This article will introduce you to the Bulk Student Upload & Update Tool, which allows admin users to create new student users or update existing student users in bulk. This article includes basic step-by-step instructions, an in-depth training video, an FAQ section, a list of error types that may be returned, and a detailed explanation of the basic field inputs to be used. 



To ensure data quality on your platform, please review this article in full and watch the introductory video before utilizing the Bulk Student Upload Tool.




Step-by-step Instructions (Add New Students):

Please Note - The bulk student upload tool must be enabled by your account manager. Please contact support@12twenty.com if you would like the tool enabled.

  1. Select the "Gear" Icon > Manage Users
  2. Select "Bulk Student Upload"
  3. Select "Download CSV Template" to download the student template.
  4. Add your data into the template, making sure to leave the column headers unchanged. Please refer to the "Student Upload Template Field Types & Information" table below for detailed information on each field and its required format.
  5. Save the template file. Be sure to keep the "CSV" file format.
  6. Upload the document by selecting "+ New Upload" on the bulk student upload page, then select "Add New" for upload method.
  7. The upload will be added to the list of data uploads, and the status will be listed in the "Status" column. Navigate to the upload detail page by selecting the "date and time" link in the "Created" column, where detailed information about the upload can be found.  If status shows "Pending" or "Invalid" please look into the upload details to view if any errors were detected.


Step-by-step Instructions (Update Existing Students):

  1. Select the "Gear" Icon > Manage Users
  2. Select "Bulk Student Upload"
  3. Select "Download CSV Template" to download the student template.
  4. Add your data into the template, making sure to leave the column headers unchanged. The unique identifier used by the bulk update tool is "Email Address." This, along with the fields that you would like to update or add data to, are the only columns that need to be completed.
  5. Save the template file. Be sure to keep the "CSV" file format.
  6. Upload the document by selecting "+ New Upload" on the bulk student upload page, then select "Update Existing" for upload method.
  7. The upload will be added to the list of data uploads, and the status will be listed in the "Status" column. Navigate to the upload detail page by selecting the date and time in the "Created" column, where detailed information about the upload can be found.



Training Video (Add New Students):




Training Video (Update Existing Students):





FAQs:

  • Is there a limit to the number of students we can update/upload at one time?
    • Yes, the number of records that can be uploaded in a single upload is 5,000.
  • Does the student upload tool support custom fields?
    • Yes. The custom fields will appear at the end of the template in the format of "customattr_XXX/NAME OF CUSTOM FIELD." The input and picklists will vary, so please check your site for more information.
  • Can I leave columns in the template without any data, or do I have to delete empty columns from the template before uploading?
    • Columns can be left in the template without any data. They do not need to be deleted before uploading.
  • Which file types are accepted by the upload tool?
    • .CSV file format only.
  • I am getting an error that my picklist option does not exist, what do I do?
    • The picklist option will need to be added to the picklist before uploading. For more information on picklists, please see this article. See "Error Type 2" notes below in the "Error Types" section for information on the error.
  • HELP!!! I uploaded the wrong students or need to delete the students I just uploaded and start over, what do I do?
    • Please refer to the "Deleting Multiple Student Users" section of the following article. You can delete up to 500 users in bulk at a time via the Student Directory.
  • What is a "partial" upload status?
    • This means that all of the data is correct (no errors with any values in the fields), and users were uploaded, however there were one or more students that could not be uploaded because the student already exists on the platform. For example, if you upload 100 students, and 10 of the students already exist on the platform, you will receive a "Partial" upload status, with 90 being uploaded and 10 being omitted. Check the detail page of the upload for more information.
  • Which field is used as the unique identifier when updating students in bulk
    • Email Address



Error Types:

  • Error Type 1 - ST001: The email address you have specified already exists
    • A student with this email address already exists on the platform. Student accounts cannot have the same email address.
  • Error Type 2 - ST002: The unique id you have specified already exists
    • A student with this unique ID already exists on the platform. Student accounts cannot have the same unique ID.
  • Error Type 3 - ST003: An email address must be specified for a student
    • "Email address" is a required field for the bulk student upload tool
  • Error Type 4 - ST005: The last name must contain at least one alphanumeric character
    • "Last name" is a required field for the bulk student upload tool
  • Error Type 5 - ST011: Active is a required field
    • "is_enrolled/Active" is a required field for the bulk student upload tool. Default is "Yes."
  • Error Type 6 - Email Address is not valid
    • Email address must be in "email@address.com" format
  • Error Type 7 - "Missing or Invalid Program"
    • The program listed in the "program/Program" column is either an invalid picklist option or is missing from the upload.
  • Error Type 8 - "NAME OF ATTRIBUTE: Picklist option 'EXAMPLE' does not exist for picklist 'NAME OF PICKLIST'.
    • This error means that an invalid picklist option was input into the template. For example, if you input "Special work auth" into the "consolidated_work_authorization/Work Authorization (Consolidated)" column for a student, you would see the following error as there are only 2 options supported for this field, "Permanent Work Authorization" and "Non-Permanent Work Authorization"
      • Error Example - Work Authorization (Consolidated): Picklist option 'EXAMPLE' does not exist for picklist 'Work Authorization (Consolidated)'

Student Upload Template Field Types & Information:

