This option allows you to electronically update your student data using a data file created from the districts main student file. You can import student information from your district's main computer system as often as you like. Every day, every week or once a year. If you prefer to import once a year, please make sure you import into the appropriate scenario. If the district files has graduated students, then you need to import into the graduated scenario.
Import Students Screen
Importing will automatically do the following:
- Add students using the entrance date designated in the import file
- Make students inactive that have withdrawn from the district and are still active in BusBoss™
- Update student information (address changes, school transfers, etc.)
NOTE: When data is imported it will be imported into the current scenario.
Import File Format
The import file you use must be in a specific file format (ASCII comma delimited, ASCII tab delimited, or ASCII quote comma delimited) with the following field specifications:
||Max Field Length
||Active/Inactive (A or I)
||Student ID Number
||Student Name (Last name first)
||*Home Address Line 1
||Mailing Address (Max. for each * applies)
||Mailing Address 2
||Mailing Zip Code
||Guardian 1 Name
||Guardian 2 Name
||Guardian 1 Home Phone
||Guardian 2 Home Phone
||Guardian 1 Work Phone
||Guardian 2 Work Phone
||Date of Birth (mm/dd/yyyy)
||Current School Code
||Previous School Code
||Entrance Date (mm/dd/yyyy)
||Exit Date (mm/dd/yyyy)
||Special Medical Condition
||Guardian 1 Cell Phone number
||Guardian 2 Cell Phone number
||Guardian 1 Pager number
||Guardian 2 Pager number
||Guardian 1 E-Mail
||Guardian 2 E-Mail
||School District Code
||School County Code
||Student District Code
||Guardian 1 Language
||Guardian 2 Language
||Guardian 1 Relationship
||Guardian 2 Relationship
All of these fields must be in the specified order. Even if some of the above information is not available, the rest of it will import as long as the order is consistent. While preparing to import, information can be shifted to the right to fill in columns with missing information. Beware, any information contained in the last column will be lost if columns are shifted to the right.
NOTE: Student ID numbers in the import file must match the student ID numbers in BusBoss™ (including the same number of leading zeros) exactly in order to update student data accurately.
IMPORT STUDENTS FILE MENU
Import Students File Menu
The File menu contains the following functions:
Open Data File (Also found in the shortcut toolbar)
To select the import file to use, click File then Select Open Data File. Browse for the location of the file. When the file is found, select the file and click Open and the path and filename will be displayed in the Import File field. This file will be set as your default file until another file has been selected.
Import Students Data Screen
Prior to loading the student information a window will pop up questioning header row information.
Import Students Header Row Verification
Click Yes if the 1st row has the column headings, click No if the 1st row has student information.
Before importing student data, you need to look at the contents of the import file to make sure the data is accurate. All of the data contained in the import file will be displayed in the table.
Import Students Data Screen
The information can now be manually changed if needed, or imported as is. It is recommended to use the tools provided for making changes in bulk.
After correcting errors and making changes to the import file you can save the corrected version of the file. Click File, then Save Data. If overwriting the loaded file, Click Save. If saving to a new file, select where you want to save the file and name it. Click Save and the file will be saved with your changes.
NOTE: It is a good idea to save the corrected file in case you need to rerun the import process. However, it is recommended that you do not overwrite the original import file with the corrected version of the file. Select another name for this file.
The configuration options window contains options that are available to automate the import student process. These options cannot be undone without changing these settings and reloading the data file. The original data file will not be affected.
Import Students Configuration Screen
Most choices in this menu are either Yes or No. Any differences are described with the pertaining menu option. The options available on this menu are:
- Load Last File - Automatically open and load the last data file that was used.
- Header Row - If there is a header row in the import file, it should not be imported into BusBoss™. Select to always omit the first row, never omit the first row, or prompt before action.
- Trim Student IDs - Automatically removes leading zeros from import file data.
- Pad Student IDs - Automatically adds leading zeros to student IDs being imported to BusBoss. Select the number of zeros to add in front of the Student IDs.
