Import Student Group

You can use the Import Student Group page to create a batch that:

• Imports students to a new group
• Adds, removes, or replaces the student in an existing group

You can: 

• Manually enter or copy and paste in the list of students
• Import students in comma separated value (CSV) format
• Import students using an Excel file

You can import the students using one of these unique identifiers.  

• Student number
• Student ID 
• Social Security Number (SSN) 

For batches that you created to import students into groups, you can use the History to review the status of all the batches , review the results of specific batches, and manage the batches.

Prerequisites

You must have:

• Common - Processes - View authorization

• Contact Manager – Processes – Import Student Group authorization

The student must exist in the Anthology Student database with the unique identifier.

For all file formats, SSNs can be specified with and without dashes.

For CSV and Excel files, the files must: 

• Not be open in another application
• Have a file size no greater than 5 MB

Additional Background and Prerequisites for the File Formats

The table lists the additional requirements for each format. There are examples for all the formats below.

File Format	Requirements
Manual	In the Student Information field, you can specify only the one unique identifier for the student. The unique identifier for the students must either: Start on a new line (line break) Be separated by commas You cannot use both new lines and commas.
CSV	The file must have a .csv extension and be in CSV format. The first row or line must contain headers or labels. (Anthology Student assumes the first row or line is headers or labels and does not process it.) If the unique identifier you want to use is:  Student Number, it must in the first position Student ID, it must be in the second position SSN, is must be in the third position Each student must also be on a separate line.
Excel	The file must have a .xlsx extension. The first row must contain headers. (Anthology Student assumes row 1 is a header row and does not process it.) If the unique identifier is:  Student Number, it must in the first column (column A) Student ID, it must be in the second column (column B) SSN, is must be in the third column (column C)

For CSV and Excel files, Anthology Student processes all of the entries for a position or column and then moves to the next position or column. For example, in a: 

• CSV file, Anthology Student processes position 1 for all students first, then position 2 and 3

• Excel file, Anthology Student processes column A for all students first, then column B and C

If it finds a valid value in the position or column, it imports the student with the corresponding unique identifier.

Anthology Student ignores the values starting in: 

• Position 4 of a CSV file
• Column D of an Excel file

In most cases, you will be importing using one type of unique identifier (such as student number or SSN).

Anthology recommends that you create backups of your original files. Then, delete the positions or columns in the files that you plan to import that might cause a student to be imported using another unique identifier from another student (rare).

For example, if you have a student with a student number in column A, Anthology Student adds the student to the group. If that same student has an invalid or extra value in column B or C that happens to match some other student, that student will also be added even though the student should not be in the group.

Access Methods

Select the Processes tile > locate Contact Manager > select Import Student Group.

Select the Groups tile > select Import Students to Group in the toolbar. (If a group was selected, the group name will be displayed by default with a Type of Existing. You can change the defaults if needed.)

Procedure to Create and Queue the Batch

1. Select the Process tab.

2. If you want to: 

• Import the students into a new group, select New in the Type field

• Add, remove, or replace the students in an existing group, select Existing in the Type field

3. Complete the fields appropriate for the value you selected for Type.

   Type	Values to Specify
   Existing	Action Select Append to add the students in the batch to the list of existing students in the group. Select Remove to remove only the list of students from the group. Select Replace to delete the existing students in the group and replace them with the students in the batch. File Format The format of the file you want to import. The file can be a comma separated value (CSV) file or an Excel file. File Name The name of the file you want to import. Group The descriptive name of the item.
   New	Display as Portal Content This field is used to control whether certain web parts are displayed to students on the Student Portal home page based on their membership in student groups. This functionality is only available when the Portal is configured to use web parts. It is not applicable when the Portal uses the tile-based home page. Expiration Date The date when the item is no longer valid. If you are specifying the value, specify the value in the format MM/DD/YYYY or select the calendar button to select the date. For student groups, the default is configured for the campus by your institution. Group Visibility Specifies who is authorized to view groups. The options are: - Public: Specifies that any staff member who is authorized to view groups can use the group. - Private: Specifies that only the owner of the group and the staff members that the owner grants access can use the group. The staff members must also be authorized to view groups. Group Name The descriptive name of the item. Owner The staff member who adds and owns the group. Public Specifies that any staff member who is authorized to view groups can use the group. or Private Specifies that only the owner of the group and the staff members that the owner grants access can use the group. The staff members must also be authorized to view groups. Staff with Access to Private Group For private groups, specifies the staff members for the campus who can use the group. They can also add or remove students. The staff member that you select must be authorized. Transfer Student Monitoring Group Select the check box to indicate that this is a group used for students to be placed into Transfer Student Monitoring (TSM). Once you have created the group and added the students, the group can be used to create the Batch Inform File that gets exported to NSLDS which places the students in monitoring. While you can use student groups to add students to TSM, they are not required. If you do not want to use groups, you can use filters (such as date ranges and student status filters) to gather the students on the Transfer Student Monitoring Export page instead. The student groups you create for export should not be used for disbursement holds. For additional information, refer to Background for Transfer Student Monitoring. Group Type Specifies the type of group. The options are Manual (M), Frozen (F), Static (S). or Dynamic (D). Dynamic is available if the Allow Dynamic Groups check box was selected when the system was configured. Once you have created or changed a group to manual, you cannot change it back to static, dynamic, or frozen. Once you change it to Manual, the field is disabled. Use for Auto Award COA Specifies whether the group can be used to define the cost of attendance (COA) awarding and disbursement rules for the auto-awarding engine. Use for Auto Award Criteria Specifies whether the group can be used to define awarding and disbursement rules for the auto-awarding engine.

4. Select the appropriate format in the File Format list.

   Action You Want to Take	Value to Select	Additional Actions
   Manually specify or copy and paste a list of students	Manual	In the Student Information field, specify the list of students.
   Select a file that contains the students in CSV format	CSV	Select the Choose File button and select the file in the dialog.
   Select an Excel file that contains the students	Excel

5. Select the Queue Import button.

Anthology Student processes the batch and adds the valid students to the group.

When the batch completes, Anthology Student displays the results on the History tab so that you can verify that the import was successful and that all of the students were imported.

Examples

Procedure to Review Results

1. Select the History tab.

   Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

2. Review the status and values for the batches in the list.

   Action New indicates a new group was created for the imported students. Append indicates the students were added to the list of existing students in the group. Remove indicates only the list of students were removed from the group. Replace indicates that the existing students in the group were deleted and replaced with the students in the batch. Created The date when the item was created. Duration The amount of time it took to process the job or batch. Batch The name or description of the batch.

   Group Name The descriptive name of the item. Started The date and time when the first job within the batch started executing. Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed, some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Submitted By The name of the staff member who submitted the batch for processing.

3. Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.

4. Review the values in the list.

   Exception Message If a student was not imported, the reason why. For example, Anthology Student could not find the unique identifier in the database. Job Result Indicates the processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed. Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

   Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.