The Historical Grades Import feature in openSIS allows users to import historical grade data for students. This is particularly useful when you need to import grades from previous years or academic periods. The process involves mapping fields, uploading files, and updating the data.

Step-by-Step Process for Importing Historical Grades

Step 1: Download the Current Student List

To begin, download the current student list from the system. This list will include an internal GUID column, which uniquely identifies each student. Important: Do not delete this column as it is necessary for importing historical grades.

• File format: The student list must be downloaded in Excel format.
• Important columns: GUID, Student Name, Student ID.

Step 2: Upload Your File

Once the student list is prepared, you can upload the file for import. Supported file formats are:

• xls
• xlsx
• csv

Click the Upload File button to select your file and proceed.

Step 3: Map Your Fields

After uploading the file, you will need to map your spreadsheet columns to the corresponding database fields. This step ensures that the data from the spreadsheet is correctly matched to the openSIS system fields.

• Example fields to map:
  • Student Name to Student Name
  • Grade to Grade
  • Course to Course
  • Year to Academic Year

Step 4: Preview Your Mapping

Before importing, preview the mapped fields to ensure that everything is aligned correctly. If there are any errors or mismatches, you can make adjustments in this step.

Step 5: Update Data

Once the mapping is verified, you can proceed to update the data. Click on Update Data to complete the import process.

• After successful import, the system will display the results, and you can review the historical grades for accuracy.
  

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Understanding the Excel File for Historical Grades Import

Important: Do not remove or rename any existing columns, especially the GUID column, as it is used to uniquely identify each student.

Mandatory Fields Explained

Below are the key fields you will see in the Excel file and how to use them:

Student Identification Fields

1. GUID (Required)

• Unique system-generated identifier for each student
• Used internally to map records
• ❌ Do not edit or delete

2. Student Name

• Full name of the student
• Used for reference only

3. Student ID

• Unique student ID in openSIS
• Helps validate correct student mapping

4. Grade Level Equivalency

• Represents the student’s grade level for that historical record
• Example: Grade 9, Grade 10
• Useful when importing data from different academic structures

Academic Context Fields

5. Academic Year

• Year in which the course was taken
• Example: 2022–2023

6. Marking Period

• Specific term within the academic year
• Example: Quarter 1, Semester 2

7. School Name

• Name of the school where the course was taken
• Useful for transferred or multi-school records

Course Details Fields

8. Course Code

• Unique code of the course
• Example: MATH101

9. Course Name

• Name of the course
• Example: Algebra I, Biology

10. Course Type

• Type/category of the course
• Example: Core, Elective

Grade Information Fields

11. Letter Grade

• Grade in letter format
• Example: A, B+, C

12. Percentage

• Numeric score
• Example: 85, 92

13. GP Value (Grade Point Value)

• Numeric equivalent of the grade
• Example: 4.0, 3.5

14. Calculate GPA

• Indicates whether this record should be included in GPA calculation
• Example: Yes / No (or system-defined value)

15. Grade Scale

• Defines the grading system used
• Example: Standard, Weighted

Credit Information Fields

16. Credit Attempted

• Total credits attempted for the course
• Example: 1.0

17. Credit Earned

• Credits successfully earned
  
• Example: 1.0 
  

Adding Multiple Records for a Student

If a student has multiple historical grades:

• Add multiple rows
• Repeat the following fields in each row:
  • GUID
  • Student Name
  • Student ID

👉 Each row = one course record

Example Row Structure

GUID	Student Name	Student ID	Grade Level Equivalency	Academic Year	Marking Period	School Name	Course Code	Course Name	Letter Grade	Percentage	GP Value	Calculate GPA	Course Type	Grade Scale	Credit Attempted	Credit Earned
e0a2257b	Esha Roy Abram	09	Grade 9	2022–2023	Quarter 1	ACME School	MATH101	Mathematics	A	92	4.0	Yes	Core	Standard	1.0	1.0

Tips

• Ensure that all necessary data fields (like GUID, Student Name, Student ID) are included in your import file.
• Verify that all columns are correctly mapped to the openSIS system fields before updating data.

Additional Notes

• Make sure to follow the instructions carefully to avoid errors during the import process.
• If you encounter issues or need further assistance, refer to the help section or contact support.