- Format Birthdates - Formats birthdates into MM/DD/YY or MM/DD/YYYY format.
- Format Phone Numbers - Formats phone numbers into 555-555-5555 format.
- Hide Matching Data - Automatically hides matching data between the import file and BusBoss™
- Remove Students - Automatically removes students from the import file if all data for that student exists in BusBoss™
- Show New Students - Will automatically compare students in the import file to students in BusBoss™. New students will be highlighted in the Import Students Screen
- Ignore Name Changes - Will ignore changes to the student's name during import. The name in BusBoss™ will be replaced with the name in the import file.
- Ignore Grade Changes - Will ignore changes to the student's grade during import. The grade in BusBoss™ will be replaced with the grade in the import file.
- Compare Data - Will automatically compare student data between the import file and BusBoss™.
- Validate Data - Will automatically validate all data in the import file.
- Import Non-Critical Data - Will automatically import any data that does not affect routing.
- Import Students - Will automatically validate all data. If there are no errors, the data will automatically be imported.
- Auto-Locate Addresses - Will auto-locate addresses after import.
- Determine Rider Eligibility - Will automatically determine rider eligibility for students after addresses are located.
- Assign Bus Stops - Will automatically assign bus stops to all students that are riders.
- Assign Students To Routes - Will automatically assign students to routes after assigning bus stops. Select to always perform this action, never perform this action, or to prompt the user before performing this action.
- Capitalize Student Names - Will automatically set student names in the import sheet to all caps.
- Overwrite Blanks - Any fields in the import file that are blank will overwrite their corresponding data in BusBoss™ with a blank space. (eg. if a student's name is blank in the import sheet, BusBoss™ will save that student's name as a blank entry when the import is complete) Use this feature with caution.
Hide Matching Data
This function will compare data in the import file to data currently in BusBoss™. If any data matches between the import file and BusBoss™, it will be hidden during the import. Only matching information will be hidden. Any new data will be imported
This function will compare data in the import file to data currently in BusBoss™. If all data for a student already exists in BusBoss™, it will be removed from the import.
Compare Data (Also found in the shortcut toolbar)
This will use the student id number to match to a student id number in BusBoss™ and compare the student's information in the import file to the student's information stored in BusBoss™. If they are different in any way, a screen will pop-up displaying the differences in red. The student's Name, School, Grade and Address are used to make the comparisons.
Check Addresses Comparison Screen
If the student has moved and the address is totally different, select the Skip option to continue to the next student.
If the addresses are slightly different, such as street type or zip code, you have the options to Update the Import File to match the BusBoss™ data or Update BusBoss™ to match the Import File.
Update Import file will make changes to the address information to match what is in BusBoss™. You will have the opportunity to Export these Address changes to an ASCII file after Check Addresses is complete. This ASCII file is available for electronically updating the Student Accounting program to match the addresses stored in BusBoss™. It can also be printed and used to manually change them.
The information displayed on the left side is from the Import File. The information displayed on the right side is from BusBoss™.
If the name is different in any way, then the names on both sides will be displayed in Red.
If the school code assigned to the student is different, then the school codes on both sides will be displayed in Red.
NOTE: Any imported school code changes to a student that has stops and/or routes assigned to it in BusBoss™ may result in unassigning their current stops and/or routes.
If the grade assigned to the student is different, then the grades on both sides will be displayed in Red.
If the student has moved and the address is different in anyway, then the addresses on both sides will be displayed in Red.
NOTE: Any imported address changes to a student's home address that has stops and/or routes assigned to it in BusBoss™ will result in unassigning their current stops and/or routes.
Use Import File
Select one for each of the items listed (Name, School, Grade and Address). Making this selection will make changes in BusBoss™ to match what is in the Import file. Address changes will not delete the prior address, it will assign the new address as their Home Address and rename the prior address to Home1. This will retain any historical routing assigned to the old address.
