2 File Rostering for Legacy Customers

  • Updated

 

2 file rostering is used for customers to transfer school rostering data in a secure manner from a school's database to the ST Math application. This option is only used by current customers and is not available to new customers.  This document explains how to set up the files to transfer information to ST Math using the 2 File process. In order to roster provision in ST Math, a district employee with direct access to your SIS data and an understanding of the data schema is required.  

 

2 File Templates:  2file_rostering.zip


District Database Administrators:

  • Must provide SIS extracts with active data using required templates
  • Will maintain ongoing roster uploads to reflect current information in the SIS to provide access to students and teachers as changes are made.
  • Address and correct any errors reported in the automated roster file notification email, resubmitting files as needed.
  • Should email ST Math Support at support@mindreseach.org regarding any changes to contact information for the district’s DBA.

ST Math SFTP Upload Instructions:   ST Math | SFTP Upload Steps

Rostering SFTP Server:  https://sftp.stmath.com

SFTP General Help and Information:  https://hostedftp.com/help/ 


Files:

  • Must use required templates and maintain required file names.  Download the 2 file templates here:  2file_rostering.zip
    1. students.csv - Teachers listed on the students.csv file will have accounts automatically generated with students assigned to the class created.
    2. admins.csv - Used to create admin staff (e.g. principals, lab techs, etc.) not on the students.csv file that need access to ST Math for use with students that have no classes assigned to them or for reporting/monitoring purposes.
  • Files must contain all active data and include all required fields within each file template. 
  • Any data removed from the CSV files will be removed from ST Math. Partial files should not be uploaded as that will result in the other accounts being removed.
  • The required students.csv file must be present for upload to be processed.  The admins.csv file is optional and does not have to be present for the upload to process.
  • CSV files must be uploaded per instructions to the /home folder on the SFTP site.
  • ST Math processes files each night. Files should be uploaded by 9 pm local time for your district to reflect changes the next day.
  • At a minimum, new files must be uploaded when there are SIS changes. Automated daily uploads are recommended. 

File details:

  • You must use comma separated values formatted files (.csv) for all uploads with the format provided in the file templates.
  • A header row is required. Names of headers must match the template exactly.
  • Required fields must be provided. If required fields are not provided, the row will not be processed.
  • Optional fields may be left blank.
  • ID values ARE case sensitive. For example, nan2381 is NOT the same as NAN2381.
  • User IDs and usernames must be unique for all users across the district.
  • If IDs must be changed, please contact support@mindresearch.org as changing IDs will result in errors for the account and may result in lost progress or access.
  • District determines login type (text only or text to visual).
  • All CSV files should contain field values separated by commas with line breaks between rows.
  • Double quotes around fields are optional except when the field value includes a comma, in which case they are required.
  • CSV files should be encoded in UTF-8 format.
  • Files should conform to CSV specifications: https://tools.ietf.org/html/rfc4180
  • Ingestion of historical or archived data is not supported.


students.csv - Header, fields, and descriptions (required fields in green):

students.csv Column Name

 

 iid district_school_id school district_teacher_id teacher_email teacher_last_name teacher_first_name grade period student_id student_last_name student_first_name student_username student_password permanent_login birth_date action
Required? yes no no yes yes yes yes yes no yes yes yes yes yes yes no no
Format String String String String Email String String Option Integer String String String String String Enumeration Date n/a
Description Typically, the school local ID or SIS ID. Maximum of 8 characters. Optional school identifier School Name Unique and constant ID for teacher, may be teacher number, state id, or other unique identifier. Teacher’s email address. Must match format x@yourdomain.xyz. Must be unique across the district and be the district/school assigned email account. No special characters allowed other than hyphen or underscore. Staff last name Staff first name See grade mapping below Period  - this is what you would fill in if you have multiple sections of students assigned to one teacher Student school ID Student's last name Student's first name Unique and constant student username for signing into ST Math. Student’s default password for signing into ST Math. 
Passwords should be unique. (Not the same for all in the district, not easily identified like "stmath", cannot be the same as the student username)

"text" or "visual" 

More info on Login Type

*If blank, "text" is default.

