This guide will show you how to transfer records to Gradelink. You will need Excel and should be familiar with your school’s records system. Please note that the Premium Record Transfer includes a one-time fee. For more information about this service, please contact your sales representative.
The provided Excel workbook contains multiple sheets dividing records into logical groups. To transfer records into one of the sheets, copy/paste your records into the desired sheet.
(There are more sheets on the Excel document.)
Required Fields (columns):
Each sheet has required fields highlighted in red which must be filled in order to import the selected sheet.
Data Types:
Data type refers to the format of the data in each column. The content saved in each column must match its intended format. For example, a date data type requires a date formatted as mm/dd/yyyy and any other date format, such as “May 20th”, would not be valid. The data type and an example of the data type are provided as a comment on each column name. Mouse over the column heading to view the comment.
Description of each sheet
1. Students
Student demographics and contact information. Parents or Guardians should be listed in on this sheet for efficient access to contact information by other staff. Current active students and alumni can be imported in the same sheet.
2. Student Extended Data
Prerequisite: Students sheet
Additional student records for such items as sacraments, birth place, English fluency and former school.
3. Contacts
Prerequisite: Students sheet
Emergency and non-emergency contacts for the student. Parents or Guardians can be listed here in addition to the Students sheet if you want to include additional information about them but they will be treated as separate, unrelated entries where updating one will have no affect on the other.
4. Transcripts
Prerequisite: Students sheet
Historical grades to be presented on the report card and transcript.
5. Graduation Requirements
Prerequisite: Students sheet
Historical grades to be presented on the report card and transcript.
6. Transcript Tests / Awards
Prerequisite: Students sheet, Transcripts sheet
List awards such as Dean’s list, honor roll, community service hours or SAT scores on the transcript in a separate section titled “Tests” or “Awards”
7. Classes
List awards classes to be taught in the current academic year. This is not a list of classes taught in prior years.
8. Staff
List of staff past and present.
9. Discipline
Prerequisite: Students sheet
List of discipline incidents past and present
10. Immunizations
Prerequisite: Students sheet
List of immunizations for past and present students
11. Medications
Prerequisite: Students sheet
List of medications taken by past and present students
12. Custom Grade Scales
List grade names of the scales you have such as ABCDF or Standards Based or OGSNI etc. This is also very easy to manually enter in Gradelink.
13. Custom Grade Scale Marks
Prerequisite: Custom Grade Scales Sheet
List the marks found within each grade scale, and define the lowest and highest percentage range and GPA value for
each.
Download Sample Spreadsheets
Please download the sample spreadsheets to see the exact fields available in the data transfer.