Select one for each of the items listed (Name, School, Grade and Address). Making this selection will make changes to the Import File to match what is in BusBoss™. You will have the opportunity to Save Changes made to the import file after Compare Data is complete. This text file is available for electronically updating the Student Accounting program to match the information stored in BusBoss™. It can also be printed and used to manually change them.
Click Next to proceed to the next student. Click Finish when all of the students have been compared. If you have selected to Use BusBoss™ for any of the differences, then the following screen will pop up.
Save Changes Option Screen
Click Save Changes to create a text file or Discard Changes to continue without saving the changes.
NOTE: The changes to the import file will still be made, you just won't have a record of what those changes were.
Enter the name and directory to save the file and click Save.
Show New Students
To highlight all of the new students in the file, Click File, then Show New Students. The screen will now highlight the row with any student id number that does not exist in BusBoss™.
Validate All Columns (Also found in the shortcut toolbar)
To check if the data in all the columns at once for any inconsistencies, Click File, then Validate All Columns. Across the bottom, a report will display on the screen with the results of the validation. If errors are found, you should change the data before importing it.
Import Students Validate All Columns Screen
Click on the Errors box and the rows with errors will be listed to the right. Click on one of the errors and BusBoss™ will automatically take you to the field with the invalid data. Correct the information as needed and continue onto the next error. The Errors list will not be updated until you click to Validate All Columns again. Errors are anything relating to students address and school codes. Any invalid data found here may affect students routing information.
Click on the Warnings box and the rows with warnings will be listed to the right. Click on one of the warnings and BusBoss™ will automatically take you to the field with the invalid data. Correct the information as needed and continue onto the next warning. The Warnings list will not be updated until you click to Validate All Columns again.
NOTE: Every column should be validated prior to importing to make sure there are no errors in the data. If you import student data into BusBoss™ that still has errors, you may corrupt your database. Invalid data will not be imported.
Import Student Data (Also found in the shortcut toolbar)
Click File, then Import Student Data to begin importing students. A message will tell you that this process may take a long time depending on the number of records you are importing. It also reminds you to make sure the information in the import file is accurate before importing.
Import Students Confirmation Screen
Click OK to import the file or Cancel to cancel.
NOTE: After importing students, it is recommended that you run the following: 1) BusBuster™ (Student), 2) Exact Locate Addresses (All), 3) Auto assign walkers 4) Auto Assign Students to Stops
IMPORT STUDENTS COLUMN MENU
Import Students Column Menu
If you need to make changes to your import file data, there are several ways you can do this. To change the data in an individual cell of the table, double click on that cell. Modify the data in the cell as needed.
To move a column of text one column to the right, first highlight the column by clicking on the column heading. Click Columns, then Insert. This will push the data in the highlighted column over to the right. Use this if your data is not in the correct column. Beware that any data in the last column will be lost if you insert a column.
To move a column of text one column to the left, first highlight the column by clicking on the column heading. Click Columns, then Delete. This will move the data in the highlighted column back to the left. Use this if your data is not in the correct column. Beware any data in the columns being deleted will be lost.
Find (Also found in the shortcut toolbar)
To search for a specific student, student id number, phone number, etc. click Columns, then Find.
To search again for the same specific student, student id number, phone number, etc. click Columns, then Find Next.
To replace text in a column, first highlight the column by clicking on the column heading. Click Columns, then Replace. Enter the search text and the text to replace it with. Click OK and the replacements will be made.
Sort (Also found in the shortcut toolbar)
You can sort the data displayed in the table in ascending order by any column of information. For example, if you want to sort the data by student name, first highlight the student name column by clicking on the column heading. Click Columns, then Sort. The entire table will be sorted in alphabetical order by student name. Sorting columns makes it easier to group information for Copying, Pasting, and Cutting data as needed.
NOTE: You can use the following keyboard shortcuts [Ctrl][C] = Copy, [Ctrl][V] = Paste, [Ctrl][X] = Cut
IMPORT STUDENTS RECORDS MENU
Import Student Records Menu
If you want to insert a student record to the import file. Click Records, then Insert. A blank row will be inserted into the table and the student manually entered into this row will be imported. Be sure to enter the student information in the proper columns prior to importing.
