Overview
This guide should be used to create your CSV files for new Cloud Connect implementations. It may be useful in other scenarios, however the SIS Import Definitions is the source of truth for data feed import guidelines. This explains the CSV file requirements for import and for SS&E usage, along with required format, valid values, references, associations, and descriptions.
Important Notes
Dates
Dates must be formatted as date and time with offset in order to import properly. Acceptable examples (EST):
- "2027-01-01T00:00:00-05:00"
- "2027-01-01T00:00:00-05"
- "2027-01-01T05:00:00+0000"
- "2027-01-01T05:00:00.000Z"
SFTP Frequency
During implementation, send all files at least daily. After implementation, you may choose to limit to listed frequency.
Implementation Feeds
Specific data is required or recommended in implementation, but not all feeds and fields are included. If your campus has specific data needs or key data points not represented here, please talk to your Technical Consultant about how to add that data.
CSV Files vs. Data Feeds
The data in your csv files will be used to create the SS&E data feeds. Some files may be used in multiple feeds, and some feeds may be comprised of multiple files. You only need to provide the CSV files below, not the feeds.
Priority 1 CSV Files
- academicCalendar
- course
- courseSection
- person
- transcript
- transcriptCourse
- transcriptCourseTransfer
Priority 1 Feed List
For reference only
- academicCalendar
- course
- courseSection
- department
- person
- transcript
- transcriptCourse
CSV Requirements
academicCalendar
File: academicCalendar/academic_calendar.csv
Description: The academicCalendar feed includes terms/semesters at the institution. You may also include sub-terms if they are used for course sections.
Feeds: academicCalendar
SFTP Frequency: monthly/quarterly
| Position | Column Name | Required for Import | Required for System Use | Format, Valid Values, Associations, References | Description |
| 0 | id | Y | Y | ID referenced in: courseSection, degreeProgram, personApplication | Unique identifier for each term/semester record. |
| 1 | academicYear | Y | Y | Format: 4 digits, YYYY | The starting academic year for the calendar entry. |
| 2 | startDate | Y | Y | Format: Date and Time with Offset. See Dates. | The official calendar start date. |
| 3 | endDate | Y | Y | Format: Date and Time with Offset. See Dates. | The official calendar end date. |
| 4 | academicTerm | Y | Y | Valid values: FALL, WINTER, SPRING, SUMMER, OTHER, TRANSFER | Specific term type, such as FALL or SPRING. |
| 5 | name | N | Y | The user-friendly name of the calendar entry. |
Recommendations
- You may include sub-terms if they are used for course sections.
- It is OK to have multiple records with the same academicTerm in the same academic year.
- The name may include a different year than the academicYear, for example: Spring Semester 2026 may be in academicYear 2025.
- Be sure to include subterms with their unique start and end dates. Ex: Summer I, Summer II.
course
File: course/course.csv
Description: The course feed contains information on institutional course offerings, typically from the course catalog.
Feeds: course, department
SFTP Frequency: monthly/quarterly
| Position | Column Name | Required for Import | Required for System Use | Format, Valid Values, Associations, References | Description |
| 0 | id | Y | Y | ID referenced in: courseSection, transcriptCourseTransfer | Unique identifier for each course record. |
| 1 | departmentId | Y | Y | Format: Max length: 10 characters. | The ID for the associated academic department. Ex: MTH, BUS, BIO. Id and name must match 1:1. |
| 2 | departmentName | Y | Y | The name of the academic department. Ex: Math, Business, Biology. Id and name must match 1:1. | |
| 3 | name | Y | Y | The name of the course. | |
| 4 | creditValue | Y | Y | Format: whole or decimal number. | The credit value assigned to the course. |
| 5 | description | N | N | A detailed description of the course content, typically from the course catalog. | |
| 6 | code | Y | Y | Format: Max length: 20 characters. | The code used to identify the course. Ex: MTH-111, BUS-121, BIO-101 |
| 7 | effectiveDate | Y | Y | Format: Date and Time with Offset. See Dates. | The date the course was first active at the institution. |
| 8 | expirationDate | N | N | Format: Date and Time with Offset. See Dates. | The date the course expires or becomes inactive. |
| 9 | developmental | Y | Y | Valid values: true, false | Indicates if the course is developmental or under 100-level. |
Recommendations
- Departments should be academic departments, and should not include administrative departments.
- The generic course information including credits, descriptions, etc. As a course changes over time - name, description, credits - a new course record would be created. This allows course sections to be associated with a specific version of the course.
