Import Virginia Data Files – Historical Grades

The Virginia Data Files Import function provides users the functionality to import VA State custom field data into the [StoredGrades] table. From the start page in PowerSchool users can access the function by clicking on Special Functions on the left hand side of the start page > Import Virginia Data Files- Historical Grades. Users are allowed to Insert Only, Update Only, or Insert and Update data. The import file must be tab delimited and have pre-defined format described below. For more information including a pre-defined template to use for importing purposes see KB #69796 in PowerSource.

IMPORTANT: Unlike Quick Import the columns on the template MUST remain in the same order as the example template. For those columns where the data is recommended, but not required you MUST still leave the column in the template and in the same order. For example, if you do not import the Teacher Name the column must still be included for the import to function correctly

Header Field Name	[Table]Field Name	Comments
STUDENT_NUMBER	[Students]Student_Number	Required-Unique number assigned to the student in PowerSchool
COURSE_NAME	[StoredGrades]Course_Name	Required - Name of the course. A unique alpha/numeric character to identify the course.
GRADE_LEVEL	[StoredGrades]Grade_Level	Required –Grade Level for the student when the grade was earned.
TERMID	[StoredGrades]TermID	Required-Must be a valid value in the Terms Table.
STORECODE	[StoredGrades]StoreCode	Required-The code used to store the grade e.g. S2, Y1
SECTIONID	[StoredGrades]SectionID	Internal Section ID of the class where the grade was earned.
COURSE_NUMBER	[StoredGrades]Course_Number	Local District Course Number
EARNEDCRHRS	[StoredGrades]EARNEDCRHRS	Credit hours a student earns for completing the class with a passing grade.
Grade	[StoredGrades]Grade	The grade a student earns in a class.
POTENTIALCRHRS	[StoredGrades]POTENTIALCRHRS	Total number of credit hours the course is worth.
GPA_POINTS	[StoredGrades]GPA_POINTS	The grade points a student receives for the class.
GPA_ADDEDVALUE	[StoredGrades]GPA_ADDEDVALUE	If your school calculates GPA's by adding a value to the GPA points or multiplies the GPA points by a value.
PERCENT	[StoredGrades]PERCENT	The percent a student earns in the class.
ABSENCES	[StoredGrades]ABSENCES	Total number of absences per course student earned a grade for.
TARDIES	[StoredGrades]TARDIES	Total number of Tardies per course student earned a grade for.
SCHOOLNAME	[StoredGrades]SCHOOLNAME	The name of the school where the class was taken.
CREDIT_TYPE	[StoredGrades]CREDIT_TYPE	The credit type a student receives for completing the class.
GRADESCALE_NAME	[StoredGrades]GRADESCALE_NAME	Name of the Grade Scale applied to the course. e.g. Default, Honors
TEACHER_NAME	[StoredGrades]TEACHER_NAME	The name of the teacher who taught the class. Teacher does not have to be created in PowerSchool.
SCHOOLID	[StoredGrades]SCHOOLID	The school number the class was taken at, if it's a school on the PowerSchool server. Must match the School Number in the PowerSchool system under "District Setup".
EXCLUDEFROMGPA	[StoredGrades]EXCUDEFROMGPA	Flag indicating whether this grade should be excluded from GPA (1=yes).
EXCLUDEFROMCLASSRANK	[StoredGrades]EXCLUDEFROMCLASSRANK	Flag indicating whether this grade should be excluded from class rank (1=yes).
EXCLUDEFROMHONORROLL	[StoredGrades]EXCLUDEFROMHONORROLL	Flag indicating whether this grade should be excluded from honor roll (1=yes).
DATESTORED	[StoredGrades]DATESTORED	Format: mm/dd/yyyy
VA_VERIFIED_CREDIT	[S_VA_SGR_X]Verified_Credit	VA State test credit earned based on credit earned in course and passing test score.
VA_SUBSTITUTE_CREDIT	[S_VA_SGR_X]Substitute_Credit_TF	1 or null
VA_DISTANCE_LEARNING	[S_VA_SGR_X]Distance_learning	This field is used as an override for the course. If this grade was issued by a school outside of the district, then then this field is mandatory.
VA_DUAL_ENROLLMENT	[S_VA_SGR_X]DualEnrollment	This field is used as an override for the course. If this grade was issued by a school outside of the district, then then this field is mandatory.
VA_ADVANCED_PLACEMENT	[S_VA_SGR_X]Advanced_Placement	This field is used as an override for the course. If this grade was issued by a school outside of the district, then then this field is mandatory.
VA_ACCELERATED	[S_VA_SGR_X]Accelerated	This field is used as an override for the course. If this grade was issued by a school outside of the district, then then this field is mandatory.
VA_HONORS	[S_VA_SGR_X]Honors	This field is used as an override for the course. If this grade was issued by a school outside of the district, then then this field is mandatory.
VA_BACCALAUREATE	[S_VA_SGR_X]Baccalaureate	This field is used as an override for the course. If this grade was issued by a school outside of the district, then then this field is mandatory.
VA_ALTERNATE_SCHOOL_ID	[S_VA_SGR_X]Alternate_School_ID	This number must reconcile with the number that is entered in Alternate School ID in > District Setup > VA Division and Schools.
VA_ALTERNATE_COURSE_ID	[S_VA_SGR_X]Alternate_Course_ID	This field is used as an override for the course. If this grade was issued by a school outside of the district, then then this field is mandatory.