Student File | HelioCampus Assessment Management Knowledge Base

Student File format

Student File Considerations and Best Practices

This file is required if you are using any of the following modules: Syllabus, Surveys, Assessments (Optional)

Before submitting the file to HelioCampus, please confirm the following:

Check that all users have all the required fields filled out.
Make sure that the data in the field matches up with the header it belongs to. For example, email addresses are in the email address field.

File Format:

Please note when creating the Data File in a text editor each column must be surrounded by double quotes and separated by a comma.
Example: "UserName","StudentUnivid","LastName","FirstName","PrimaryEmail","ProcessDate"
If a double quote needs to be used for the values then the escape character should be in a double quote. e.g., "This is a ""value"" with double quote."
Example File Name:
institution_student.csv

Required Data
Data Field	Data Type	Required/Optional	Description	Impact
UserName	String	Required	UserName used the Authentication methods required by University	Needed to use Institution's common authentication / needed to login to Assessment
StudentUnivid	String	Required	Student University ID. Unique identifier assigned to all Students.	Used as unique identifier
LastName	String	Required	The last name of the user.	Needed for Display purposes and for use in student survey questions and reports
FirstName	String	Required	The first name of the user.	Needed for Display purposes and for use in student survey questions and reports
PrimaryEmail	String	Required	The user's primary email address.	Used for all email notifications. For LMS integrations, must match the student’s email in the LMS to enable import of assignments. For Learning Journey, must also be unique.
ProcessDate	datetime	Required	Date in which the data was extracted (exported) expected format: YYYY-MM-DD i.e. 2020-01-13	Needed to validate that consecutive data loads should update existing records
Optional Data
Data Field	Data Type	Required/Optional	Description	Impact
Citizenship	String	Optional	The user's citizenship.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
ClassBOT	String	Optional	The student's Class Level at the Beginning of the Term; i.e. FR = Freshmen, SOP = Sophomore	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Ethnicity	String	Optional	The user's ethnicity.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Gender	String	Optional	The user's gender.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
HomeState	String	Optional	The user's home state.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
GPA	String	Optional	Students GPA	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Level	String	Optional	Student level, UG=Undergrad	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Numberofterms	Integer	Optional	Number of terms that the student has taken at the institution (ex. 4)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Highschoolgpa	Numeric	Optional	GPA of the student upon completion of high school (ex. 3.8)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Satverbal	Integer	Optional	Score that the student received on the Verbal portion of the SAT standardized test (ex. 600)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Satmath	Integer	Optional	Score that the student received on the Math portion of the SAT standardized test (ex. 650)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Sattotal	Integer	Optional	Score that the student received as a total value for the SAT standardized test (ex. 1250)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Actenglish	Integer	Optional	Score that the student received on the English portion of the ACT standardized test (ex. 32)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Actmath	Integer	Optional	Score that the student received on the Math portion of the ACT standardized test (ex. 34)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Acttotal	Integer	Optional	Score that the student received as a total composite value for the ACT standardized test (ex. 36)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Admtcode	String	Optional	Admission status code for the student (ex. Admitted or ADM)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Age	Integer	Optional	Age of the student (ex. 20)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Prefix	String	Optional	The prefix for the user's name, such as Dr., Mr., Ms. etc.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Suffix	String	Optional	The suffix for the user's name, such as Jr., II, etc.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Athlete	String	Optional	Whether the user is Athlete.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Veteran	Boolean	Optional	Identifies military-affiliated students to track compliance, enrollment, and support services.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
PellEligibility	Boolean	Optional	Whether the student qualifies for a Federal Pell Grant. A key equity marker for disaggregating success gaps.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
FirstGenStatus	Boolean	Optional	Whether a student's parents or legal guardians did not complete a four-year college or university degree.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
TransferCredits	String	Optional	Academic units earned at one institution and officially logged into a student's record at a new school to count toward degree requirements.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
CohortYear	Integer	Optional	Specific academic year when a student first enrolls at the institution. It tracks entry timing, retention, and graduation rates, and it does not change even if the student changes majors or pauses their studies.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
GatewayCourseStatus	String	Optional	Indicates whether a student has completed, is currently taking, or is exempt from foundational college-level introductory courses that are required for degree progression.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
PrimaryLanguage	String	Optional	Main native or first language spoken by a student, or the preferred language the student uses for communication and official university correspondence.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Status	String	Optional	Whether a user account is active (can access the system) or has been deprovisioned and can be removed from login accessibility (inactive)	Optional -- if provided, the accepted values are only “active” and “inactive” and will mark the user account accordingly. If not provided (or a value other than the two accepted values is provided) it is assumed that the user is “active”