ADD USERS TO CUSTOM GROUP: Select this box if you would like the student
users to be automatically placed in a custom group within Classworks.
Custom groups must be created prior. All users on the file will be added to the
custom group if this option is selected.
D. EMAIL USERS THEIR LOGIN INFORMATION: Select this box if you would like all
staff users to receive their login information by email.
Note: This option requires
the email addresses to be included on the enrollment file. If users do not receive
the email, have them check their spam folder. If tagged as spam, please talk to
your district tech to prevent this in the future.
|11||Once all options have been selected, click Next.|
The Review screen allows you to review your selections chosen in steps 1-5. Once
you have reviewed all, click Submit to complete the enrollment process.
|13||If you want to change any of your selections, click Close X to start the process over
from the beginning.|
Note: All enrollment processing will be performed during off-peak hours. You will
receive notification via email once the process has been completed and all users
have been enrolled.
After submitting the file, you can access the details of the import by navigating back to the
Administration Tab > Import sub-tab.
You will see the following:
- Import Number
- Description (if you entered one)
- Complete Date
Click on the Import Number to view the details of the import. You also have the option to
download a copy of the file that was imported.