- Consider filtering out continuing education/non credit courses if your team will not be using them.
courseSection
File: courseSection/course_section.csv
Description: The course section is the individual section that a student will enroll in.
Feeds: courseSection
SFTP Frequency: weekly
| Position | Column Name | Required for Import | Required for System Use | Format, Valid Values, Associations, References | Description |
| 0 | id | Y | Y | ID referenced in: courseSectionScheduleElement, transcriptCourse | Unique identifier for each course section record. |
| 1 | section | Y | Y | Format: Max length: 10 characters. | The specific section number or identifier. |
| 2 | startDate | N | Y | Format: Date and Time with Offset. See Dates. | The start date for the course section. |
| 3 | endDate | N | Y | Format: Date and Time with Offset. See Dates. | The end date for the course section. |
| 4 | online | Y | Y | Valid values: true, false | Indicates if the section has an online component. This should include online, hybrid, and blended sections. Some features apply only to sections marked online. |
| 5 | distance | Y | Y | Valid values: true, false | Indicates if this is a distance learning section. This should be true for sections that are conducted entirely online only. |
| 6 | courseId | Y | Y | Must match: course.id | The ID for the associated course. |
| 7 | academicCalendarId | Y | Y | Must match: academicCalendar.id | The ID for the associated academic calendar. |
| 8 | instructorPersonId | N | Y | Must match: person.id | The person ID of the instructor. |
| 9 | selfPaced | Y | Y | Valid values: true, false | Indicates if the course section is self-paced. |
| 10 | locationId | N | N | Must match: location.id | The ID for the section location. Only include if using the location feed for multiple campus locations. |
| 11 | status | Y | Y | Valid values: ACTIVE, CANCELLED | The status of the course section. |
| 12 | censusDate | N | N | Format: Date and Time with Offset. See Dates. | The census date for the course section. |
| 13 | withdrawByDate | N | N | Format: Date and Time with Offset. See Dates. | The last day to withdraw from the course section. |
Recommendations
- Each course section will be associated with a specific course and term.
- Consider filtering out continuing education/non credit sections if your team will not be using them.
- Let your Technical Consultant know if you have transfer credit associated with actual course sections in your SIS (as opposed to generic courses).
person
File: person/person.csv
Description: The person feed contains demographic and profile information for students, staff, faculty, and advisors.
Feeds: person
SFTP Frequency: daily
| Position | Column Name | Required for Import | Required for System Use | Format, Valid Values, Associations, References | Description |
| 0 | id | Y | Y |
ID referenced in: courseSection, courseSectionScheduleElement, note, person, personAddress, personApplication, personDegreeProgram, personFafsa, personFinancialAid, personFinancialAidAward, personHighSchool, personHold, personLocation, personPhone, personStudentType, personTag, subscription, testScore, transcript, transcriptDegree Must match: project team import person IDs |
Unique identifier for each person record. Important: confirm that your Project Team Import list includes this ID. If it does not, reach out to your Technical Consultant or implementation team. |
| 1 | username | N | Y | Username that the person logs in with. This could be an email address or institutional username. Username and/or emailAddress are used by the SSO integration to identify and authenticate a user. A user must have one or the other in order to login. |
|
| 2 | firstName | Y | Y | Format: Max length: 50 characters. | The first name of the individual. |
| 3 | middleName | N | N | Format: Max length: 50 characters. | The middle name of the individual. |
| 4 | lastName | Y | Y | Format: Max length: 50 characters. | The last name of the individual. |
| 5 | nickname | N | N | Format: Max length: 50 characters. | The nickname of the individual. This displays in parentheses in the student's name. Ex: "Jonathan (Jon) Student" |
| 6 | gender | N | N | Valid values: M, F, U | The gender of the individual. |
| 7 | birthDate | N | N | Format: Date and Time with Offset. See Dates. | Recommended for Students only. Do not include for users who only have roles like Faculty and Staff. The birth date of the individual. |
| 8 | emailAddress | N | Y | Format: valid email format: xxx@xxx.edu | The primary institutional email address. This should be the email address your institution provides to the user. Username and/or emailAddress are used by the SSO integration to identify and authenticate a user. A user must have one or the other in order to login. EmailAddress may also be used to match the user in your LMS. |
| 9 | enabled | Y | Y | Valid values: true, false | Indicates if the person record is active. Only active users can log in. |