ColumnRequired?Field TypeSample InputNotes
first_name/First NameNoPlain TextJohnny
middle_name/Middle NameNoPlain TextApple
last_name/Last NameYesPlain TextSmith
email_address/Email AddressYesEmail Addressjohnny.smith@school.edu
unique_id/Unique IdNoPlain Text (no spaces)938758
graduation_year/MBA Graduation YearYesNumber2019
graduation_term/Graduation TermYesPlain TextSping 2019Must include both the "Term" and the calendar year of the graduation date. For example, for the "Winter" term in the class of 2019, with graduation date of "12/1/2018," the graduation term is "Spring 2018."
is_enrolled/ActiveYesPlain Text (Radio Button)YesAlways set this value to "Yes"
program/ProgramYesPlain Text (Picklist)"FTMBA" "JD" or "Centralized"Undergraduate/graduate career centers must specify "Centralized" in this field
degree_level/Degree LevelYes (Centralized Only)Plain Text (Picklist)BachelorsFor centralized customers only. Not applicable to law or business schools.
college_1/College/School 1Yes (Centralized Only)Plain Text (Picklist)BachelorsFor centralized customers only. Not applicable to law or business schools.
college_2/College/School 2Yes (Centralized Only)Plain Text (Picklist)BachelorsFor centralized customers only. Not applicable to law or business schools.
college_3/College/School 3Yes (Centralized Only)Plain Text (Picklist)BachelorsFor centralized customers only. Not applicable to law or business schools.
consolidated_undergrad_major_1/Undergraduate Major - Consolidated 1No (Centralized Only)Plain Text (Picklist)BusinessFor centralized customers only. Not applicable to law or business schools.
Options are Business, Technical or Other
consolidated_undergrad_major_2/Undergraduate Major - Consolidated 2No (Centralized Only)Plain Text (Picklist)BusinessFor centralized customers only. Not applicable to law or business schools.
Options are Business, Technical or Other
consolidated_undergrad_major_3/Undergraduate Major - Consolidated 3No (Centralized Only)Plain Text (Picklist)BusinessFor centralized customers only. Not applicable to law or business schools.
Options are Business, Technical or Other
consolidated_undergrad_major_4/Undergraduate Major - Consolidated 4No (Centralized Only)Plain Text (Picklist)BusinessFor centralized customers only. Not applicable to law or business schools.
Options are Business, Technical or Other
consolidated_undergrad_major_5/Undergraduate Major - Consolidated 5No (Centralized Only)Plain Text (Picklist)BusinessFor centralized customers only. Not applicable to law or business schools.
Options are Business, Technical or Other
undergrad_major_1/Major/Academic Program 1No (Centralized Only)Plain Text (Picklist)HistoryFor centralized customers only. Not applicable to law or business schools.
undergrad_major_2/Major/Academic Program 2No (Centralized Only)Plain Text (Picklist)HistoryFor centralized customers only. Not applicable to law or business schools.
undergrad_major_3/Major/Academic Program 3No (Centralized Only)Plain Text (Picklist)HistoryFor centralized customers only. Not applicable to law or business schools.
undergrad_major_4/Major/Academic Program 4No (Centralized Only)Plain Text (Picklist)HistoryFor centralized customers only. Not applicable to law or business schools.
undergrad_major_5/Major/Academic Program 5No (Centralized Only)Plain Text (Picklist)HistoryFor centralized customers only. Not applicable to law or business schools.
undergrad_minor_1/Undergraduate Minor 1No (Centralized Only)Plain Text (Picklist)CommunicationsFor centralized customers only. Not applicable to law or business schools.
undergrad_minor_2/Undergraduate Minor 2No (Centralized Only)Plain Text (Picklist)CommunicationsFor centralized customers only. Not applicable to law or business schools.
undergrad_minor_3/Undergraduate Minor 3No (Centralized Only)Plain Text (Picklist)CommunicationsFor centralized customers only. Not applicable to law or business schools.
undergrad_minor_4/Undergraduate Minor 4No (Centralized Only)Plain Text (Picklist)CommunicationsFor centralized customers only. Not applicable to law or business schools.
undergrad_minor_5/Undergraduate Minor 5No (Centralized Only)Plain Text (Picklist)CommunicationsFor centralized customers only. Not applicable to law or business schools.
degree_1/Degree 1No (Centralized Only)Plain Text (Picklist)BAFor centralized customers only. Not applicable to law or business schools.
degree_2/Degree 2No (Centralized Only)Plain Text (Picklist)BAFor centralized customers only. Not applicable to law or business schools.
degree_3/Degree 3No (Centralized Only)Plain Text (Picklist)BAFor centralized customers only. Not applicable to law or business schools.
academic_track/Academic TrackNoPlain Text (Picklist)Section 1
assigned_advisor_1/Assigned Adviser 1NoPlain Text (Picklist)Susan HarrisSpecify the name of the adviser only, no email address
assigned_advisor_2/Assigned Adviser 2NoPlain Text (Picklist)Susan HarrisSpecify the name of the adviser only, no email address
assigned_advisor_3/Assigned Adviser 3NoPlain Text (Picklist)Susan HarrisSpecify the name of the adviser only, no email address
assigned_advisor_4/Assigned Adviser 4NoPlain Text (Picklist)Susan HarrisSpecify the name of the adviser only, no email address
assigned_advisor_5/Assigned Adviser 5NoPlain Text (Picklist)Susan HarrisSpecify the name of the adviser only, no email address
consolidated_work_authorization/Work Authorization (Consolidated)NoPlain Text (Picklist)Permanent Work AuthorizationOptions are "Permananet Work Authorization" or "Non-Permanent Work Authorization"
consolidated_years_experience/Years Experience (Consolidated)NoPlain Text (Picklist)One year or lessOptions are:
1) One year or less
2) More than one year, up to three years
3) More than three years, up to five years
4) More than five years
country_of_citizenship/Country of CitizenshipNoPlain Text (Picklist)United States (USA)
date_of_birth/Date of BirthNoPlain Text (Date)9/3/1982
gender/GenderNoPlain Text (Picklist)Female
gmat_score/GMAT ScoreNoPlain Text (Number700
gpa/MBA GPANoPlain Text (Number3.6
include_in_resume_book/Opt In for Candidate SearchNoPlain Text (Radio Button)Yes
joint_degree/Joint DegreeNoPlain Text (Radio Button)YesOnly used if enabled for your site instance. To view this field, go to a student profile > Background > edit "Education" information