Student DOB 

Date format: dd/mm/yyyy 

 leave empty
Example ABCD1234 28 MIND Elementary 1534 cnguyen@yourschool.org Nquyen Charles 5 3 64927 Davids Javier JD64972 gr341601 text  04/15/2010  

 

Grade Mapping: 

Rostering Value Pre-Kindergarten Transitional Kindergarten Kindergarten Grade 1 Grade 2 Grade 3       Grade 4 Grade 5 Grade 6 Grade 7 Grade 8 Grade 9 Grade 10 Grade 11 Grade  12
Field Value (not case sensitive) -2, pk, prek, or Prekindergarten  -1, Transitional Kindergarten, or tk 0, Kinder, k, kg, or Kindergarten 1 2 3 4 5 6 7 8 9 10 11 12

 

OPTIONAL admins.csv - Header, fields, and descriptions (required fields in green):

Column Name

 

 iid district_school_id school district_teacher_id email last_name first_name position access_level
Required? yes no no yes yes yes yes yes yes
Format String String String String Email String String String String
Description

Typically, the school local ID or SIS ID.

Maximum of 8 characters.

 Optional school identifier School Name

Unique and constant ID.

May be teacher number, state id, or other unique identifier.

 Staff's email address. Must match format x@yourdomain.xyz. Must be unique across the district and be the district/school assigned email account. No special characters allowed other than hyphen or underscore. Staff last name Staff first name Select position closest to the role user will hold in ST Math: lab_tech, principal, assistant_principal, math_coach, or program_coordinator "school_level"
Example ABCD1234 28 MIND Elementary 1534 jsmith@yourschool.org Smith John program_coordinator school_level

 

Initial Upload:

  • Notify your Regional Implementation Manager when the set of first files are uploaded to the /home folder.
  • Our team will test your files and run in our production environment if possible, creating accounts and classes.
  • If needed, our team will provide errors preventing account creation and enrollment.
  • The Database Administrator corrects any errors and uploads corrected files with all active data, not just the corrections, to /home folder.  Note:  Any data removed from the CSV files will be removed from ST Math.  
  • This process may be repeated as needed. 

Continuing Uploads:

  • Any questions or concerned should be directed to ST Math Support at support@mindresearch.org. 
  • New files must contain all active data. Any data removed from the CSV files will be removed from ST Math.  
  • ST Math processes files each night. Files should be uploaded by 9 pm local time for your district to reflect changes the next day. No notification is needed when files are uploaded. 
  • When CSV files are processed, the DBA will receive a Roster Provisioning Status Report email with information on any errors from the file.
  • If errors are noted, the DBA must make corrections and resubmit the files to be processed again.
  • When files are processed, a time stamp is appended to the file name. 
  • The processed file should not be removed from the sftp folder by the district.
  • At a minimum, new files must be uploaded when there are SIS changes. Automated daily uploads are recommended.

CHECKLIST FOR ROSTERING:

  1. Did you upload your files to the /home folder in your sftp folder?
  2. Did you name the files with the name provided in the templates? 
  3. Do the names of your headers match the templates exactly? 
  4. Did you include all active data? Any data removed from the files will be removed from ST Math. 
  5. Did you check the errors listed on the Roster Provisioning Status Report and correct them?
  6. Are the IDs and usernames unique for each user across the district?
  7. Have the IDs and usernames remained constant? If IDs have changed, please alert ST Math Support at support@mindresearch.org 

Click here if you additional questions regarding your
file uploads or errors in your files.

2 File Templates:  2file_rostering.zip

ST Math SFTP Upload Instructions:   ST Math | SFTP Upload Steps

Rostering SFTP Server:  https://sftp.stmath.com

SFTP General Help and Information:  https://hostedftp.com/help/ 

 

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