| 10 | role | N | Y | Valid values: ROLE_STUDENT, ROLE_FACULTY, ROLE_STAFF, ROLE_ADVISOR, ROLE_SUCCESS_COACH | The security role assigned to the individual in SS&E. Security roles control user permissions. Additional roles may be imported as needed, or assigned manually in SS&E. The role field must match the Source System Id of a role in SS&E. To import multiple roles for a person, separate with "::". Ex: "ROLE_STUDENT::ROLE_FACULTY". |
| 11 | institutionPersonId | Y | Y | The student ID/employee ID. This can be the same as the person.id field or different (if a database ID is used). This ID is displayed to users on the student profile. | |
| 12 | advisorId | N | N | Must match: person.id | The ID of the assigned primary advisor. |
| 13 | balanceDue | Y | Y | Format: whole or decimal number without comma separator | The current financial balance due for the person. Use “0.0”. Negative numbers use “-”. Ex: “-100” |
| 14 | coachId | N | N | Must match: person.id | The ID of the assigned success coach. |
| 15 | locationId | N | N | Must match: location.id | The ID for the person's primary campus. Only include if using the location feed to track student primary campuses. |
| 16 | ethnicityId | N | N | Valid values: HISPANIC, NON_HISPANIC | Recommended for Students only. Do not include for users who only have roles like Faculty and Staff. |
| 17 | raceId | N | N | Valid values: AMERICAN_INDIAN_ALASKA_NATIVE, ASIAN, BLACK_AFRICAN_AMERICAN, NATIVE_HAWAIIAN_OTHER_PACIFIC_ISLANDER, WHITE. | Recommended for Students only. Do not include for users who only have roles like Faculty and Staff. Only one value can be included. |
| 18 | secondaryEmailAddress | N | N | Format: valid email format: xxx@xxx.xxx | Recommended for Students only. Do not include for users who only have roles like Faculty and Staff. An alternate/personal email address for the individual. |
| 19 | veteran | N | N | Valid values: true, false | Recommended for Students only. Do not include for users who only have roles like Faculty and Staff. Indicates whether the individual is a veteran. |
| 20 | firstGeneration | N | N | Valid values: true, false | Recommended for Students only. Do not include for users who only have roles like Faculty and Staff. Indicates if the individual is a first-generation college student. |
Recommendations
- All users who will need to log into SS&E must have a person record.
- Include any person who has been an active student in the last 2 years. See Data Feed Guide: Populations for details on who should be included in the person file.
- On the Person data feed, these fields are not recommended for users who have roles like Faculty and Staff: gender, birthdate, raceId, ethnicityId, balanceDue, secondaryEmailAddress, veteran, firstGeneration.
- All other person-related feeds, such as Person Address and Transcript, are based on users provided in this file.
- See Data Feed Guide: Roles for how to assign roles.
- See Data Feed Guide: Advisor Assignments for how to assign advisors and success coaches.
transcript
File: transcript/transcript.csv
Description: The transcript feed includes the student’s GPA, credit hours, and other general transcript information. This information is listed on the student profile and can be used for filtering, alerts, and Predict.
Feeds: transcript
SFTP Frequency: daily
| Position | Column Name | Required for Import | Required for System Use | Format, Valid Values, Associations, References | Description |
| 0 | id | Y | Y |
ID referenced in: transcriptCourse, transcriptCourseTransfer Must match: person.id |
Unique identifier for each transcript record. Should usually match the person.id as there can only be one transcript per person. |
| 1 | cumulativeGpa | N | Y | Format: whole or decimal number. | The student’s overall cumulative GPA. |
| 2 | cumulativeGpaCredits | N | Y | Format: whole or decimal number. | The student's overall cumulative credits earned that apply to the GPA. |
| 3 | primaryMajorGpa | N | N | Format: whole or decimal number. | The GPA for the student's primary major/program of study. |
| 4 | personId | Y | Y | Must match: person.id | The person ID associated with the transcript. |
| 5 | highSchoolGpa | N | N | Format: whole or decimal number. | This is typically used for Nursing, Pre-Health, and other programs that require a high school GPA. |
| 6 | cumulativeCreditHoursEarned | N | Y | Format: whole or decimal number. | Total cumulative credit hours earned by the student, including credits that don’t count towards the GPA. |
| 7 | primaryMajorCreditHoursEarned | N | N | Format: whole or decimal number. | Credit hours earned within the primary major/program of study. |
| 8 | primaryMajorId | N | N | Must match: major.id | The ID of the student's primary major. Only use if majors are different from programs and importing major feed (uncommon). Note: This can be left blank until you have built the major feed. |
| 9 | anticipatedGraduationDate | N | N | Format: Date and Time with Offset. See Dates. | The expected graduation date for the student. |
Recommendations
- SS&E supports only one transcript per person, so for students with multiple transcripts (like UG and Grad), one will need to be chosen.
transcriptCourse
File: transcriptCourse/transcript_course.csv
Description: Transcript Course records are the relationship between a specific Course Section and Transcript (student), also known as the course registration or enrollment.