If you want to delete a student record from the import file, first highlight the row you want to delete. Click Records, then Delete. The row will be deleted from the table and that student will not be imported. If the import file has a record for the header row, use this to delete it prior to importing.
Filter (Also found in the shortcut toolbar)
Filtering will allow the user to import only the students matching the selected criteria. Click Records, then Filter. The following screen will pop up.
Import Students Filter Screen
Select the desired filtering and Click OK to automatically select the students matching the selected filtering. Users can also select and unselect each student by clicking the Include column prior to the student's Active/Inactive status. The available filters are:
- Active Only - Students with an A in the Active/Inactive column will be selected.
- Inactive Only - Students with an I in the Active/Inactive column will be selected.
Defaults to Both
- New Students Only - Students with student id numbers that currently do not exist in BusBoss™ will be selected.
- Existing Students Only - Students with student id numbers that currently exist in BusBoss™ will be selected.
Defaults to Both
All of the grades currently found in the Import file will be listed. Only students with the assigned grades will be selected.
Defaults to All
All of the schools currently found in the Import file will be listed. Only students with the assigned schools will be selected.
Defaults to All
IMPORT STUDENTS UTILITY MENU
Import Students Utility Menu
This menu contains several utilities that allow you to easily change student data provided in the import file:
Pad Student ID With Zeros
If the student ID numbers in BusBoss™ have leading zeros, but the import file data does not, use this utility to add zeros to the beginning of each student ID.
Trim Student ID Removing Zeros
If the student ID numbers in BusBoss™ do not have leading zeros, but the import file data does, use this utility to remove zeros from the beginning of each student ID.
NOTE: Student ID numbers in the import file must exactly match the student ID numbers in BusBoss™ (including the same number of leading zeros) in order to update student data accurately.
Pad Grade With Zeros
Single digit grades must have a leading zero for accurate reporting. If the import file data does not have a leading zero, use this utility to add a zero to the beginning of each single digit grade in the import file.
Format Birth Dates
Six digit birth dates will be separated into date formats by forward slashes (i.e.. 063098 will be 06/30/98)
Eight digit birth dates will be separated into date formats by forward slashes (i.e.. 06301998 will be 06/30/1998)
Format Phone Numbers
Ten digit numbers will be separated into three parts by dashes (i.e. 1234567890 will be 123-456-7890)
Add Missing Race Types
Race Types are stored in the Lookup Tables - Race Type Tab. When invalid Race types are found, users can add new race types or replace them with valid race types. Click Utility and click Add Missing Race Types. The following screen will pop up.
Add Missing Race Types Screen
Only the Invalid race types will be listed in the Code column. Select the Action desired.
Add will add the Race Type with the description entered in the Change To column.
Replace With will change all of the students with the specific Code to use the Race Type entered in the Change To column.
NOTE: All of the invalid codes must have an Action and Change To entered. Codes are limited to 2 (two) alphanumeric characters.
Click OK to process the actions or Cancel to exit the screen.
If there aren't any Invalid Race Types, then the following screen will pop up.
Add Missing Race Type Error Screen
Add Missing School Codes
School Codes are made up of the School Code~District Code~County Code combination. School Codes are stored in the Maintain School - General Tab. When invalid school codes are found, users can add new school codes or replace them with valid school codes. Click Utility and click Add Missing School Codes. The following screen will pop up.
Add Missing School Codes Screen
Only the Invalid school codes will be listed in the Code column. Select the Action desired.
Add will add the School Code with the description entered in the Change To column. District Code and County Code will be set to blank when adding a new school code.
Replace With will change all of the students with the specific Code to use the School Code entered in the Change To column.
NOTE: All of the invalid codes must have an Action and Change To entered. Codes are limited to 20 (twenty) alphanumeric characters.
Click OK to process the actions or Cancel to exit the screen.
If there aren't any Invalid School Codes, then the following screen will pop up.
Add Missing School Codes Error Screen