MyGradeBook Help Menu
Integration Upload
The Integration Upload screen allows you to manually send files to MyGradeBook that integrate your Student Information System's teachers, students, and class schedules with MyGradeBook. You can also upload files to define attendance codes, comment codes and grading periods that will be used by the teachers and classes in your group.

In addition to manually uploading integration files, you can automate your integration.

We recommend you read this entire document before attempting to upload files.

General File Upload Information
Attendance Codes
Comment Codes
Grading Periods
Students
Teachers
Sections
Student Schedules


General File Upload Information     back to top
If you have never uploaded Integration files to MyGradeBook, we recommend you read this entire document and start with the 1attendance_codes file when attempting your first upload. Check the Integration Log screen the next day to see if your file was successfully processed. Repeat as often as necessary until you understand how to upload the file in a manner that ensures it is processed before you attempt to upload the rest of the files.

Important General File Format Information
  • Files you upload that contain 500 or fewer rows are immediately processed. Files that contain more than 500 rows are processed at 3:15 AM United States Eastern. You should use the Integration Log screen to see if your files were successfully processed.
     
  • The files you upload must be tab delimited with a .txt file name extension or comma delimited with a .csv file name extension. You can use the File-->Save As menu option in most spreadsheet programs to save files in tab delimited or comma delimited format. We recommend you send tab delimited files. If you send comma delimited files, you should wrap the field values in double quotes to prevent misinterpretation of embedded commas. You can not send tab delimited files with values wrapped in double quotes.
     
  • Files you upload should not contain a header row that describes the contents of each column. By default, most spreadsheet programs insert a header row. Fortunately, most spreadsheet programs have an option to disable the creation of a header row. If necessary, you can always manually delete the first row of your file.
     
  • Each row in your files should contain exactly the same number of delimiters. Some spreadsheet programs omit delimiters for the final column of a row when the final column of the row is empty. You can work around this problem by looking for file format options in the spreadsheet program or putting a space in the empty field(s).
     
  • Each row should end in the DOS newline character sequence of carriage return linefeed (CR LF). Most spreadsheet programs automatically handle this issue for you.
     
  • You should upload your initial set of files in sequence (1 - 7) because the records created by some files are affected by preceeding files. When first starting to upload files, we strongly recommend uploading one file at a time starting with 1attendance_codes and reviewing the log file each time you upload a file to make sure you are getting the expected results.
     
  • The files you upload should be done in sequence and must have the following names (including the number):
    1attendance_codes    2comment_codes    3grading_periods    4students    5teachers    6sections    7stu_sections.
     
  • If you are developing automated integration programs to upload information from your Student Information System to MyGradeBook, you should note that you can save yourself a fair amount of development and maintenance time by planning on sending "everything every time". You can send everything every time without regard for the fact that many of the file formats described below support an "ADU" column for indicating deltas to process because the MyGradeBook system will automatically check each file you upload against the previous file you uploaded of the same type (1 - 7) and ignore any rows that have an exact match for every column in the previous file you uploaded of the same type (1 - 7). A slight downside of sending everything every time is that it will use more bandwidth but in most cases that is not much of a concern since the even the biggest files are less than 10 Megabytes.



Attendance Codes (1attendance_codes)     back to top
This file is optional. This file sets up the default attendance codes for use by all teachers that join your group after the file is processed. If you want all of your teachers to use the same attendance codes, you should upload this file and make sure it is correct before teachers are allowed to join your group. The attendance codes you upload do not automatically affect the codes available to teachers who are already in your group because that would invalidate the attendance they have already recorded. However, teachers who were already in your group prior to the time you uploaded your atttendance codes can go to their attendance definitions screen and click a link to have all of their attendance records deleted and their attendance codes replaced with the groups current attendance codes.

1attendance_codes FILE FORMAT
  • ATT_CODE - This field is required and can be up to 2 characters long. All records in this file must have unique ATT_CODE values.
  • ATT_DESCRIPTION - This field is required and can be up to 20 characters long. This field describes the corresponding attendance code.
  • ATT_DEFAULT - This one character field is required and is used to indicate whether or not the corresponding ATT_CODE is the default code. One and only one record must have a value of "Y" for ATT_DEFAULT. All other codes must use "N". In most cases, the code for "Present" will have this field set to "Y" and all other fields will set it to "N".
  • ATT_SEND_EMAIL - This one character field is required and can contain a "Y" or a "N". Set to "Y" if marking a student with the corresponding ATT_CODE should cause email to be sent to the student's parents.



