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Import Student, Course, and Instructor Information

The Trac application can import data from any source as long as it is provided in the correct format.  The data needs to be provided in a flat file format, tab or comma delimited are preferred.   The Trac application will not import data from Excel files. The order and delimiter of the fields is completely up to your preference. However, the format, order, and delimiter of the fields must remain consistent with every import. 


Using your current registrar’s Student Information System (an SIS like Banner, PeopleSoft or DataTel) as a source, create files to be imported into your Trac System.  We prefer two files - a student file (named TracStudents) and a course enrollment file (named TracCourses).  Create sample files with 5-10 lines and header rows with the fields you would like to import.  These two files will then need to be placed on your Trac server in the Trac application Import folder.


Description of Import fields

Code Field Types
A## Alpha field of a certain maximum length (you do not have format to this length)
#L Long Integer (-2.1 billion to +2.1 billion)
#R Real Value (decimal # with 12 digits precision)
# Small Integer (-32676 to +32676)
B Boolean (Yes/No)
D Date (mmddyyyy or yyyymmdd or mm/dd/yyyy), please specify format utilized


Student Import Fields

Name Type Required Field Description
ID #L Yes The unique numeric ID of the student. This needs to be in the first column of the import file.
Other  ID A40  *  A secondary ID (or barcode) for the student - may be required if you plan on utilizing a barcode scanner or magnetic card reader to sign in your students
Last Name A60 Yes The last name of the student
First Name A60 Yes The first name of the student
Middle A20   The middle name/initial of the student
Street Address A80   The street address of the student
City A50   City of the student address
State A2   The state code of the student address
Zip A10   The zip code of the student address
Email A80   *  The email address of the student - required if you plan to send emails to your students, including automatic appointment reminders
Full Name A80   The student name formatted as Last, First Middle. If the rest of the import file is comma or tab delimited, this field will need to be surrounded with quotes (e.g., "000001,"Last, First Middle",FirstName,LastName,...").
Home Phone A20   The student home phone number
Work Phone A20   A secondary phone number for the student
Gender  Male B   The gender of the student is stored as a boolean - the only  options are Male or Female and all students default to Female
Birthdate D   The student birthdate
Ethnicity A80   Ethnicity (could be a code or complete name)
Grad Und A80   A code that indicated Graduate or Undergraduate (usually "G" or "U")
College A80   What college the student is attending
Class A80   The student's class: Freshman, Sophomore, etc. or FR, SO, JR, SR or 2003, 2004, etc.
Cohort A80   Used to custom group the student records.  Use of this field is determined by the TutorTrac administrator.
Major A80   The student's major.  May be a code or complete description.
Handle A60  *  The student's username to log in to your Trac application online - required if you plan to log students in through LDAP, Active Directory, or Single Sign-On
Password A40   The student's password to log in to your Trac application online.
ReferredBy A80   Who referred the student to the center.
Degree Goal A80   Either the Degree Earned or the Degree Goal.
Overall GPA #R   The Overall GPA for the Student (EMCCGPA)
Total Hours #R   Total Accumulated Hours for the Student (BMI1)
HS Name A30   Name of the High School Attended
Custom Field1 A80   A custom field that may be used for any purpose.
Custom Field2 A80   same as above
Custom Field3 A80   same as above
Custom Field4 A80   same as above
Custom Field5 A80   same as above
Custom Field6 A80   same as above
Custom Field7 A80   same as above
Custom Field8 A80   same as above
Custom Field9 A80   same as above
Special Status A80   A student status field: may be a code or description.


Registration Import Fields

Name Type Required Description
Student  ID #L Yes The unique numeric ID of the student. In some cases the  ID is the secondary alphanumeric ID - please indicate to us which ID  will be utilized.
Course Subject A40 Yes The course in which the student is enrolled
Course Section A40 Yes The section in which the student is enrolled
Course Title A80 Yes The name of the course in which the student is enrolled
Term # Yes The term code for the semester that the student is enrolled in: 032 might  be the year 2003 Spring, and 034 might be the year 2004 Summer.
Instructor ID A20  *  Unique identifier to find and create unique faculty instructors
Instructor First Name A40  *  The first name of the course instructor
Instructor Last Name A40  *  The last name of the course instructor
Instructor Email A80  *  The Email address of the instructor - required if sending automatic emails to instructors
Instructor Phone A20   The phone number of the instructor
Instructor Sal A8   The Salutation or Degree for the instructor (Phd, etc.)
Instructor Username A20  *  The instructor's username to log in to your Trac application online - required if you plan to log faculty in through LDAP, Active Directory, or Single Sign-On
Course Grade A20   The Grade received for this course.
Value #   The Numeric grade value
Date D   Date grade/report issued.
Type A40    The report type (midterm, final, etc.) In some cases it is simply a  flag used by the system to indicate the disposition of the course  (REGISTERED, DROPPED, WITHDRAWN).


Registration Date Range

Name Type Required Description
Date Begin D    MM/DD/YYYY – date the course begins
Date End D    MM/DD/YYYY – date the course ends


If you plan on using the optional Class Schedule feature, those fields can be found here.

Manually Running the Import

Go to Trac Navigation > Trac Man > Utilities and Prefs > Auto Events.


Click on the Link for the  “Auto Import” Event. This will open the Event Entry screen.

To configure the auto event to run on a scheduled basis, check the "is Pending" box, set the schedule (Daily, Weekly, Monthly), set a time, and save.


You can also manually start the import a single time by clicking on the green execute button on the right side.


In addition you can also run the import and check on its status from the Custom Utility tab. Set the category to "Standard" and choose "Import Student Data" or "View Import Status".


This will display information on your most recent import.


More Questions?
We hope that you found this newsletter helpful. As always, if you have any questions on this or any other features, please feel free to let us know by clicking the Start a conversation button at the top of the screen or to book your training, visit go-redrock.com or Trac.Cloud
Thank you for your continued support!

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  1. Aidan Murray

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