Organizations can upload Student Guardian information into eduCLIMBER, which can then be automatically added to smartFORMS, and allows users with permission to send smartFORMS to guardians via email. This lesson provides information on creating a Student Guardians file, and how to upload it into eduCLIMBER.
Required Permission: Upload Data into eduCLIMBER
Create a Student Guardian File
| Field Name | Required? | Example |
| Student ID | Y | 560069440 |
| Student First Name | Y | Gabriella |
| Student Last Name | Y | Alliss |
| Student Middle Init | N | A |
| Student DOB | N | 2010-03-08 (yyyy-mm-dd) |
| Guardian Email | Y | alliss1@email.com |
| Guardian First Name | Y | Robert |
| Guardian Last Name | Y | Alliss |
| Address Street | N | 123 Oak Street |
| Address City | N | Prairie View |
| Address State Code | N | WI |
| Address Zip | N | 55555 |
| Phone Number | N | 555-555-5555 |
| Work Phone Number | N | 555-555-5555 |
Districts must create a CSV or .XLSX file to upload Student Guardian data. A sample file format is attached to the end of this article. Insert guardian information into the spreadsheet and save it in a CSV or .XLSX format.
Only data that is uploaded can display on smartFORMS. Fill in as many fields as possible to have that data accessible within smartFORMS. Ensure that guardian emails are valid and current to avoid issues when sending smartFORMS to guardians via email.
To upload data for multiple guardians for one student, a separate record for each guardian is required within the data file.
Upload Student Guardians Manually
- Select Uploads.
- Select Upload.
- Choose Upload Student Data from the dropdown.
- Select the created Student Guardians file.
- Choose Student Guardians as the Upload Type.
- Select Upload.
After the file is processed, additional steps may need to be taken including addressing any errors on the file if the required data was not added to the file initially.
After uploading, data can be manually managed within the interface. Visit Create and Manage Guardians for more information.
Automate the Student Guardians File
The Student Guardians file can also be automatically imported into eduCLIMBER through the SFTP, allowing for student guardian data to be regularly updated from the SIS. The following is needed to set up the connection between the SIS and SFTP:
- The SFTP Connection Information (view Access SFTP Information to learn where to access this information in eduCLIMBER):
- Username
- Password
- Server: sftp.educlimber.com
- Port: 4545
- Save Location: ./guardians
- A means of scheduling the transfer of the file:
- Each Student Information System (SIS) may provide a unique way of doing this.
- There are some SISs that do not offer a way to transfer files directly from their interface.
Once the file processes, users with the permission Upload Data into eduCLIMBER can access Uploads to see the status of the file.
- Select Uploads.
- Select View All Uploaded Files.
- Filter the data displayed by typing key words used for the file.
- View the Status of the file.
- If the status of the file is Validation, double click the row to validate the file.
- If there is no validation needed, the file will upload to eduCLIMBER.
Next Steps
After the data has been uploaded into eduCLIMBER, visit smartFORM Field Type Descriptions to see how to use the data within smartFORMS. To learn about sending smartFORMS to guardians, take a look at Guardian smartFORM Emails.