Comment Codes (2comment_codes)     back to top
This file is optional. When a group has defined one or more possible comment codes, teachers in the group will be able to use the Official Comments screen.

2comment_codes FILE FORMAT
  • ADU - This is a required one character field and must contain one of the following values:
    • A - Add the comment code. If you use an "A" for a CMT_CODE that already exists, it will be treated like a "U".
    • D - Delete the comment code. This option is not used very often because deleting a comment code also deletes all of the comment records teachers have created that use the code.
    • U - Update the comment code. This code allows you to alter the CMT_DESCRIPTION and SHOW_TO_STUDENTS_AND_PARENTS values associated with an existing CMT_CODE.
  • CMT_CODE - This is a required field up to 60 characters long that must be unique within your group. No two comment codes can have the same value.
  • CMT_DESCRIPTION - This is a required field up to 1,000 character long.
  • SHOW_TO_STUDENTS_AND_PARENTS - This is a required field that should contain Y or N. Setting this field to Y indicates that comment will be visible to students and parents when they login.



Grading Periods (3grading_periods)     back to top
This file is required. This file holds default grading period information for classes created within your group. You can not have more than thirty grading periods. Typical values for the title fields are "Quarter 1", "Quarter 2", "Semester 1" etc. You do not need a grading period for the entire year - the overall grade provides this.

When this file is uploaded, the system it replaces your existing grading period definitions. When you upload a 6sections file, all new sections you add with an "A" in the ADU column and all sections you update with a "G" in the ADU column will receive the latest grading period definitions.

Changes to grading period definitions do automatically not change the grading periods of previously created classes. However, the Group Manager can use the Update Sections button in the Grading Periods screen in the Integration tab to apply the current set of grading periods to active or all existing sections.

Grading periods should not start before, or end after, any start and end dates of the classes being added. When sections are added, any grading periods that are outside the section's date range are ignored.

3grading_periods FILE FORMAT
  • TITLE - This is a required field that can be up to 20 characters long.
  • START_DATE - This is a required field. This field should be in should be in ISO standard date format (YYYY-MM-DD) or the format used by the United States of America (MM/DD/YYYY).
  • END_DATE - This is a required field. This field should be in should be in ISO standard date format (YYYY-MM-DD) or the format used by the United States of America (MM/DD/YYYY).
  • WEIGHT - This is a required field that usually contains a zero. If you supply values other than zero, the weights must add to 100 and they will affect how the overall grades and percentages are computed. If a grading period encompasses another grading period, the weight must be 0. Your teachers can override the values you upload.



Students (4students)     back to top
This file is required if you are planning on creating and maintaining class lists for your teachers. The 4students file lists all students in your group and their demographic information. The demographic information is optional, but the email addresses are needed if you want teachers to be able to use the email-related functions of MyGradeBook.

The 4students file must contain one line per student.

