Import

The import process adds or updates student, teacher, and class assignments. The import process does not remove or delete users from your school/district.


How to Import

Watch a video tutorial and find instructions below.

 

Step 1: Check Districts & Schools
Step 2: Create a File

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 (TX, GA, OK, SC, DE) in addition to the following File Requirements.

File Requirements

  • For TX, 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.
  • No special characters (with the exception of the “@” and “-” hyphen symbols) can be used within the data fields.
  • 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.
File Fields

Optional: Download the Sample Import Template Excel file that can be used to help build your file. If using the Sample Import Template, you will need to save the file as a CSV file type before importing and remove rows 2-6 with instructions.

Please review the following File Fields carefully as the data and formatting of fields required for the FitnessGram® software may differ from Student Information System (SIS) data.

Field Name Field Type (Maximum Size) Required? Notes
SchoolID AlphaNumeric (50) Required Must match the School Local Identifier in FitnessGram
StudentID AlphaNumeric (50) Required Must be unique to the user within the district. Ensure student IDs remain consistent each year to avoid duplication.
StudentFirstName AlphaNumeric (46) Required  
StudentLastName AlphaNumeric (46) Required
StudentMiddleInitial AlphaNumeric (35) Optional
StudentNickName AlphaNumeric (35) Optional
StudentBirthdate Date (10) Required mm/dd/yyyy
(include slash marks)
StudentGrade AlphaNumeric (10) Required Grades accepted are 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.
StudentGender Alpha (1) Required M, F
StudentEthnicityCode Numeric (100) Optional Federal Ethnicity Codes
StudentUsername AlphaNumeric (60) Required Must be unique to the student within the district.
StudentPassword AlphaNumeric (100) Required Password requirements
StudentReportEmail AlphaNumeric (128) Recommended School student email account. Useful for resetting password. Only one email address is allowed in this field.
StudentAddress1 AlphaNumeric (45) Optional
StudentAddress2 AlphaNumeric (35) Optional
StudentAddress3 AlphaNumeric (64) Optional
StudentCity AlphaNumeric (30) Optional
StudentState AlphaNumeric (2) Optional Two-digit state abbreviation
StudentZip AlphaNumeric (10) Optional Five digit zip or hyphenated nine digit.
StudentPrintBodyComp AlphaNumeric (1) Optional Y, N
ParentReportEmail1 AlphaNumeric (128) Recommended Useful for emailing student reports. Only one email address is allowed in this field.
ParentReportEmail2 AlphaNumeric (128) Recommended Useful for emailing student reports. Only one email address is allowed in this field.
StudentPrintReportInSpanish AlphaNumeric (1) Optional Y, N

Student Reports will be printed/emailed in Spanish for any student identified in this column as “Y”.

StudentPermanentExemptionCode AlphaNumeric (1) Optional Teachers can also exempt students individually within a test event.
StudentIsActive AlphaNumeric (1) Optional Y, N

Useful to deactivate students by identifying as “N”. The import does not remove/deactivate any students automatically.

ClassName AlphaNumeric (100) Required Unique by teacher, period, and school year.
ClassID AlphaNumeric (100) Required Unique by district and cannot repeat for different class names, start dates, and end dates.
ClassDescription AlphaNumeric (255) Optional
ClassStartDate Date (10) Required mm/dd/yyyy

Cannot fall before the School Year Start Date.
(include slash marks)

ClassEndDate Date (10) Required mm/dd/yyyy

Cannot be later than one year from the School Year Start Date.
(include slash marks)

TeacherID AlphaNumeric (50) Required Unique per teacher within a district. Ensure teacher IDs remain consistent each year to avoid duplication.
TeacherFirstName AlphaNumeric (46) Required  
TeacherLastName AlphaNumeric (46) Required
TeacherMiddleInitial AlphaNumeric (35) Optional
TeacherNickName AlphaNumeric (35) Optional
TeacherUserName AlphaNumeric (60) Required Email is best practice.
TeacherPassword AlphaNumeric (100) Required Password requirements
TeacherEmail AlphaNumeric (128) Required Email must be included in the TeacherEmail field even if being used as username.
TeacherAddress1 AlphaNumeric (45) Optional
TeacherAddress2 AlphaNumeric (35) Optional
TeacherAddress3 AlphaNumeric (64) Optional
TeacherCity AlphaNumeric (30) Optional
TeacherState AlphaNumeric (2) Optional Two-digit state abbreviation
TeacherZip AlphaNumeric (10) Optional
TeacherIsActive AlphaNumeric (1) Optional Y, N

Useful to deactivate teachers by identifying as “N”. The import does not remove/deactivate any students automatically.


Step 3: Create File Mapping

Note to District Admins in GA, OK, SC, TX:  Skip to Step 4: Import File.

Go to Settings and select Import.

import under settings

Click Create New Mapping.

create new mapping

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

create a mapping

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 a Map To field is not recognized, click Select to display a dropdown of headers from your file.

mapping dropdown NEW

Once complete, click Save.

You will now see any Saved Import File Mappings you have created on the Import screen.  Once created, a mapping can be reused as many times as desired for subsequent imports unless additional fields are added or removed from the file. 

Click the Excel icon next to the mapping name to export a CSV file of a saved mapping.

export mapping


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Step 4: Import File

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.

Choose your CSV file and  click Import.

choose file

The name and background of the file should appear green if the mapping is correct.  If the name and background of the file are red, open the mapping and correct discrepancies.

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.

preview screen

An export of errors is available for large files and contains each error by row.

export errors

error export message

Correct the file and try again.  When all errors have been corrected a message will display in the preview screen with an import button to click.

validation message

A message will display providing an estimate of time required for the data to process.

import successful

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.

email import

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

import log

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

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).

Watch a video tutorial and find instructions below.

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

view ftp

Use credentials to automate imports on your local FTP program.

TLS Encryption requires ports 1025-1035 to be open.

Note: Each District Admin found in Districts & Schools will receive an import notification email if an import is completed via FTP. To stop receiving the FTP emails, District Admins go to Settings and select My Account to find the check box to turn off FTP import emails:

turn off FTP emails

Top FTP troubleshooting tips:

  1. Make sure you entered the correct 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. Ports 1025-1035 must be open because of TLS encryption.

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Contact us for additional assistance.