Use this article to explore the fields & formatting requirements for importing student data into Handshake.
- For a downloadable CSV example - click here - Use this to see the exact header requirements.
- For instructions to import your first student file - click here - The process involves accessing a tool call the Importer, determining which fields you'll import, and manually uploaded a CSV with the formatting specifications below.
|Field Name||Required?||Field Description||Type||Example Values|
Basic identifier for each user in Handshake (i.e. same email cannot be tied to two student accounts). As a security measure, any .edu domain you import must belong to your institution.
This serves as the “anchor” in imports so that other sensitive fields (such as email) can be updated around this value. Username MUST be a unique & unchanging value for each student.
Most schools will use a student’s school ID number, as this should NOT match any part of a student’s email_address, or their cardID (these fields are subject to change due to name changes, lost ID cards, etc).
|first_name||Yes||Student's first name||String||Alma|
Required if using SSO. This checks against the returned attribute from SSO systems to authenticate. Students will not enter this value on login, this is a background identifier attribute. Auth_identifier must be unique to each student, yet CAN match a student's email_address value or username (or part of it), if necessary.
Reflects student's current school year. Must be one of the following (case sensitive): Freshman, Sophomore, Junior, Senior, Masters, Doctorate, Postdoctoral Studies, Masters of Business Administration, Accelerated Masters, Alumni.
(Short Header: primary:cumulative_gpa)
|Yes||The students cumulative GPA. Must not be greater than 4.0 .||Double||3.0|
(Short Header: primary:major_names)
|Yes||Student's major(s). Use a semicolon (;) to separate multiple majors. This is the only field that can be used to populate majors in Handshake via import.||String||Art History;Biology;Mathematics|
(Short Header: primary:education_level_name)
|Yes||Reflects student education level. Must be one of the following (case sensitive): Associates, Certificate, Advanced Certificate, Bachelors, Masters, Doctorate, Postdoctoral Studies, Non-Degree Seeking.||String||Bachelors|
|card_id||No||Used for checking in students using a card swipe. This string must be contained in a card swipe output.||String||123123123|
|last_name||No||Student's last name.||String||Montgomery|
|middle_name||No||Student's middle name.||String||John|
|preferred_name||No||Student's preferred name.||String||Alma|
|ethnicity||No||Reflects ethnicity of the student. This is a custom field that can include any text you wish to upload. For best reporting results we suggest using the US Census designations of: Native American/Alaskan Native, Black or African American, Asian/Asian American, Native Hawaiian/Pacific Islander, Latino(a), White/Caucasian, Middle Eastern||String||Native American/Alaskan Native|
|gender||No||Reflects gender of the student: This is a custom field that can include any text you wish to upload||String||Female|
(Short Header: primary:start_date)
|No||The date the student started at the school||Date||2013-01-21|
(Short Header: primary:end_date)
|No||The date the student graduated or plans to graduate||Date||2019-05-13|
(Short Header: primary:primary_major_name)
Indicates the student's single primary major and is ONLY used for First Destination Survey reporting. Must first populate "primary_education:major_names" to import this field.
(Short Header: primary:minor_names)
|No||Student minor(s). Use a semicolon (;) to separate multiple minors||String||Arts;Math|
(Short Header: primary:college_name)
|No||Reflects college, school, or department the student belongs to. Only 1 college can be associated with each student.||String||Ross School of Business|
Use this to indicate a student's primary campus location. This field is only used for schools that have multiple campuses.
|opt_cpt_eligible||No||Indicates if the student is eligible for OPT (Optional Practical Training) and CPT (Curricular Practical Training). Assigning TRUE will set the user to eligible, while FALSE will remove their eligibility. This is a case-sensitive boolean field.||Boolean||TRUE|
|disabled||No||Indicates if the student profile is archived. Passing TRUE will archive the user, while passing FALSE will unarchive their profile.This is a case-sensitive boolean field.||Boolean||TRUE|
Indicates if a student will see jobs that are posted as 'work study'. By assigning TRUE, this will set the user to eligible, while FALSE will remove their eligibility. Only students with TRUE will be able to see work study jobs. This is a case-sensitive boolean field.
|system_label_names||No||Semi-colon separated list of label names to apply to the user. Make an informed decision about the label types before bulk importing system labels labels.||String||Honors;Commuter Student|
|mobile_number||No||Student's mobile number. Must be a valid domestic phone number (10 digits) with no spaces, dashes, or other special characters (can include an optional '+' at the beginning).||String||5556667777|
|assigned_to_email_address||No||Email address of staff member the student is assigned to. Some schools use this to filter & coordinate internal workflows.||Stringfirstname.lastname@example.org|
|athlete||No||Indicates if the student is an athlete. This is a case-sensitive boolean field.||Boolean||TRUE|
|first_generation||No||Indicates if the student is a first generation college student. This is a case-sensitive boolean field.||Boolean||TRUE|
|veteran||No||Indicates if the student is a veteran.This is a case-sensitive boolean field.||Boolean||TRUE|
(Short Header: hometown_location:name)
|No||The address or location of a student's hometown.||String||San Francisco, California, USA|
|eu_gdpr_subject||No||This field is required if you want to be GDPR compliant. Passing TRUE indicates this student is a GDPR Subject. This is a case-sensitive boolean field.||Boolean||TRUE|
Check out these links to learn more about the student data import:
- FAQs About the Student Data File
- Importer Overview: Upload Data into Handshake
- Common Importer Errors
- How to Re-Upload Failed Rows
- CSV File Requirements and Formatting
- Troubleshooting: Leading 0's Missing from your Import (typically in the card_id field)
- Troubleshooting: Importer Date Formatting
- Importer Help Center