4students FILE FORMAT
  • ADU - This is a required one character field and must contain one of the following values:
    • A - Add the student. If you use an "A" for a STUDENT_DID that already exists, it will be teated like a "U".
    • D - This value is no longer supported. However, you can use the "delete all unscheduled students" button in the Students Screen to delete all students that have not been assigned to a course-sections. In addition, the Students screen lets you look up and delete single students.
    • U - Update the students demographics.
  • STUDENT_DID - This is a required field that can be up to 15 characters long and must be unique within your group. No other student records in your group can contain the same value. It is expected that this field will contain the Student ID assigned by your school/district.
  • LAST_NAME - This is a required field that can be up to 20 characters long.
  • FIRST_NAME - This is a required field that can be up to 20 characters long.
  • MIDDLE_NAME - This is an optional field that can be up to 20 characters long.
  • EMAIL_ADDRESS - This is an optional field that can be up to 50 characters long. Improperly formatted email addresses will be ignored.
  • HOME_PHONE - This is an optional field that can be up to 15 characters long.
  • FATHERS_LAST_NAME - This is an optional field that can be up to 20 characters long.
  • FATHERS_FIRST_NAME - This is an optional field that can be up to 20 characters long.
  • FATHERS_MIDDLE_NAME - This is an optional field that can be up to 20 characters long.
  • FATHERS_WORK_PHONE - This is an optional field that can be up to 15 characters long.
  • FATHERS_EMAIL_ADDRESS - This is an optional field that can be up to 50 characters long. Improperly formatted email addresses will be ignored.
  • MOTHERS_LAST_NAME - This is an optional field that can be up to 20 characters long.
  • MOTHERS_FIRST_NAME - This is an optional field that can be up to 20 characters long.
  • MOTHERS_MIDDLE_NAME - This is an optional field that can be up to 20 characters long.
  • MOTHERS_WORK_PHONE - This is an optional field that can be up to 15 characters long.
  • MOTHERS_EMAIL_ADDRESS - This is an optional field that can be up to 50 characters long. Improperly formatted email addresses will be ignored.



Teachers (5teachers)     back to top
This file is required if you are planning on creating and maintaining class lists for your teachers. The 5teachers file holds demographic information about each teacher in your group and general preferences for each teacher.

The 5teachers file contains one line per teacher.

Note: If the Automatic Email Notification box is checked on the main Integration page, each teacher added to your group though Integration will receive an email containing their login password.

5teachers FILE FORMAT
  • ADU - This is a required one character field and must contain one of the following values:
    • A - Add the teacher to your group. If you use an "A" for a TEACHER_DID that already exists, it will be teated like a "U".
    • U - Update the teachers record. Please note that updates do not affect the password, policies, show student versus class, and other values that the teachers can modify. Please refer to the notes for each column below and look for "This column is not affected by updates." to determine exactly which columns will not be updated.
  • TEACHER_DID - This is a required field that can be up to 15 characters long and must be unique within your group. No other teacher records in your group can contain the same value. It is expected that this field will contain the Teacher ID assigned by your school/district. If you need to change a DID assigned to one of your teachers, use the hyperlinks in the District ID column of the Licenses Used report.
  • PASSWORD - This is an optional field up to 20 characters long and is used by the teacher when logging in. If you omit the password, MyGradeBook will automatically generate one when adding a teacher. This column is not affected by updates.
  • EMAIL_ADDRESS - This is a required field that can be up to 50 characters long and must be a properly formatted email address. Teacher email addresses must be globally unique as opposed to just unique within your group. No two MyGradeBook teacher accounts can have the same email address. It makes no difference if the teacher accounts are or are not in your group. You can transfer an existing MyGradeBook teacher's account to a different teacher by sending an 'update' record with the same Teacher_DID and a different teacher email address. You will also need to mark the teacher account with the new Teacher_DID. To do this, log in as a Group Manager, click your Licenses Used Report link, and enter the appropriate Teacher_DID for the new teacher.
  • LAST_NAME - This is a required field up to 20 characters long.
  • FIRST_NAME - This is a required field up to 20 characters long.
  • MIDDLE_NAME - This is an optional field up to 20 characters long.
  • MAILING_STREET - This is an optional field up to 30 characters long that defaults to "?".
  • MAILING_CITY - This is an optional field up to 30 characters long that defaults to "?".
  • MAILING_STATE - This is an optional 2 character field that defaults to "?".
  • MAILING_ZIP - This is an optional field up to 10 characters long that defaults to "?".
  • WORK_PHONE - This is an optional field up to 25 characters long.
  • HOME_PHONE - This is an optional field up to 25 characters long.
  • UNLOCK_PASSWORD - This is an optional field up to 20 characters long. This is the teacher's unlock password. If the teacher's account is automatically locked by several straight failed attempts to login, the account is locked for an hour. The teacher can use this password to unlock the account prior to the end of the hour. If you omit this password, MyGradeBook will generate one automatically. This column is not affected by updates.
  • SHOW_NAMES_IN_LIMITED_MODE - This is an optional one character field that defaults to "N". Set to "Y" if you want student names shown in the student/parent viewer. This column is not affected by updates.
  • POLICIES - This is an optional field up to 6,000 characters long. The contents of this field are displayed in the student/parent viewer. You may include HTML. You should always have a space after any "<" symbols that you do not want to be interpreted as an HTML tag. If you use HTML, please be aware that <body>, <form>, <head>, <plaintext>, and <html> tags are automatically converted to their textual representations because they can create problems when you or your students try to view the pages. . This column is not affected by updates.
  • SHOW_EMAIL - This is an optional one character field that defaults to "N". Set to "Y" if you want student and parents to see the teacher's email address when they use the student/parent viewer. This column is not affected by updates.
  • SHOW_RANK - This is an optional one character field that defaults to "N". Set to "Y" if you want student rankings displayed in the student/parent viewer and various teacher reports. This column is not affected by updates.
  • SHOW_STUDENT_V_CLASS - This is an optional one character field that defaults to "N". Set to "Y" if you want the student/parent viewer display a chart showing the students performance versus the class over time. This column is not affected by updates.
  • DISTRICT_NAME - This is an option field up to 50 characters long that can contain your school district name.
  • SCHOOL_NAME - This is an option field up to 50 characters long that can contain your school name.
  • LOW_GRADE_LEVEL - This field is only used by QuizLab.Com. This is an optional number that indicates the lowest grade taught by this teacher and defaults to -1 (preschool). -1 = preschool
    0 = Kindergarten
    1 = grade level one
    2 = grade level two
    .
    .
    .
    12 = grade level twelve
    20 = college
    This column is not affected by updates.
  • HIGH_GRADE_LEVEL - This field is only used by QuizLab.Com. This is an optional number that indicates the lowest grade taught by this teacher and defaults to 20 (college). -1 = preschool
    0 = Kindergarten
    1 = grade level one
    2 = grade level two
    .
    .
    .
    12 = grade level twelve
    20 = college
    This column is not affected by updates.
  • SHOW_PERCENTAGES_IN_STUDENT_VIEWER - This is an optional one character field that defaults to "Y". Set to "N" if you do not want percentages are shown in the student/parent viewer. This column is not affected by updates.
  • SHOW_LOW_SCORES_IN_STUDENT_VIEWER This is an optional one character field that defaults to "Y". Set to "N" if you do not want the low scores report shown in the student/parent viewer. This column is not affected by updates.



