CSV files for School Data Sync

You can use CSV (comma separated value) files with School Data Sync (SDS) to synchronize your School Information System (SIS) with Office 365. If you use this method, you'll need six separate CSV files to set up the synchronization profile within SDS. This topic describes the CSV files and their required formatting.

Required CSV files for School Data Sync

When configuring SDS using CSV files, administrators must compile six individual CSV files containing all the required attributes detailed below. You may also include any of the optional attributes in the six CSV files as well. For detailed steps for how to setup a sync profile with CSV files in SDS, see How to deploy School Data Sync by using CSV files. For a sample set of CSV files which includes sample data with the appropriate attribute values and formatting, see the SDS GitHub Repository.

The required attributes for the CSV files will vary based on the sync profile options selected during the SDS sync profile setup wizard. Also, if your Office 365 tenant is based in the UK, there are some unique requirements for the six CSV files and the required attributes they contain. See the UK CSV Files section of this doc for more detail on the UK requirements, or see the UK Sample files located on the SDS GitHub Repository.

Note: Make sure your CSV files don't contain invalid characters. Also, CSV files must not contain more than 500,000 rows of data. If you exceed 500K rows, you must split the additional rows into another set of 6 CSV Files, and create an additional sync profile to upload and sync them.

The six required CSV files are:

Note: These CSV files must be named exactly as shown, and all be contained within the same folder or directory on the local machine. No other files should exist in this directory. Also, each attribute name shown below for each CSV file will be configured as a header, within each of the respective CSV files.

Example of required directory for  CSV files contained in the same directory

School.csv

The School.csv file must contain these required attributes. These are the minimum required attributes required to create and synchronize a School within SDS. If you do not include these attributes, the file may fail to upload or the school will not create or sync properly, and a subsequent error will be included within the sync profile error report.

  • SIS ID   – SIS ID of the School.

  • Name   – Name of the School.

Minimum required attributes for School in SDS

Optional attributes for School.csv

The School.csv file may contain any of these optional attributes. When setting up your sync profile you can add any of the optional attributes below but each attribute selected must then be included in the corresponding CSV file as a column header. These attributes must match exactly the names detailed below including spelling, capitalization, and syntax. While SDS doesn't require these fields, any applications that leverage SDS synchronized data may use these attributes. Be sure to include any/all attributes needed for an optimal app experience. Ask the app vendor for details on which of these attributes are used within their respective application. You can always edit and add optional attributes to a sync profile in SDS at a later time, if needed.

  • School Number

  • School NCES_ID

  • State ID

  • Grade Low

  • Grade High

  • Principal SIS ID

  • Principal Name

  • Principal Secondary Email

  • Address

  • City

  • State

  • Country

  • Zip

  • Phone

  • Zone

In the screenshot below from the SDS sync profile setup wizard, the greyed out attributes are required and the remaining attributes shown are optional.

Screenshot from the SDS sync profile setup wizard displaying School Properties

Section.csv

The Section.csv file must contain these required attributes. These are the minimum required attributes required to create and synchronize a Section within SDS. If you do not include these attributes, the file may fail to upload or the Section will not create or sync properly, and a subsequent error will be included within the sync profile error report.

  • SIS ID   – SIS ID of the Section.

  • School SIS ID   – SIS ID of the School.

  • Section Name   – Name of the Section.

Minimum required attributes for Section.csv file

Optional attributes for Section.csv

The Section.csv file may contain any of these optional attributes. When setting up your sync profile you can add any of the optional attributes below but each attribute selected must then be included in the corresponding CSV file as a column header. These attributes must match exactly the names detailed below including spelling, capitalization, and syntax. While SDS doesn't require these fields, any applications that leverage SDS synchronized data may use these attributes. Be sure to include any/all attributes needed for an optimal app experience. Ask the app vendor for details on which of these attributes are used within their respective application. You can always edit and add optional attributes to a sync profile in SDS at a later time, if needed.

  • Section Number

  • Term SIS ID

  • Term Name

  • Term StartDate

  • Term EndDate

  • Course SIS ID

  • Course Name

  • Course Number

  • Course Description

  • Course Subject

  • Periods

  • Status

In the screenshot below from the SDS sync profile setup wizard, the greyed out attributes are required and the remaining attributes shown are optional.

Screenshot from the SDS sync profile setup wizard displaying Section Properties

Student.csv

The Student.csv file must contain these required attributes. These are the minimum required attributes required to create and synchronize a Student within SDS. If you do not include these attributes, the file may fail to upload or the Student will not create or sync properly, and a subsequent error will be included within the sync profile error report.

  • SIS ID   – SIS ID of the Student.

  • School SIS ID   – SIS ID of the School

  • Username– Username of the student 

If you selected the Create and Sync New Users option during the SDS sync profile setup wizard, the 3 attributes below are also required. If you chose Sync Existing Users, these 3 attributes are not required, and SDS cannot overwrite these attributes in Azure which will already be present on the user object.

  • First Name   – First name of the Student.

  • Last Name   – Last Name of the Student.

  • Password   – Password for the Student. Passwords must adhere to Azure AD user account password policy.

