Bulk archiving users can be done through the Importer App.
What information do I need to archive students?
All of the same required fields that must be included in a Student Sync file.
*First name is required only for new accounts
I have the list of users I need to archive, now what?
The file should be formatted according to the following specifications. The following values are supported. Required fields are indicated in bold and with an asterisk (*).
|CSV Column Header||Description|
|email_address*||This is the basic identifier for each user in Handshake. This must be unique for each user - meaning that the same email cannot be tied to two student accounts. As a security measure, the .ac.uk domain must belong to your institution.|
|username*||This MUST be unique and should never change for each student. This serves as the “anchor” in imports so that other sensitive fields (such as email) can be updated around this value. Most schools will use a student’s school ID number. This should NOT match any part of a student’s email_address, or their cardID, as both fields are subject to change (due to last name changes, lost ID cards, etc.)|
|first_name*||The student's first name|
|last_name*||The student's sir name|
|middle_name||The student's middle name|
|preferred_name||The preferred name of the student. This is shown in the application to the student.|
|auth_identifier*||Required if using SSO. This will be used to check against the returned attribute from SSO systems to authenticate students. Students will not enter this value on login, this is a background identifier attribute. This value CAN match their email_address value, or part of it, if necessary.|
|primary_education:education_level_name||This field tells you the overall level of a student. It appears on student profiles to tell people what level of education they are currently pursuing. The different values you can include in this field are listed below this table. Please note the capitalisation and spelling - they have to match exactly!|
|primary_education:end_date*||This is the date when a student is expected to graduate. Please note that it has to be included in the format yyyy-mm-dd, unless otherwise specified in the job! This is incredibly useful when it comes to searching students, qualifications for jobs, and knowing when to shift students to be alumni.|
|primary_education:college_name||This is the college that the student belongs to Only 1 college can be supported in this field.|
|primary_education:start_date||When a student first enrolled at the university. Please note that it has to be included in the format yyyy-mm-dd.|
|school_year_name*||This is the *level of the student. For a list of acceptable values please reference the table below.|
|primary_education:currently_attending||Boolean This is a field that simply denotes whether the student is currently enrolled or has graduated. It is used for reporting to differentiate students who are currently active and those who might be on some sort of official absence from university.|
|primary_education:major_names||This is the name of the course(s) that this student has declared, and will populate the "course" field on a student's profile (note: there is a limit of 255 characters per course). You can upload more than one course for a student by separating the course with semicolons. Here is an example of a History and Biology joint honours: History;Biology'|
|primary_education:minor_names||This field can be used to highlight additional studies that a student is taking on top of their primary course.|
|card_id||This string must be contained in a card swipe output. This field is where you can include student's ID numbers. If you want to use a card swipe to check students into events, career fairs, or other kiosks, make sure you include this field! Note: the Handshake application can be set to parse a value out of the card swipe output using regular expressions to generate this value.|
|mobile_number||This field is the mobile number of the user. We can accept any numerical string in this field without special characters such as () or - (but you can include an optional '+' at the beginning of the string).|
|ethnicity||The ethnicity of the student. This is a custom field that can include any text you wish to upload. This field is only visible to Career Services staff members and the individual student- used for reporting purposes. Employers will never see this information.|
|gender||This field indicates the gender of the students. The field is custom where you can include any text that you wish to upload.|
|disabled||Boolean This is a field that simply denotes whether or not a student's account is archived/ active. By assigning TRUE, this will archive the user, while FALSE will unarchive the user. This is a boolean field, so it can only include these values (case sensitive):|
|system_label_names||This section can be used to import any outside information that you would like to sync from your SIS that might provide more nuanced information about your students in a semi-colon separated list of label names. IMPORTANT: Leaving this field blank in your import will clear all system labels in Handshake for that respective student. System labels are added or removed in every student sync that includes this column, based on exactly what you have in this field.|
|assigned_to_email_address||Email address of the staff member that the student is assigned to. This is useful if a student is assigned to a particular advisor as a part of the careers offering.|
|hometown_location_attributes:name||The address of the student's hometown to be used for reporting purposes.
For students in the UK postcode can be used. For international students use the city name and country.
You can test examples of the formatting here.
|campus_name||This field is only used for schools that have multiple campuses as part of their Handshake setup (i.e. 'Main'). If you have multiple campuses on your Handshake system, you can use these here.|
When your file is ready for import:
- Upload directly to the Importer App
- Select file type 'Students'
- Once uploaded and analysis is complete, click "Submit and Request Run"
If you do not have access to Handshake's Importer App:
- Please reference this article Importer: Gaining Access