Bulk Uploading Student Information

Summary: Summary: This article provides specific details on bulk uploading basic student information using the powerful bulk upload feature.

The Bulk Upload article provides common general instruction on how to bulk upload various information into Grado. The focus here is on the crucial aspects of the CSV template for basic student information. We will explore the required fields, clarify what information is essential, outline validation requirements, and show the correct format for a successful upload.

The bulk upload feature allows users to efficiently upload large amount of basic student information.

Prerequisites

Bulk uploading student information requires at least one degree program existing in the system. For K10, Elementary (elem) and Junior High school (hs) programs already exists in the system.

Bulk Uploading Degree Programs

Please follow the instructions here.

CSV Template Anatomy

Upon opening the CSV template for bulk uploading degree programs, you will see the following headers:

The table below outlines what each header mean as well acceptable values and validations for successful bulk upload of basic student information:

Template Header	Description	Required?	Case-Sensitive?	Acceptable Values	Sample Values
Batch Name	Student batch name.	No.	NO	School batch name	J-2022
Student email	Student's school-provided or personal email address.	Optional depending on school settings. Auto-generated if left blank.	N/A	Student email	juandelacruz@school.edu.ph
Student first name	First name/s.	Yes.	N/A	Student first name	Juan
Student middle name	Middle name or middle initial/s.	No.	N/A	Student middle name	Carlos
Student last name	Last name or surname.	Yes.	N/A	Student last name	Dela Cruz
Student suffix	Name suffixes such as Jr., III etc.	No.	N/A	Student suffix	Jr
Student number	School issues student number.	If left blank, system will auto-generate. See Student Number Generation.	N/A	Student number	2018-00624
LRN	Student Learner Number. Issued to DepEd K12 students.	No.	N/A	Student LRN	108847120106
Educ Program short name	Program shortened name.	Yes,	NO	Degree program short name given on the the schools degree programs	Academic – HUMSS Elem HS
School specialization name	Student's program specialization (e.g. major)	No.	NO	School specialization name	STEM Office Administration
Standing year level	Current study level of the student.	Yes.	NO	["kinder", "-12"] ["grade 1", "grade1", "grade one", "-11"] ["grade 2", "grade2", "grade two", "-10"] ["grade 3", "grade3", "grade three", "-9"] ["grade 4", "grade4", "grade four", "-8"] ["grade 5", "grade5", "grade five", "-7"] ["grade 6", "grade6", "grade six", "-6"] ["grade 7", "grade7", "grade seven", "-5"] ["grade 8", "grade8", "grade eight", "-4"] ["grade 9", "grade9", "grade nine", "-3"] ["grade 10", "grade10", "grade ten", "-2"] ["grade 11", "grade11", "grade eleven", "-1"] ["grade 12", "grade12", "grade twelve", "0"] ["1st year", "1styear", "first year", "1"] ["2nd year", "2ndyear", "second year", "2"] ["3rd year", "3rdyear", "third year", "3"] ["4th year", "4thyear", "fourth year", "4"] ["5th year", "5thyear", "fifth year", "5"] ["6th year", "6thyear", "sixth year", "6"]	Grade 1 Grade 7 Grade 11 Third Year
Standing term	Current term of the student if applicable.	Yes.	NO	["1st", "first", "1"] ["2nd", "second", "2"] ["3rd", "three", "3"] ["year long", "yearlong", "year_long", "long year"] ["summer", "midsem", "summer/midsem", "midsem/summer", "4"]	First Year long
Year of entry	Year the student entered the school.	Yes.	N/A	Four digit year	2018 2014
Year Level on Entry	Student's study level upon school entry.	Yes.	N/A	["kinder", "-12"] ["grade 1", "grade1", "grade one", "-11"] ["grade 2", "grade2", "grade two", "-10"] ["grade 3", "grade3", "grade three", "-9"] ["grade 4", "grade4", "grade four", "-8"] ["grade 5", "grade5", "grade five", "-7"] ["grade 6", "grade6", "grade six", "-6"] ["grade 7", "grade7", "grade seven", "-5"] ["grade 8", "grade8", "grade eight", "-4"] ["grade 9", "grade9", "grade nine", "-3"] ["grade 10", "grade10", "grade ten", "-2"] ["grade 11", "grade11", "grade eleven", "-1"] ["grade 12", "grade12", "grade twelve", "0"] ["1st year", "1styear", "first year", "1"] ["2nd year", "2ndyear", "second year", "2"] ["3rd year", "3rdyear", "third year", "3"] ["4th year", "4thyear", "fourth year", "4"] ["5th year", "5thyear", "fifth year", "5"] ["6th year", "6thyear", "sixth year", "6"]	Grade 1 Grade 7 Grade 11 Third Year
Curriculum Authority Number		No.	YES	Curriculum’s authority number	Acad-HUMSS HS

Double check information to be uploaded. Of particular note is the LRN, which some spreadsheet programs convert to scientific notation. If saved as a CSV file and closed, the format will be retained and cannot be reconverted back to the proper format.