Tips for SIS export (CatapultConnect and CatapultEMS)

Need to export data from your Human Resources or Student Information System (SIS)?

If you use CatapultConnect and EMS, refer to the document below. If you use CatapultEMS only, see Tips for SIS export (CatapultEMS) for a limited export.

Key points for automation

  • File Transfer: via SFTP

  • Format: .csv

  • Headers: Include headers as the first line of each file. Match the exact order and spelling of the headers listed below.

  • Filename: Match filename exactly.

  • Staff / Student / StaffToStudent files: Send nightly before 11:30 pm PST.

  • Attendance file: Send 15 minutes before attendance alert goes out (CatapultConnect only).

  • SchoolExport: Export one time and share via Google Drive or SFTP folder.

 

Contents

StaffExport.csv*

  • id,school,nameFirst,nameLast,email,mobileNumber,title

    1. id*: Staff ID number from SIS. Can be numerical or alphabetical 

    2. school* (or site): School code from SIS that the staff member works. If multiple schools, the staff member needs separate lines for each school. For example:

      0000001,10,John,Smith,jsmith@example.com,555-555-5555,Teacher
      0000001,20,John,Smith,jsmith@example.com,555-555-5555,Teacher

      Note: If any of the data differs between lines (e.g. id, name, mobileNumber, or title), the import uses data from the first line. 

    3. nameFirst*: First name of staff

    4. nameLast*: Last name of staff

    5. email*: District email of staff

    6. mobileNumber: Staff mobile number, if available. 10 digits. Flexible on parentheses, hyphens and spaces.

    7. title*: Job title for staff (appears as Position/Title in EMS/CONNECT). Any staff member with the title "Teacher" or "Instructor" initially appear in the "Staff" tab in CatapultEMS. All others initially appear in the "Other Staff" tab. A title change does not affect the access level for existing users. (For example, if a user is already under "Other Staff" or "Site Safety Team", changing the title to "Teacher" does not automatically move them to the "Staff" tab). 

Catapult always adds new users and new user locations based on the StaffExport.csv. Catapult can optionally deactivate users and user locations that no appear in the StaffExport.csv. The latter is ideal if your organization has accurate data on which staff belong to each site/school.

StudentExport.csv*

CatapultEMS and Connect both use the first columns (1-12). Only CatapultConnect uses the remaining columns (13-22).

  • id,school,nameFirst,nameLast,mobileNumber,email,contactNamePrimary,contactPhonePrimary,contactEmailPrimary,contactNameSecondary,contactPhoneSecondary,contactEmailSecondary,zipCode,busRoute,grade,lunchBalance,primaryLanguage,primaryZip,primaryPrefferedContactMethod,secondaryLanguage,secondaryZip,secondaryPreferredContactMethod

    1. id*: student ID number from SIS and can be numerical or alphabetical 

    2. school* (or site): school code from SIS

    3. nameFirst*: first name of student

    4. nameLast*: last name of student

    5. mobileNumber: mobile number of student. Important: Only include if students are receiving alerts in contract.

    6. email: email of the student. Important: Only include if students are receiving alerts in contract.

    7. contactNamePrimary (or contactName1): Name of primary contact. If the name includes a comma (e.g. "Smith, John" or "John Smith, Jr.") please add quotes around the name. (Some software does this automatically for CSV files).

    8. contactPhonePrimary (or contactPhone1): Phone number of primary contact, if applicable

    9. contactEmailPrimary (or contactEmail1): Email of primary contact, if applicable
    10. contactNameSecondary (or contactName2): Name of secondary contact, if applicable. If the name includes a comma (e.g. "Smith, John" or "John Smith, Jr.") please add quotes around the name. (Some software does this automatically for CSV files).
    11. contactPhoneSecondary (or contactPhone2); Phone number of secondary contact, if applicable
    12. contactEmailSecondary (or contactEmail2): Email of secondary contact, if applicable
    13. zipCode: student primary zip code
    14. busRoute: if applicable
    15. grade: student grade
    16. lunchBalance: If applicable, a positive or negative a number with two decimal places (e.g. 0.00, 20.75, -11.35). Omit any dollar signs. If not applicable, leave blank.
    17. primaryLanguage (or language1): primary contact preferred language, if applicable. See Supported languages. The "Written" section has the most comprehensive list of accepted language names.
    18. primaryZip (or zip1): primary contact zip code, if applicable
    19. primaryPrefferedContactMethod (or preferredContactMethod1): if applicable
    20. secondaryLanguage (or language2): secondary contact preferred language, if applicable. See Supported languages. The "Written" section has the most comprehensive list of accepted language names.
    21. secondaryZip (or zip2): secondary contact zip code, if applicable
    22. secondaryPreferredContactMethod (or preferredContactMethod2): if applicable

    If your contract includes more than two student contacts, the column names would be contactName3,contactPhone3,contactEmail3,language3,zip3,preferredContactMethod3, with the number increasing to 4, 5, etc.

    StaffToStudentExport.csv*

    Remember to limit this to current classes only.

    PowerSchool users: create AutoSends at the site level (not District Office) or use the Data Export Manager plugin.

    • school,teacher,student,period,name,courseNumber,sectionNumber

      1. school* (or site):  school code from SIS 

      2. teacher* Must match the Staff ID from the StaffExport file.

      3. student* Must match the Student ID from the StudentExport file.

      4. period* Usually a number, but can also be 'homeroom' or '0', if applicable. If a teacher has multiple class rosters (e.g. secondary school) then each class needs a different period.

      5. name* course name

      6. courseNumber: if applicable

      7. sectionNumber: if applicable

    AttendanceExport.csv

    Only CatapultConnect uses AttendanceExport.csv. This feature is optional. Upload 15 minutes before the alert goes out.

    • school,student,period,absenceCode,teacherName,date

      1. school*:  school code from SIS 

      2. student*: ID must match IDs in the ‘student’ column from the StudentExport file.

      3. period*: if applicable, must match a designated period from the StaffToStudentExport file

      4. absenceCode*: these will be designated by the client

      5. teacherName: Can be a full name (e.g. "Bob Smith") or partial name (e.g. "B. Smith").

      6. date(*): Date of absence code, e.g. mm/dd/yyyy. If this column is omitted then it assumes the absence is for the current date. Include this column if at all possible.

    Please filter to the relevant dates only. If your district sends alerts the same day, filter to today's attendance. If your district sends a mix of same-day and next-day alerts, filter to today's and yesterdays attendance.

    LunchBalanceExport.csv (alternative export)

    Usually you would use the lunchbalance column under StudentExport.csv instead of this file. If you need to export your lunch balance as a separate file (because it comes from a different system), CatapultConnect can optionally merge the data after you upload it. This feature is optional.

    • student,school,lunchBalance
      1. student*: Must match the student ID from your student information system (SIS).
      2. school*: School code from SIS.
      3. lunchBalance*: A positive or negative a number with two decimal places (e.g. 0.00, 20.75, -11.35). Omit any dollar signs.

    SchoolExport (Excel or CSV)*

    • Only one-time export for internal use!

    • schoolCode,schoolSiteName,address,phoneNumber,mergeWithSchoolCode

      1. schoolCode: school code from SIS

      2. schoolSiteName: name of school or site

      3. address: address of school or site

      4. phoneNumber: phone number of school or site

      5. mergeWithSchoolCode: Use this to merge schools or sites based on the location. Merged sites function as one site in CatapultEMS/Connect, if applicable.

    * Required for basic setup