Feeds: transcriptCourse
SFTP Frequency: daily
| Position | Column Name | Required for Import | Required for System Use | Format, Valid Values, Associations, References | Description |
| 0 | id | Y | Y | ID referenced in: transcriptCourseAttendance | Unique identifier for each transcript course record. |
| 1 | creditAttempted | Y | Y | Format: whole or decimal number. | The number of credits attempted for the course. |
| 2 | creditEarned | Y | Y | Format: whole or decimal number. | The number of credits earned for the course. |
| 3 | midtermGrade | N | N | The midterm grade recorded for the student. | |
| 4 | finalGrade | N | N | The final grade recorded for the student. | |
| 5 | courseSectionId | Y | Y | Must match: courseSection.id | The ID of the associated course section. |
| 6 | transcriptId | Y | Y | Must match: transcript.id | The ID of the associated student transcript. |
| 7 | transcriptCourseStatusId | Y | Y | Valid values: REGISTERED, DROPPED, WAITLISTED, DELETED, CANCELLED, WITHDRAW-IN-PROGRESS, WITHDRAWN, UNKNOWN | The status of the registration/enrollment record. |
| 8 | registeredDate | N | N | Format: Date and Time with Offset. See Dates. | The date the student registered for the course. |
| 9 | droppedDate | N | N | Format: Date and Time with Offset. See Dates. | The date the student dropped the course. |
| 10 | qualityPointsEarned | N | N | Format: whole or decimal number. | Total quality points earned for the course. |
| 11 | overrideCourseName | N | N | An optional override name for the course. Use if the student’s specific/custom course differs from what is represented through the association with courseSection > course.name |
Recommendations
- Include a student’s course enrollments, including current, past, and future registrations and dropped coursework.
- These enrollments will build out the student’s full transcript in SS&E.
- Transcript Course records with Registered, Withdraw-In-Progress, Withdrawn, Unknown registration statuses (transcriptCourseStatusId) are used in Predict. The others are not but may be helpful to student success teams.
- Transfer credits will be handled in a separate file because SSE requires a courseSection to be associated with transfer credits. See the transcriptCourseTransfer section below for more details.
- See Data Feed Guide: Transcript and Enrollments for more information.
transcriptCourseTransfer
File: transcriptCourseTransfer/transcript_course_transfer.csv
Description: The transcriptCourseTransfer feed captures details of transferred academic credits.
Feeds: transcriptCourse, courseSection
SFTP Frequency: daily
| Position | Column Name | Required for Import | Required for System Use | Format, Valid Values, Associations, References | Description |
| 0 | id | Y | Y | Unique identifier for each transcript course record. This could be similar to the ID value you are using for transcriptCourse. | |
| 1 | transcriptId | Y | Y | Must match: transcript.id | The ID of the transcript this record should be associated with. This should be the same as an id value from the transcript feed, which is likely the same as the id value from the person feed. |
| 2 | courseId | Y | Y | Must match: course.id | An ID from the course feed that reflects the course that the transferred credit is associated with. |
| 3 | courseName | N | N | The name of the transfer course. This can be the course name from the external institution (if available), or the associated transfer course name. | |
| 4 | grade | N | N | Letter grade received for the transfer credit | |
| 5 | credits | Y | Y | The number of credit hours the student received for the transfer credit | |
| 6 | transcriptDate | N | N | Format: Date and Time with Offset. See Dates. | The date the credit was taken at the external institution if this information is available. (If this information is not available this can be blank or if it is not available for any records it can be excluded from the feed.) |
| 7 | transferDate | N | N | Format: Date and Time with Offset. See Dates. | The date or term start date the credit was recorded (if this information is available). |
| 8 | status | Y | Y | Valid values: REGISTERED, DROPPED, WAITLISTED, DELETED, CANCELLED, WITHDRAW-IN-PROGRESS, WITHDRAWN, UNKNOWN | Some institutions enter all transfer credits, even those that are dropped or withdrawn. This field should indicate if the credit was completed, withdrawn or dropped. If you are only sending completed transfer credits this field would be marked completed for all records. |
Recommendations
- See Data Feed Guide: Transcript and Enrollments for more information.