6 File Rostering

  • Updated

6 file rostering is used for customers to transfer data in a secure manner from a district's database to the ST Math application.  This article explains how to set up the files to transfer information to ST Math using the 6 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.  Click here for additional help with 6 file uploads. 

 

6 file templates:  6file_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 templates here. 
    1. schools.csv
    2. teachers.csv
    3. sections.csv
    4. enrollments.csv
    5. students.csv
    6. admins.csv (optional, used to define school admins)
  • 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.
  • All required CSV files 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. 
  • All required CSV files must be uploaded per instructions to the /home folder on the SFTP site.
  • ST Math processes files that have been uploaded by 9 pm local time. Changes will be reflected 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 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 and remain consistent.

  • 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, either 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.

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

schools.csv Column Name

 school_id school_name school_number state_id low_grade high_grade principal principal_email school_address school_city school_state school_zip school_phone
Required? yes yes no no no no no no no no no no no
Format String String String String Option Option String Email String String String String Integer
Description

Typically, the school local ID or SIS ID. Used in all other Rostering files.

Must be unique across the district. 

 Name of school District or county school identifier State school identifier The lowest grade at the school. Can be an integer (-2 thru 12), a range (9-12) or Kindergarten, Transitional Kindergarten or Prekindergarten. If value is a range, the lower bound integer will be used. The highest grade at the school. Can be an integer (-2 thru 12), a range (9-12) or Kindergarten, Transitional Kindergarten or Prekindergarten. If value is a range, the higher bound integer will be used. Principal's full name Principal’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 dash. School’s address. Must be enclosed in double quotes if it includes a comma. School’s city. Must be enclosed in double quotes if it includes a comma. Two letter abbreviation Alphanumeric 5 or 9 digit ZIP with no punctuation A 10 or 11 digit phone number
Example 12345 ST Math Elementary 17 141 Transitional Kindergarten 5 Gloria Alvarez galvarez@yourschool.org 1357 Math Blvd Small Town CA 86420 1234567890

 

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

teachers.csv
Column Name		 school_id teacher_id teacher_email first_name middle_name last_name title teacher_number state_teacher_id
Required? yes yes yes yes no yes no no no
Format String String Email String String String String String String
Description

School of employment.

 

Must match an ID provided in schools.csv 

Unique and constant ID for teacher. May be teacher number, state id, or other unique identifier.

Must match an ID provided in sections.csv

Must be unique across the district. 

 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.  Teacher's first name. Teacher's middle name.  May also submit middle initial.

Teacher's last name.

Teacher’s role or title. 

 Local staff identifier.  Must be unique across the district. State teacher identifier.
Example 12345 tID1111 dsmith@yourschool.org DaVonte L Smith Math Teacher 1534 150092

   

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

sections.csv Column Name school_id section_id course_name teacher_id teacher_2_id teacher_3_id teacher_4_id name section_number grade course_number course_description course_subject period term_name term_start term_end
Required? yes yes yes yes no no no no no no no no no no no no no
Format String String String String String String String String String Option String String String String String Date Date
Description

The ID of the school where the section is located. 

Must match an ID provided in schools.csv 

Unique and constant ID for section.

Must match an ID provided in enrollments.csv 

Name of the course associated with the section.

Will be used to create section names if name column is blank.

Unique and constant identifier of primary teacher for section.

Must match an ID provided in teachers.csv

*Co-teachers are optional* 

Unique and constant identifier of supplementary teacher for section.
Must match an ID provided in teachers.csv 

*Co-teachers are optional* 

Unique and constant identifier of supplementary teacher for section.
Must match an ID provided in teachers.csv 

*Co-teachers are optional* 

Unique and constant identifier of supplementary teacher for section.
Must match an ID provided in teachers.csv 

 Unique name for section and time offered.  Section identifier. See Grade Map below. Identifier for the course.  A description of the course associated with the section. The subject of the course.  Bell schedule information for section. 

The name of the term associated with the section. 

Ex: Year, S1, Q3

First day of term.

Date format (MM/DD/YYYY)

Last day of term.

Date format (MM/DD/YYYY)
Example 12345 MathSectionA Math 5 tID1111 tID2222 tID3333 tID4444 Math 5 - Period 1A 2345 5 3456 Grade 5 Math Math 1A S1 08/16/2021 05/28/2022

  

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

enrollments.csv
Column Name		 school_id section_id student_id
Required? yes yes yes
Format String String String
Description

School of employment.

Must match an ID provided in schools.csv 

Unique and constant ID for section.  

Must match an ID provided in sections.csv 

Unique and constant ID for student. 

Must match an ID provided in  students.csv  

 
Example 12345 MathSectionA StuID987

 

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

Admins are created with School Admin access. They can be upgraded to School Super Admin access inside of ST Math.  How do I change the access level of a staff account

students.csv Column Name school_id student_id first_name middle_name last_name grade username password login_type gender dob student_email student_number state_id  
Required? yes yes yes no yes yes yes - unless SSO is in use yes - unless SSO is in use no no no no no no
Format String String String String String Option String String String Option Date Email String String
Description

Primary school of enrollment.

Must match an ID provided in schools.csv  

Unique and constant ID for student. 

Must match an ID provided in  enrollments.csv  

 

 Student's first name.

Student's middle name.

May also submit middle initial.

 Student's last name. See Grade Map Below. 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.

 M or F 

Date of birth. 

Date format (MM/DD/YYYY)

 

 Student’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. Local student identifier. Must be unique across the district. State student identifier
Example 12345 StuID987 Fatima A Patel 3 fpatel987 pf192020876 text F 08/01/2012 fpatel@yourschool.org 901987 901987000

 

Grade Mapping: 

Rostering Value

PreKindergarten

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, Kindergarten, k, or kg

 1 2 3 4 5 6 7 8 9 10 11 12


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

admins.csv
Column Name		 school_id staff_id admin_email  first_name last_name admin_title
Required? yes yes yes yes yes no
Format String String Email String String String
Description

School of employment.

Must match an ID provided in schools.csv 

Unique and constant identifier. 

Must be unique across the district. 

 Administrator's email address. Must be unique across the district and be the district assigned school email account.  No special characters allowed other than hyphen or underscore.   The admin's first name The admin's last name Admin’s job title - either principal, school admin, or leave blank
Example 12345 SP5416 galvarez@yourschool.org Gloria Alvarez Principal

 

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.
  • Database Administrator corrects errors and uploads corrected files with all active data, not just corrections to /home folder.  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 concerns 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 8 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 Database Administrator will receive a Roster Provisioning Status Report email with information on any errors from the file.
  • If errors are noted, the Database Administrator must make corrections and resubmit the full set of 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.

6 file templates:  6file_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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