Minimum required attributes for Student.csv file

Optional attributes for Student.csv

The Student.csv file may contain any of these optional attributes. When setting up your sync profile you can add any of the optional attributes below but each attribute selected must then be included in the corresponding CSV file as a column header. These attributes must match exactly the names detailed below including spelling, capitalization, and syntax. While SDS doesn't require these fields, any applications that leverage SDS synchronized data may use these attributes. Be sure to include any/all attributes needed for an optimal app experience. Ask the app vendor for details on which of these attributes are used within their respective application. You can always edit and add optional attributes to a sync profile in SDS at a later time, if needed.

  • State ID

  • Secondary Email

  • Student Number

  • Grade

  • Status

  • Mailing Address

  • Mailing City

  • Mailing State

  • Mailing Zip

  • Mailing Latitude

  • Mailing Longitude

  • Mailing Country

  • Residence Address

  • Residence City

  • Residence State

  • Residence Zip

  • Residence Latitude

  • Residence Longitude

  • Residence Country

  • Gender

  • Birthdate

  • ELL Status

  • FederalRace

  • Graduation Year

In the screenshot below from the SDS sync profile setup wizard, the greyed out attributes are required and the remaining attributes shown are optional.

Screenshot from the SDS sync profile setup wizard displaying Student properties

Teacher.csv

The Teacher.csv file must contain these required attributes. These are the minimum required attributes required to create and synchronize a Teacher within SDS. If you do not include these attributes, the file may fail to upload or the Teacher will not create or sync properly, and a subsequent error will be included within the sync profile error report.

  • SIS ID   – SIS ID of the Teacher.

  • School SIS ID   – SIS ID of the School.

  • Username– Username of the Teacher

If you selected the Create and Sync New Users option during the SDS sync profile setup wizard, the 3 attributes below are also required. If you chose Sync Existing Users, these 3 attributes are not required, and SDS cannot overwrite these attributes in Azure which will already be present on the user object.

  • First Name   – First Name of the Teacher.

  • Last Name    –Last Name of the Teacher

  • Password   – Password for the Teacher. Passwords must adhere to Azure AD user account password policy.

Minimum required attributes for the Section.csv

Optional attributes for Teacher.csv

The Teacher.csv file may contain any of these optional attributes. When setting up your sync profile you can add any of the optional attributes below but each attribute selected must then be included in the corresponding CSV file as a column header. These attributes must match exactly the names detailed below including spelling, capitalization, and syntax. While SDS doesn't require these fields, any applications that leverage SDS synchronized data may use these attributes. Be sure to include any/all attributes needed for an optimal app experience. Ask the app vendor for details on which of these attributes are used within their respective application. You can always edit and add optional attributes to a sync profile in SDS at a later time, if needed.

  • State ID

  • Teacher Number

  • Status

  • Secondary Email

  • Title

  • Qualification

In the screenshot below from the SDS sync profile setup wizard, the greyed out attributes are required and the remaining attributes shown in blue are optional.

Screenshot from the SDS sync profile setup wizard displaying Teacher Properties

StudentEnrollment.csv

The StudentEnrollment.csv file must contain these required attributes. These are the minimum required attributes needed to add a student to a section within SDS. If you do not include these attributes, the file may fail to upload or the Studentenrollment mapping will not create or sync properly, and a subsequent error will be included within the sync profile error report.

  • Section SIS ID   – SIS ID of the Section.

  • SIS ID   – SIS ID of the Student.

Minimum required attributes for StudentEnrollment.csv file

TeacherRoster.csv

The TeacherRoster.csv file must contain these required attributes. These are the minimum required attributes needed to add a Teacher to a Section within SDS. If you do not include these attributes, the file may fail to upload or the TeacherRoster mapping will not create or sync properly, and a subsequent error will be included within the sync profile error report.

  • Section SIS ID   – SIS ID of the Section.

  • SIS ID   – SIS ID of the Teacher.

Minimum required attributes required for Teacher.csv section

UK CSV Files

If enabling School Data Sync using CSV files for an Office 365 tenant based in the UK, there are a few differences between the required attributes noted above, and the required attributes for the UK based CSV files. The summary below details all the required attributes for UK based CSV files. All optional attributes noted above remain the same under the UK schema.

  School.csv

  • DfE number   – DfE Number of the School

  • Name   – Name of the School

Minimum required attributes for School.csv

Section.csv

  • ID   – ID of the Section

  • School DfE number   – DfE Number of the School

  • Section Name   – Name of the Section

Minimum required attributes for Section.csv

Student.csv

  • ID   – ID of the Student

  • School ​​​​​​​DfE number   – DfE Number of the School

  • Username   – Username of the Student

Minimum required attributes for Student.csv section

Teacher.csv

  • ID   – ID of the Teacher

  • School ​​​​​​​DfE number   – DfE Number of the School

  • Username   – Username of the Teacher

Minimum require attributes for Teacher.csv section

StudentEnrollment.csv

  • Section ID   – ID of the Section

  • ID   – SIS ID of the Teacher

Minimum required attributes for StudentEnrollment.csv file

TeacherRoster.csv

  • Section ID   – ID of the Section

  • ID   – ID of the Teacher

Minimum required attributes for TeacherRoster.csv file  

Related Topics

Overview of School Data Sync and Classroom

How to deploy School Data Sync by using CSV files

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