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Bulk Uploading SF1 Records

Use SF1 Bulk Upload to process an official SF1 workbook and create or update the related students, sections, enrollments, and grades in Grado.

Before you begin

  • Open the Admin portal.
  • Confirm that your role has permission to create SF1 bulk uploads.
  • Prepare the official SF1 file in .xls or .xlsx format.
  • Confirm that the workbook contains a valid school year, grade level, and section name.
  • Confirm that the required Grado setup already exists:
    • Degree Programs
    • Curriculums
    • Subjects
    • Requirements
  • Review the workbook for the correct school, grade level, section, learner names, and LRNs.

Caution: An SF1 upload can create students, sections, enrollments, classes, and grades. Review the source workbook and target school before uploading.

Note: Despite the shared file-field name used by the Bulk Uploads screen, SF1 accepts Excel workbooks only. CSV files are not accepted.

Upload an SF1 workbook

  1. Open Bulk Uploads in the Admin portal.
  2. Find SF1 Bulk Upload under the student-related modules.
  3. Select Choose file.
  4. Select the .xls or .xlsx SF1 workbook.
  5. Select Upload.
  6. Wait for the upload to be accepted.

When the file is accepted, Grado displays:

SF1 file uploaded. Processing will begin shortly.

You are then taken to the upload details page.

Monitor the upload

On the upload details page:

  1. Review the displayed status and progress.
  2. Review processed entries and any errors.
  3. Wait until processing completes before checking the created records.
  4. Use History to reopen the upload later.

If an upload remains unprocessed and there is no earlier unprocessed upload blocking it, Re-run may be available.

Caution: Do not re-upload the same workbook merely because processing is still queued. Check the upload status first.

What the upload processes

Using the school year, grade level, section, and learner rows in the workbook, the process can:

  • find or create the academic year;
  • find the matching degree program;
  • find or create the section;
  • assign an adviser when a matching adviser is available;
  • find students by LRN or, when needed, by full name;
  • create new students;
  • update student profiles;
  • enlist students in the section and generated classes;
  • mark the enrollment as enrolled; and
  • create or update grades from the imported data.

If the upload generates classes for a new section, class names follow the school's configured course-name pattern. Empanada v11.7.0 restores that behavior.

Note: Repeated source data may be recognized as already enlisted instead of creating the same enrollment again. Always review the details and resulting records.

Confirm the result

After processing completes:

  1. Open the section for the imported school year and grade level.
  2. Confirm the section name and adviser.
  3. Review the student list.
  4. Check a sample of LRNs and profile information against the workbook.
  5. Confirm that students are enrolled in the expected classes.
  6. Review a sample of imported grades.
  7. Confirm that generated class names follow the school's expected pattern.

Troubleshooting

The upload asks you to select a file

No file was submitted. Select the SF1 workbook, then select Upload again.

The file type is rejected

The SF1 module accepts only .xls and .xlsx. The system displays:

SF1 upload only accepts .xls or .xlsx files

Save or obtain the official workbook in an accepted Excel format.

School Year not found in SF1 file

Confirm that the workbook uses the expected SF1 structure and contains a readable school year. Do not rename or rearrange template fields unless instructed.

Grade Level not found or invalid in SF1 file

Confirm that the grade level is present and valid in the workbook. Also confirm that the corresponding Degree Program exists in Grado.

Section Name not found in SF1 file

Confirm that the section name is present in the expected SF1 location.

SF1 Bulk Upload is not displayed

Ask an administrator to verify:

  • your sf1_bulk_uploads:create permission;
  • access to the Bulk Uploads feature; and
  • whether the feature is enabled for the school.

The upload is unprocessed

Check whether an earlier upload is still queued. Use Re-run only when it is displayed for the upload. If the item remains unprocessed, record the upload ID, school, time, and status for Support.

A student was matched incorrectly

Stop further uploads for the workbook. Collect the source row, LRN, learner name, matched student, expected student, upload ID, and school for Support.

A generated class name is unexpected

Confirm the section name, subject name or short name, and the school's expected naming convention. Escalate with the upload ID and resulting class name if the configured pattern was not applied.

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