Sections (6sections)     back to top
This file is required if you are planning on creating and maintaining class lists for your teachers. This file holds the primary list of classes. It has one line per class, including the TEACHER_DID of the teacher assigned to the class. Since most courses have more than one section, you can have more than one line with the same COURSE_DID, or the same SECTION_CODE - but there can only be one line with a given COURSE_DID and SECTION_CODE combination. For example, you can have several lines with a COURSE_DID of "AmHist", with different sections "1", "2", "3". The Student Schedules file uses the data in this file to identify the classes for each student.

MyGradeBook will automatically generate a unique random "Classword" for each class.

For this file, the ADU code refers to the combination of the COURSE_DID and SECTION_CODE. For example, the line

U,AMHIST,001,2004-01-05,2004-06-20,,,MTWRF,T12345,American History

will only update the information for American History section 001.

6sections FILE FORMAT
  • ADU - This is a required one character field and must contain one of the following values:
    • A - Add the section to your group. When a section is added, the affected teacher sees a new class when they login. If you use an "A" for a COURSE_DID - SECTION_CODE that already exists, it will be teated like a "U".
    • D - "D" physically deletes the section from your group which in turn deletes the class that was being taught by the teacher and all of the scores and grades recorded for that class. You might want to use "D" after the school year has finished and you have saved grades in files that are not part of MyGradeBook.
    • G - This is code is essentially the same as the "U" code described below but it also forces the system to replace the sections grading period definitions with whatever is currently in effect for your group based on the last 3grading_periods file that was uploaded. The updates caused by the 'G' records replace any weights the teachers assigned to the grading periods and eliminate and any custom grading periods the teachers created.

