Import

• Verify School Local Identifiers.
• An import can be completed for the new school year after the month and day of the School Year Start Date has passed.
  

  ---

Create a Comma Separated Values (CSV) file containing school, student, class, and teacher information.  This information provides guidance for SIS vendors and assists District Admins in exporting fields from your school’s Student Information System (SIS).

Note: Refer to state-specific import file instructions if part of a FitnessGram® state implementation (GA, OK, SC, DE) in addition to the following File Requirements.

File Requirements

• For GA and OK SIS vendors only: Headers must match File Field names exactly (see File Fields table below).
• File must be a true Comma Separated Values format (.csv extension).
• File must contain headers.
• File cannot have blank rows.
• All required fields must be populated.
• DO NOT USE Social Security Numbers for any identifiers in the file.
• Include teacher email addresses to help with login.
• Passwords have to be at least 8 characters and include upper case letters, lower case letters, numbers and special characters.
• Email addresses are required in order to complete username or password reset.

File Fields

Note to District Admins in GA or SC:  Skip to Step 4: Import File.

In the import screen, find the File Mappings tab and click Create New Mapping.

Name the mapping and upload your CSV file to begin the mapping process.

Once the file has uploaded, the selections in the Map To column will populate with the headers from your file.

Some Map To fields may not be recognized automatically if they aren’t spelled or labeled the same as the System Data Field.  If a Map To field is not recognized, click Select to select the header in your file that matches the System Data Field.

Once complete, click Save.

You will now see any Saved Import File Mappings you have created on the Import screen.  Once created, the system will default to the most recent mapping. However, any of your created mappings can be selected at any time.

To download existing mappings, go to the Mappings tab and click the download icon for the selected mapping.

There are two ways to import a File.
Import from FitnessGram^®
Import from File Transfer Protocol (FTP)

1. Import a file directly in FitnessGram^®.

This option is good for districts that only do data imports occasionally or cannot install a File Transfer Protocol (FTP) client for security or protocol reasons.

The recommended import settings (No and Add Update Only) will default in the system. If you need to update these at any time you can do so by clicking the Settings wheel.

• Update usernames and passwords
  • Choose Yes to update usernames and passwords based on what is in the import file, which would override any passwords that have been reset by the user.
  • Choose No to not update usernames and passwords. This is the default setting and is recommended to decrease login issues.
• Type of import
  • Add/Update Only will add/update any users and classes that are in the import file. This is the default setting and how FitnessGram^® imports have worked historically.
  • Add, Update, and Remove will deactivate and users and classes that are not in the import file. Note: This type of import can only be done if all schools are in the import file.

Click Update Settings to confirm changes.

Now you are ready to import! Click Choose File and select your CSV import file, then click Import.

The system will notify you if your file does not match the selected mapping. If it does, it will attempt to process the file.

A preview screen will appear and display any errors.  Click “View Next Error” and find the exact cell with the error.  A message at the top of the preview screen will also display the reason for the error.

Correct the file and try again.

After clicking import a message will display confirming the file is processing. Once complete, an email notification will be sent to the person who completed the import informing that the import has fully processed.  The email will include any error messages if detected.

An entry will appear in the Import History tab once the import has processed.

The student, class, and teacher information from your file will appear in Manage Users and Manage Classes.

If you need to reverse or roll back your most recent import for any reason, click the counter-clockwise arrow next to the file name. This will begin the roll back process and revert the classes and users in FitnessGram back to what they were before the import. Note: Only the most recent import can be rolled back.

2. Import via File Transfer Protocol (FTP).

Note: When importing data using FTP, FitnessGram leverages the SFTP protocol with 256 bit AES encryption. Data is encrypted in transit and at rest throughout the import process.

This option is recommended for districts that will be doing frequent data imports. This option would allow you to schedule files to be automatically processed (outside of the FitnessGram system).

Find district-specific SFTP credentials by selecting the “View FTP credentials for automated imports” link.

Use credentials to automate imports on your local SFTP program.

Top FTP troubleshooting tips:

1. Make sure you entered the correct SFTP address (newsftp.fitnessgram.net), username, and password from the FitnessGram Import page.
2. Note only CSV files can be imported.
3. Adjust the connection/timeout settings to increase the amount of time allowed to process.
4. Port 22 must be used.

Back to Top

1. Date Format.

If you are receiving errors base on the format of the date being imported, the required format is MM/DD/YYYY. When editing a CSV file in Excel, the format may get manipulated by Excel. To fix this issue within your file you can select the cell columns with dates, then click on the “Number Format” dropdown, select “More Number Formats…” , under Category select Data,  under Locale(Location) select English(Zimbabwe), there you should be able to select the 03/14/2012 option which follows the MM/DD/YYYY guidelines.

2. Wrong Grade Levels

Our system only takes grade levels K-13. Any pre-K or early development grades must be reported as “K” only. Any Adult or post-high-school levels must be listed as 13. Also, if uploading Kindergarten please revise to “K”. Grades levelaccepted are K-13.

3. Username in use

Our platform checks usernames globally. It is very likely for usernames to already be taken within our system. An example is if you are trying to import John Doe who has an email address of jdoe@email.com, and you are using the beginning portion for usernames, in this case jdoe. It is very likely that the username is already in use. To avoid this issue it is highly recommended to use full email addresses as usernames as well in this case, jdoe@email.com would be in the username column and email column.

4. Mapping Error

If you have received a mapping error, you may create a new mapping by uploading your import roster file to avoid any header or column discrepancies.

5. Setting up automated SFTP for CSV files

you can get your SFTP credentials from the platform under the Import section. There you will find a link that reads “View FTP credentials for automated imports”. These credentials are personalized for your district only and can be used in the SFTP server of your choice like FileZilla, ClassLink, etc. Automations will need to be set on your districts end and can be set as desired, whether nightly, weekly, monthly, etc.

6. Import Settings

Within our platform you can select different import settings in the Import section of the platform. You can select whether or not you would like to update usernames and passwords in every import. You can also select whether you would like to “add and update only” (partial imports) or “add, update, and unassign” (require full import files as it will unassign any users that are not included in the file).

7. ClassStartDate and ClassEndDate Errors

This error can be either the Date Format is incorrect or the class start and end date are not within the School Year Start Date window. To see what your School Year Start Date is set to, you will need to go to System Administrator > District and Schools > on the right hand side you will find the School Year Start Date. You can change the date to a date prior to the ClassStartDate, this is based off of month and day.

Back to Top