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Completing the initial data entry is the most difficult task associated with implementing ANY new database application. Leveraging existing electronic data can save you hours of valuable time and can enhance your overall experience with the software by allowing you to utilize other important features early in the process.
If your data is formatted according to our specification and is stored in the first worksheet of a Microsoft Excel spreadsheet (.xls file), RVS SchoolTools can import lists that correspond to students, student contacts, homerooms, teachers and staff.
The first step in the migration process will be to export the data from your current application. Export to Microsoft Excel (.xls) if possible. If this is not an available file format, then select Comma Separated Values (.csv), a standard file format for exchanging data between applications.
Since Microsoft Excel can read the .csv file type, exporting your data to a .csv file would be an intermediate step toward porting your data into SchoolTools. Once the data is in the .csv format, simply open and manipulate the file using Microsoft Excel. Click here to learn about the CSV Format.
Note: If you are unable to provide the data in this format, RVS can provide custom data migration services for a flat fee of $500 per school. Valid input file formats include:
- Microsoft Access (.mdb)
- Microsoft Excel (.xls)
- Microsoft Works (.wps)
- Comma Separated Values (.csv)
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Import File Layout: EMP.XLS |
Data related to Teachers and Staff is stored in a file named EMP.XLS. The following table shows the column headings for the Employee list. An import file must contain at least four fields (FIRST, LAST, PRINTAS and TEACHER). All other fields are optional and may, therefore, be excluded entirely from the import file. If the columns are included in the import file, empty values will harmlessly be imported into the SchoolTools database.
The columns listed below may be organized in any order, however, great care should be exercised to make sure that the content of each column matches the corresponding column heading.
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Heading
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Field Description
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Required?
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| FIRST |
First Name |
Yes |
| MIDDLE |
Middle Name or Initial |
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| LAST |
Last Name |
Yes |
| PRINTAS |
Formal Salutation (e.g. "Mr. Hooper") |
Yes |
| ADDR1 |
Mailing Address – line 1 |
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| ADDR2 |
Mailing Address – line 2 |
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| CITY |
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| STATE |
Two-letter State Abbreviation (e.g. "PA") |
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| EMAIL |
Email Address |
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| ZIP |
Zip Code |
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| PHONE |
Home Phone Number |
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| CELL |
Cell Phone Number |
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| OTHER |
Other Phone Number |
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| TEACHER |
Enter "T" for Teacher, "F" for all others. |
Yes |
| HOMEROOM |
List each homeroom associated with the teacher (e.g. "302"). Multiple homerooms must be separated by a semicolon (e.g. "302;207"). |
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Import File Examples: EMP.XLS |
  Download Sample EMP File #1
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Figure 1.1 - Sample with all available columns.
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Download Sample EMP File #2
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Figure 1.2 - Sample with misc. columns shown in random order.
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Download Sample EMP File #3
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Figure 1.3 - Sample with required columns only.
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Import File Layout: STUDENTS.XLS |
Data related to Students and Student Contacts is stored in a file named STUDENTS.XLS. The following table shows the column headings for the Student list. An import file must contain at least four fields (FIRST, LAST, GENDER and GRADE). All other fields are optional and may, therefore, be excluded entirely from the import file. If the columns are included in the import file, empty values will harmlessly be imported into the SchoolTools database.
The columns listed below may be organized in any order, however, great care should be exercised to make sure that the content of each column matches the corresponding column heading.
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Heading
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Field Description
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Required?
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| FIRST |
First Name |
Yes |
| MIDDLE |
Middle Name or Initial |
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| LAST |
Last Name |
Yes |
| PRINTAS |
Formal Salutation (e.g. "Mr. Hooper") |
Yes |
| GENDER |
Gender ("M" or "F") |
Yes |
| GRADE |
Current Grade Level
Must be "P", "K" or "1" through "8" |
Yes |
| HOMEROOM |
Homeroom |
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| STUDENTID |
ID Number |
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| BIRTHDATE |
Date of Birth |
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| BUS |
Bus Number |
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| RELIGION |
Religion (default is "Catholic") |
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| PARISH |
Parish |
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| DISTRICT |
Public School District |
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| ETHNICITY |
Race / Ethnicity |
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| FIRST1 |
First Name – Contact 1 |
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| LAST1 |
Last Name – Contact 1 |
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| RELATION1 |
Relationship to Student – Contact 1 |
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| LABELS1 |
Mailing Label Salutation – Contact 1 |
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| DIRECTORY1 |
School Directory Listing – Contact 1 |
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| ADDRESS1 |
Address – Contact 1 |
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| CITY1 |
City – Contact 1 |
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| STATE1 |
State – Contact 1
Two-letter State Abbreviation (e.g. "PA") |
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| ZIP1 |
Zip Code – Contact 1 |
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| EMAIL1 |
Email Address – Contact 1 |
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| PHONE1 |
Home Phone Number – Contact 1 |
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| WORK1 |
Work Phone Number – Contact 1 |
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| CELL1 |
Cell Phone Number – Contact 1 |
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| FIRST2 |
First Name – Contact 2 |
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| LAST2 |
Last Name – Contact 2 |
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| RELATION2 |
Relationship to Student – Contact 2 |
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| LABELS2 |
Mailing Label Salutation – Contact 2 |
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| DIRECTORY2 |
School Directory Listing – Contact 2 |
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| ADDRESS2 |
Address – Contact 2 |
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| CITY2 |
City – Contact 2 |
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| STATE2 |
State – Contact 2
Two-letter State Abbreviation (e.g. "PA") |
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| ZIP2 |
Zip Code – Contact 2 |
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| EMAIL2 |
Email Address – Contact 2 |
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| PHONE2 |
Home Phone Number – Contact 2 |
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| WORK2 |
Work Phone Number – Contact 2 |
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| CELL2 |
Cell Phone Number – Contact 2 |
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Import File Examples: STUDENTS.XLS |
Download Sample STUDENTS File #1
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Figure 2.1 - Sample with all available columns.
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Download Sample STUDENTS File #2
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Figure 2.2 - Sample with misc. columns shown in random order.
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Download Sample STUDENTS File #3
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Figure 2.3 - Sample with required columns only.
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