      If you just need to update the text and/or dates of some exisiting grading periods and you do not want to wipe out the teacher defined weights and teacher defined grading periods, you should use the Grading Periods screen to make your changes and then click the "update sections" button.
    • U - Update the section record. When an update is performed, the teacher who has the associated class will see the changes the next time they login.
  • COURSE_DID - This is a required field that can be up to 15 characters long. The combination of COURSE_DID and SECTION_CODE must be unique within your group.
  • SECTION_CODE - This is a required field that can be up to 15 characters long. The combination of COURSE_DID and SECTION_CODE must be unique within your group.
  • START_DATE - This is a required field that must be in ISO standard format (YYYY-MM-DD) or or the format used by the United States of America (MM/DD/YYYY).
  • END_DATE - This is a required field that must be in ISO standard format (YYYY-MM-DD) or or the format used by the United States of America (MM/DD/YYYY).
  • START_TIME - This is an optional field that indicate the time of day the class begins. Use military time. For example, "14:30" for 2:30 PM.
  • END_TIME - This is an optional field that indicate the time of day the class ends. Use military time. For example, "14:30" for 2:30 PM.
  • DAYS_OF_WEEK - This is an optional field up to 60 characters in length that defaults to "Monday,Tuesday,Wednesday,Thursday,Friday" and is used to indicate the days of the week on which the class meets. This field determines the days listed on the class attendance screens. If you use this field, you must give full day names - i.e., one or more of "Monday", "Tuesday", "Wednesday", "Thursday", "Friday", "Saturday", or "Sunday". Other names will be ignored. Block-scheduled districts can allow this field to default to every weekday, and tell teachers to only use the daily attendance screen and avoid the weekly attendance screen.
  • TEACHER_DID - This is a required field up to 15 characters long. The value in this field should correspond to a matching value in the Teachers file. The field is used to indicate which teacher is teaching the class. This field refers to the TEACHER_DID in the TEACHERS file. You can transfer an existing section to a different teacher by sending an 'update' record with the new Teacher_DID.
  • TITLE - This is a required field up to 50 characters in length and represents the title/name of the class.
  • DESCRIPTION - This is an optional field up to 6,000 characters in length. Anything entered in this field is visible in the student/parent viewer. You may include HTML. You should always have a space after any "<" symbols that you do not want to be interpreted as an HTML tag. If you use HTML, please be aware that <body>, <form>, <head>, <plaintext>, and <html> tags are automatically converted to their textual representations because they can create problems when you or your students try to view the pages. .



Student Schedules (7stu_sections)     back to top
This file is required if you are planning on creating and maintaining class lists for your teachers. This file lists the students in each class and (optionally) their dates of enrollment. For this file, the ADU code refers to the combination of STUDENT_DID, COURSE_DID, and SECTION_CODE. That is, a 'D' line will only remove a student from that specific section of that course.

7stu_sections FILE FORMAT
  • ADU - This is a required one character field and must contain one of the following values:
    • A - Add the student to the section. When a student is added to a section, the teacher sees the new student when they login. If you use an "A" for a STUDENT_DID - COURSE_DID - SECTION_CODE that already exists, it will be teated like a "U".
    • D - . **Warning** In general, you will NOT use "D" because using "D" physically deletes the student and all of the attendance, grades, and comments recorded for the student in the class. In most cases, you will use a "U" to just update the students DROP_DATE.
    • U - Updates only affect the enrollment dates and drop dates. The student enrollment dates and drop dates are overwritten with whatever value is in the update record.
  • ENROLLMENT_DATE - This is an optional field. If provided, this field should be in should be in ISO standard date format (YYYY-MM-DD) or the format used by the United States of America (MM/DD/YYYY).
  • DROP_DATE - This is an optional field. If provided, this field should be in should be in ISO standard date format (YYYY-MM-DD) or the format used by the United States of America (MM/DD/YYYY).
  • STUDENT_DID - This is a required field up to 15 characters long. The value in this field should exist in the STUDENT_DID column of the Students file.
  • COURSE_DID This is a required field up to 15 characters long. The combination of this field and the SECTION_CODE field should exist in the Sections file.
  • SECTION_CODE This is a required field up to 15 characters long. The combination of this field and the COURSE_DID field should exist in the Sections file.




















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