How do I update Student Demographics information in bulk?

How do I update Student Demographics information in bulk?

Classworks allows student profiles to include each student’s demographic information. This document explains how to update student demographics information into Classworks in bulk. Uploading in bulk allows users to update or add demographics data without impacting student usernames, ids, and passwords.

Only users with District Administrative rights within Classworks can perform the following steps.

If you are utilizing OneRoster, your system may be sending this information. If not, you can contact your OneRoster Vendor to set this up. If your OneRoster vendor can't send demographics data, your SIS team may build the file below and reach out to hello@classworks.com to send the file nightly to Classworks using an SFTP site for processing.


File Preparation

  1. File(s) must be saved in a .csv format. If you are using a Mac, you will need to save your file in an MS-DOS Comma Separated (.csv) format.

  2. Each Field (required fields listed below) must be its own separate column. 

  3. 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. 

Sample Download File

Click here to download a sample .csv file with the correct column headings.


Fields

Below are the fields needed to update student profiles. The student DistrictUserID must be the same as that already listed in Classworks. All other fields are optional. 

  • DistrictUserID (required field) - this must match the student district id currently listed in Classworks.

  • Grade - Recognized inputs: 0 or K can be used for Kindergarten, PK or Pre-K for Pre-Kindergarten, or leave blank to use current grade on file.

  • Gender - Recognized inputs: M, F, Male, Female

  • Race - Recognized inputs: Hispanic/Latino, American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, White, Two or more races 

  • Hispanic or Latino - For Yes, use Y or 1. For No, use N or 0. Blank fields will default to No.

  • English Language Learner - For Yes, use Y or 1. For No, use N or 0. Blank fields will default to No.

  • Special Education - For Yes, use Y or 1. For No, use N or 0. Blank fields will default to no.

  • Economically Disadvantaged - For Yes, use Y or 1. For No, use N or 0. Blank fields will default to No.

  • Migrant - For Yes, use Y or 1. For No, use N or 0. Blank fields will default to No.


Uploading the Demographics Data File

1. Click your name in the top right then click Manage Classworks.


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: Demographics Data.


5. Select a File:

Click the Upload File button to select the .csv file that contains the student demographic data for the bulk 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 then click Next.



6. When ready, click Submit to send the file over for import. If you need to make any changes prior, click Close, make changes to your file and start the import process over.


All import processing will be performed during off-peak hours. You will receive a notification via email once the process has been completed and all users have been updated.

Import History

After submitting the file, you can access the details of the import by navigating back to the Administration page > Import sub-tab. 

You will see the following: 


- Import Number 

- Description

- Type 

- Status 

- 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.

    • Related Articles

    • How do I import users in bulk?

      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. Only ...

    • How to create a new student account?

      To complete these steps you must be a site or district administrator. If you do not have permissions to create a new user, it is recommended to contact your site or district administrator for Classworks. If you are unsure who your district has ...

    • How do I add a student to my school that moved from another school with Classworks?

      Sometimes you might have a student that moves to your school from a different school within your district. When this happens, the student already has an account setup and just needs to be added to your site so his teachers and administrators can see ...

    • How do I manage or modify existing users?

      This procedure is used whenever you need to locate a specific user, view the groups and/or classes the user belongs to, edit a users' information or enable/disable/delete a user. District Administrators within Classworks can also search for and ...

    • What is the Classworks Data Export?

      As a District Administrator, you can download all of your Classworks usage data for the current school year, or for specific dates. The Data Export provides CSV files with assessment and instruction summary data for schools and students. You may need ...