joint_degree_type/Joint Degree TypeNoPlain Text (Picklist)MBA/MDOnly used if enabled for your site instance. To view this field, go to a student profile > Background tab > edit "Education" information
languages_spoken_1/Language(s) Spoken 1NoPlain Text (Picklist)SpanishSee site for picklist options. To view this field, go to a student profile > Background tab > edit Background information
languages_spoken_2/Language(s) Spoken 2NoPlain Text (Picklist)SpanishSee site for picklist options. To view this field, go to a student profile > Background tab > edit Background information
languages_spoken_3/Language(s) Spoken 3NoPlain Text (Picklist)SpanishSee site for picklist options. To view this field, go to a student profile > Background tab > edit Background information
linked_in_profile_url/LinkedIn URLNoPlain Texthttps://www.linkedin.com/johnnysmith
mba_concentration_1/MBA Concentration 1NoPlain Text (Picklist)ConsultingOnly used if enabled for your site instance. To view this field, go to a student profile > Background tab > edit "Education" information
mba_concentration_2/MBA Concentration 2NoPlain Text (Picklist)ConsultingOnly used if enabled for your site instance. To view this field, go to a student profile > Background tab > edit "Education" information
preferred_city_1/Desired City 1NoPlain Text (City - ST abrv.)Los Angeles - CAMust use "City" + State Abreviation format
preferred_city_2/Desired City 2NoPlain Text (City - ST abrv.)Los Angeles - CAMust use "City" + State Abreviation format
preferred_city_3/Desired City 3NoPlain Text (City - ST abrv.)Los Angeles - CAMust use "City" + State Abreviation format
preferred_city_4/Desired City 4NoPlain Text (City - ST abrv.)Los Angeles - CAMust use "City" + State Abreviation format
preferred_city_5/Desired City 5NoPlain Text (City - ST abrv.)Los Angeles - CAMust use "City" + State Abreviation format
preferred_consolidated_industry_1/Desired Industry 1NoPlain Text (Picklist)ConsultingSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_consolidated_industry_2/Desired Industry 2NoPlain Text (Picklist)ConsultingSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_consolidated_industry_3/Desired Industry 3NoPlain Text (Picklist)ConsultingSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_consolidated_industry_4/Desired Industry 4NoPlain Text (Picklist)ConsultingSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_consolidated_industry_5/Desired Industry 5NoPlain Text (Picklist)ConsultingSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_consolidated_job_function_1/Desired Function 1NoPlain Text (Picklist)ManagementSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_consolidated_job_function_2/Desired Function 2NoPlain Text (Picklist)ManagementSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_consolidated_job_function_3/Desired Function 3NoPlain Text (Picklist)ManagementSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_consolidated_job_function_4/Desired Function 4NoPlain Text (Picklist)ManagementSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_consolidated_job_function_5/Desired Function 5NoPlain Text (Picklist)ManagementSee site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_country_1/Desired Country 1NoPlain Text (Country)United States (USA)See site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_country_2/Desired Country 2NoPlain Text (Country)United States (USA)See site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_country_3/Desired Country 3NoPlain Text (Country)United States (USA)See site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_country_4/Desired Country 4NoPlain Text (Country)United States (USA)See site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_country_5/Desired Country 5NoPlain Text (Country)United States (USA)See site for picklist options. To view this field, go to a student profile > Background tab > Preferences
preferred_email_address/Alternate Email AddressYesEmail Addressjohnny.smith@gmail.com
section/SectionNoPlain Text (Picklist)ConsultingOnly used if enabled for your site instance. To view this field, go to a student profile > Background tab > edit "Education" information
student__role/User RoleYesPlain Text (Picklist)Full AccessDefault is "Full Access." To see additional user roles, select the "Gear Icon" > Manage Users > Student/Alumni User Roles
student_engagement/EngagementNoPlain Text (Picklist)5 - Highly EngagedSee site for picklist options. To view this field, go to a student profile > Admin tab
student_group_1/Student Group 1Yes if you have CSM modules.  No, if you only have ODA (Outcome Survey  and Reporting Module)Plain Text (Picklist)1st Year MBAOnly used if your site instance has the CSM modules enabled. To see the list of Student Groups on your site, select the "Gear Icon" > Site Settings > "General" under "Career Services Management (CSM)"
student_group_2/Student Group 2NoPlain Text (Picklist)2nd Year MBAOnly used if your site instance has the CSM modules enabled. To see the list of Student Groups on your site, select the "Gear Icon" > Site Settings > "General" under "Career Services Management (CSM)"
student_group_3/Student Group 3NoPlain Text (Picklist)3rd Year MBAOnly used if your site instance has the CSM modules enabled. To see the list of Student Groups on your site, select the "Gear Icon" > Site Settings > "General" under "Career Services Management (CSM)"
student_placeability/PlaceabilityNoPlain Text (Picklist)5 - Highly LikelySee site for picklist options. To view this field, go to a student profile > Admin tab
work_authorization/Work Authorization (Detailed)NoPlain Text (Picklist)US Citizen or Permanent ResidentSee site for picklist options. To view this field, go to a student profile > Background tab > edit Background information
years_experience/Years of ExperienceNoPlain Text (Picklist)2 yr - 1 monthSee site for picklist options. To view this field, go to a student profile > Background tab > edit Background information
customattr_XXX/NAME OF CUSTOM FIELDVariesVaries
Custom fields can be added to the student background or the "Admin" section of their profile and may or may not be present in your upload template.