Adding New Students

Importing Your Student Roster

How to bulk add new students to GRACE at the beginning of the year.

1. To upload your student rosters, download the Student List Import Template (open link and click download at the top right). This template can also be downloaded from GRACE by navigating to 'Bulk Add' > 'Bulk Students' > 'Import Templates'.

2. Enter or paste in all of the students’ information that you have. The required fields are Last Name, First Name, DOB, and Grade. The DOB is required because the system will match students along name and DOB to see if there are any duplicates in the system. You can paste into these fields if your students roster comes in XLS format.

• A few important notes:
  • Leave the ID column (Column A) blank. Do not enter the student’s school ID. GRACE will generate an ID number for the students when the roster has been uploaded, known as their GRACE ID.
  • Under ‘Status’ mark everyone at the beginning of the year as Enrolled.
  • DOB must be in the following format: MM-DD-YYYY. The month also must have two digits, so it should start with a leading zero if necessary. For example, June 20, 1995 should look like 06-20-1995. To ensure your dates are in the right format in Excel, highlight column G, right click, and click on Format Cells. From there you can change the Date format to match the one below:
    • <insert image from GRACE>

4. Ask your PD if they want you to collect any information in the custom field columns. Custom fields refer to program-specific fields that your PD may want you to track that we do not track at the national level.

5. After you input all of your information, delete the example student names so they do not show up on your roster.

After you have entered your student information, save the template to your computer as an xls file. Then upload the file and click on ‘Import.’

Once you hit ‘Import’, you will be directed to a screen that looks similar to the below picture:

On this screen, you will want to make sure that the headings match up with the appropriate column from your Excel template. In the picture above, for example, ID and Middle Name do not match so you would click on the dropdown arrow to select “ID” so it matches with the ID header and “Middle Name” so it matches with the Middle Name header.

If you are serving at more than one school make sure you select the correct school at the very bottom of this page.

Click on ‘Submit’ at the bottom of the screen after you have verified that the headers and columns match. Your students will then be in the system!

Bulk Upload Error Message

When you are bulk uploading a roster into GRACE and are unsuccessful, instead of wondering where the error is, GRACE will now let you know where the error is at on your Excel roster.

Ex. If the formatting in the DOB field is off for 1 student, GRACE will let you know which student has the invalid DOB field. In addition, if you forget to enter a first or last name or grade level GRACE will let you know!

NOTE: Throughout the year, you can also export your student lists and make mass changes all at once (contact information, for example, or enrollment status). Then, you can re-upload the roster and any new information will overwrite the old information. To do this, simply click on the Export button on the Bulk Add page.

Source: https://grace.advisingcorps.org/resources > Importing Your Student Roster