Synergy data to Alma

Important things to note about the file we put in your school dropbox folder:

• The file contains all current ACTIVE students in your program as of 3/3/25. 

• EVERY student that finished the 24-25 year with you in synergy MUST go into ALMA!!    

• We wil teach you how to end date them in ALMA later! 

• When you open it "push open in" and "open in excel for web" in the top left

• I froze the top row for you and expanded some columns for ease of view. 

• The file has been formatted exactly as needed for your ALMA import  - you will export it from dropbox to put into ALMA

• Keep this file current as your "master" for 25-26 enrollments until ready for first import. 

• Yellow column SCHOOL YEAR  -- Please adjust the year to match how you set up your school "2025-2026 or 25-26".  You can find that in your allowed values table. 

• Yellow column GRADE LEVEL (we have ALREADY adjusted the grade level to reflect NEXT YEAR's GRADE)  

• **If any student is going to be retained - change it back to the grade for 25-26

• ****DELETE any EMPTY columns before import!!

• Confirm Mailing verses Physical ADDRESSES before you import

• Anyone that is currently in 12th grade this year - we have removed from the file.  IF that is a student that is going to be retained and repeating 12th grade - you need to add them back into the file

• We changed all of the enrollment codes to 02 (as that is continuous enrollment from year to year).   For a full list of enrollment code options, you can find them in your imports tab in Alma, on the "resource library" tab, by searching for enrollment code. The allowed values list is the list of applicable codes, with the meaning next to them. 

Adding/Taking away students from the file:

• You can add any NEW students to this file, but you must follow the exact format you see here. 

• For any students without LASIDS: put "__GENERATE__" in the School ID column (double underscore on both sides, all caps)

• Do not put anything in the "preferred name" column for now on your import sheet

• Any students you added to synergy AFTER 3/3/25 and through the end of the year, won't be on this file we provided.  You will have to manually add them to the import file.

• IF you know a student is not returning, LEAVE them on the file - they still need to go into ALMA.  We wil teach you how to end date them in ALMA later! 

• IF you are unsure if a student is returning - leave them there,  they still need to go into ALMA.  We wil teach you how to end date them in ALMA later! 

• After you import this file to ALMA - you are done with it.  

• Any FUTURE NEW students, you need to start with a FRESH EMPTY file to eliminate duplicates (how to make a copy is in the video below)

• For any new students who aren't currently in your program, you can leave the school/state ID fields blank. Alma will automatically generate a new school ID (which we are treating as the LASID) if there isn't one on import. For the State ID, I will be running daily reports in Alma to find any students who don't have a sasid, and will use RITS to get them a SASID. 

• BUT you don't have to import ANY students until this early summer if you prefer to wait!!  WE will have some hard deadlines regarding all of this posted soon.  

BEFORE you import ANY data, BE sure you reach out to Alma support, Isaiah or Rachel to get eyes on your IMPORT FILE!

Helpful Tips and Notes: 

Colorado State Reporting Data Checklist  - This document will help with state reporting data for Colorado requirements as you import

In general, if a column is empty or you're not importing anything for it yet, feel free to delete it from your sheet. Otherwise, you'll have to manually go through before you import and tell it to not import anything for that column. 

Please make sure that you have the following columns in your final import, with the appropriate information filled out:

1. 1. Enrollment code - There's a full list of these in Alma. Go to Imports, then resource library, then type in "enrollment code", and it'll give you the full list in the allowed values column. 

   2. Address - these is needed for state reporting. Please make sure to include all 5 address fields. In your second sheet, this was columns AJ through AP. 

   3. School ID - this will be the student's local ID. We will have Alma generate it, but in order to do so, you must put the phrase "__GENERATE__" (double underscore on both sides, all caps) in the column, or it will not know to do this. 

   4. Gender/Sex - We realize this field may be the same for most of your students, but they are separate state reporting fields, so you will need a column for both of them. 

   5. Enrollment Date - You had this in both of your files, but it actually needs to be the first day of your 25-26 school year, for any kids you are enrolling right now.  Future students you add - the enrollment date will be the actual date they start

   6. Ethnicity - required state reporting field. The two options are "Hispanic/Latino" or "Not Hispanic/latino"

   7. Race - required state reporting field. A student can have up to 5 races. Please put only 1 race per cell. If a student has multiple races, put the subsequent races in the "race 2", "race 3", etc boxes. 

   8. Language - required state reporting field. Feel free to just put English for all your kids, unless you know one of your students speaks a different language. 

   9. For now, please leave the "preferred name" column blank, until we get parents in. This is because it will complicate the parents import, as we are matching them  to their display name. Including their preferred name in the import complicates things. 

   10. SASIDS (aka state ID’s) are a number given to each student by CDE. You do not have to worry about them for import, as I will be running a report to get all of the SASIDS for your students. 

   11. LASIDS (aka school ID’s) are a secondary form of ID for students that is handled at the BOCES level. Alma will generate these for us, but we have to tell it to do so using the code “__GENERATE__” (double underscore on both sides, all caps). If your students do not have lasids, then please put this code in the school ID column for all your students. 

   12. Any columns that you don't have data in- delete those columns to prevent errors when uploading. 

**Please note - there is an "import to update" process in ALMA that you can also use if you don't have ALL of the information on your students yet....that will allow you to update certain fields in a mass format at a later time. 

*Remember before you have the ability to import, you must have taken the quiz and passed with a 6/7 or 7/7 (info on sites).