This documentation relates to CiviCRM version 3.2. It's not maintained anymore.
Current version of documentation.

Importing Student, Staff and Parents

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Documentation for the CiviSchool add-on module.

CiviSchool is a drupal module download that provides the following functionality:

  • Contact Information on Students, Parents, Teachers and Advisors

To get started: Save the files attached:

student_sample_data.csv, teacher_sample_data.csv, Advisor_Sample_Data.csv, AdvisorDeeDee_Sample_Data.csv AdvisorGilbert_Sample_Data.csv,  AdvisorDuenas_Sample_Data.csv

Use the files above to import information about students , teachers, advisors, parents and the relationships between advisee/advisor, and child/parent.  There will be a total of 7 imports.

To begin, first Import the Students Information from the file: student_sample_data.csv

STEP 1

From the civicrm home page, click the Contact Tab, then select import contacts.

At the import contacts page

Choose Data Source:  comma-separated values (CSV)

Upload CSV file by clicking the browse button and select the file previously saved - student_sample_data.csv

- click the check box: first row contains column headers (because the file attached contains column headers)

Import Options

-Contact Type: check Individual

-For Duplicate Contacts: check update

-Date Format: Since there isn't a date in our file, ok to leave as is

-Load Saved Field Mapping: Leave Blank

-Click Continue button

(Image 1) , View Import Contacts Page Below


After clicking the continue button above then match fields so that your field map looks like image 2.

NOTE: If you don't have an External Identifier system in place, you can leverage CiviCRM's "Internal Contact ID" to have a unique ID generated for each individual students, staff, etc.  Here is one way: 1) Import the matching CiviCRM fields like the one in image 2 (below), but replace "External Identifier" with -> "Internal Contact ID" for the Student Number. 2) Export the Internal Contact ID from the exported file (Search ->Find Contacts, Advanced Search->Click on the tab "Custom Fields", then select "Student" under School Information and Subtype... then search -->select the results and select "Export Contacts"->Go-->Select fields for export) and copy it to your existing CSV import file(s). I recommend leaving an empty column before you import in step 1 to make it easier to add it later.  3) Now, you should be ready to proceed with the next step to map the import of the parent's information and child/parent relationship.

End of STEP 1

Image 2

**Click the check box above to (Save this field mapping) and enter Student for both Name and Description,  then click continue button

**Now go back and confirm that your import went ok - From the civicrm home page, click the Search Tab, then select find contacts, click search button, select a Student for example Isaac Bell, click on School Information Tab, and confirm that information is correct.  Isaac is Grade 2, Sub-type is Student

The Second and Third Import will add the parent information. For example, Mother First Name, Mother Last Name, Mother e-mail, etc.

Since students have at least 2 parents, we second import will add the Father Information, and their relationship and the third import will add the Mother Information and their relationship.

The file used to import parent(s) information and their relationship:  student_sample_data.csv

Repeat STEP 1 from above

After clicking the continue button then match fields so that field mapping looks like image 3.

Image 3

Note: This field map will import Father information and child/parent relationship

 

*Click the check box to Save this field mapping and enter Parent 1 for both Name and Descrioption,  then click continue button

When import is done, go back and check if ok. From the civicrm home page, click the Search Tab, then select find contacts, click search button. In addition to seeing that the First set of parents were imported, select a student. For example: Click on Isaac Bell from the contact list, click on his Relationships tab and see that the child/parent relationship exist. (image 4)

Then click on Isaac's parent, Ben Bell, from the contact list, click his Relationships tab and see that the child/parent relationship is correct. (image 5)

Image 4

Image 5

Now let's do a third import to add 2nd set of parent information.

REPEAT STEP 1

After clicking the continue button then match fields so that field mapping looks like image 6

Image 6

NOTE: Now we are importing 2nd parent information

**Click the check box to Save this field mapping and enter Parent 2 for both Name and Descrioption,  then click continue button

When import is done, go back and check if import ok.

From the civicrm home page, click the Search Tab, then select find contacts, click search button. Confirm that second set of parent information was imported. Check the relationships tab to see that child/parent relationship is correct.

Fourth Import: use file: Teacher_Sample_Data.csv

REPEAT STEP 1, but upload file: Teacher_Sample_Data.csv

After clicking the continue button then match fields so that field mapping looks like image 6

IMAGE 6

*Click the check box to Save this field mapping and enter Teachers for both Name and Description,  then click continue button

From the attached file: Advisor_Sample_Data.csv, I created 3 separate files:

AdvisorDeeDee_Sample_Data.csv, AdvisorGilbert_Sample_Data.csv, AdvisorDuenas_Sample_Data.csv

(Instead of creating and importing 3 separate files, you could also import the combined Advisor_Sample_Data.csv)

Note: The student's teacher is also their advisor

Fifth Import use file: AdvisorDeeDee_Sample_Data.csv

REPEAT STEP 1, but upload file:\* (file:*) *AdvisorDeeDee_Sample_Data.csv

After clicking the continue button then match fields so that field mapping looks like image 7

IMAGE 7

**Click the check box to Save this field mapping and enter Advisor for both Name and Description,  then click continue button

The 6th and 7th imports are done exactly like import 5 except....Instead of leaving Load Saved Field Mapping Blank like you did for imports 1-5, select Advisor (image 8), then click the continue button.

(View image 8)

6th Import -- REPEAT STEP 1, but upload AdvisorGilbert_Sample_Data.csv and Load Saved Field Mapping: Advisor

Seventh Import -- Repeat STEP 1, but upload file: AdvisorDuenas_Sample_Data.csv and Load Saved Field Mapping: Advisor

The field mapping should match the field mapping of image 7.  Since you are not updating the field map and it is not a new field mapping, click the continue button to complete import. As always, after importing, check to confirm it went ok.

That's it. After seven imports you have a database that contains contact information about students, parents, teachers, and relationships with advisor/student and child/parent.

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