Introduction

Welcome to Proserva's CSV upload documentation. This guide will help you understand the process of uploading a CSV (Comma Separated Values) file containing data about teachers, sites (schools), and licenses to Proserva's educational app.

By following this guide, you can ensure smooth and accurate data ingestion, enabling Proserva to provide tailored features and services to your district.

CSV File Overview

CSV files are simple text files containing tabular data. Each line in the file corresponds to a row in the table, and the values (columns) in that row are separated by commas.

The first row, known as the header, names the columns. Each subsequent row contains the corresponding values. Be sure to save your CSV files with the .csv file extension.

You can find a google sheet here with the CSV templates and settings. After completing the data, simply export each csv tab as a csv to upload on the manage tab of the district portal.

Copy Template File

CSV Upload Frequency

The frequency of data upload depends on the district's requirements. You can perform an upload at any time, as often as needed. Each upload will overwrite existing data within the database.

Keep in mind that uploading new data will not remove inactive teachers or any licenses that teachers have already added or applied for. Any deletions of teachers or license data must be made manually.

CSV File Formats

Proserva requires three different CSV files for its three main data categories: users (teachers), sites (schools), and licenses. Each category has a specific format and required fields.

Before diving into the specifics of each category, it's important to remember that when you are entering emails, ensure that they are unique for each user. This is crucial because emails are used to associate teachers with their respective sites and licenses.

1. Users (Teachers) CSV Format

CSV file for Users contains information related to teachers in the district. Here are the headers for this file:

email, first_name, last_name, employee_id, coach_emails, tenure, role, date_started_teaching, designated_school/site_internal_id, is_coach, profile_picture_url, teaching_license_folder_number, current_title, current_department, relicensure_committees_site_ids, gender, ethnicity, create_account

Detailed breakdown of each header:

email: The unique email address of the teacher. This must be unique and can not be changed.
first_name: The teacher's first name.
last_name: The teacher's last name.
employee_id: The unique identifier assigned by the school or district.
coach_emails: A comma-separated list of emails of coaches assigned to the teacher. It should be enclosed in double quotes, e.g., "email1@email.com, email2@email.com".
tenure: The tenure status of the teacher. This should be a value from the predefined "Tenure" list.
role: The teacher's role in the district. This should be a value from the predefined "Roles" list.
date_started_teaching (optional): The date when the teacher started their teaching career. If left blank, it defaults to the user's account creation date.
designated_site_internal_id: The unique internal identifier of the school or site where the teacher is working.
is_coach (optional): A flag indicating whether the teacher is also a coach. Use TRUE or FALSE.
profile_picture_url (optional): The URL of the teacher's profile picture.
teaching_license_folder_number: The unique identifier for the teacher's teaching license folder.
current_title (optional): The teacher's current job title.
current_department (optional): The department where the teacher is currently working.
relicensure_committees_site_ids (optional): The committees where the teacher serves. These should be school internal_ids separated by commas but no spaces. It should be enclosed in double quotes, e.g., "876,877".
gender (optional): The gender of the teacher. Male, Female, or Other.
ethnicity (optional): The ethnicity of the teacher. Any text is accepted.
create_account: Whether to create an account.

2. Sites (Schools) CSV Format

CSV file for Sites contains data related to schools in the district. The headers for this file are:

name, logo_url, internal_id, school_year_start, principal, Site Admin

Detailed breakdown of each header:

name: The name of the school.
logo_url (optional): The URL of the school's logo. If left blank, a default logo is used.
internal_id: The unique internal identifier of the school.
school_year_start: The starting month of the school year. This should be a value from the predefined "Months" list.
principal: The email address of the school's principal.
Site Admin: The email addresses of the site administrators, separated by commas and no spaces, e.g., "admin1@email.com,admin2@email.com".

3. Licenses CSV Format

CSV file for Licenses contains information about teachers' licenses. The headers for this file are:

License id, Tier, User, Expiry Date

Detailed breakdown of each header:

License id: The unique identifier of the license. This should be a value from the predefined "Licenses" list.
Tier: The tier of the license. This should be a value from the predefined "Tiers" list.
User: The email address of the teacher associated with the license.
Expiry Date: The expiry date of the license.

Each CSV file must adhere to the format specified above. Ensuring the accuracy and consistency of data in these files will ensure a smooth data import process.

District-Provided Lists

Apart from the CSV files, districts are required to provide a list of Tenures and Conferences as part of their initial setup. However, the district can manage these lists from within the portal later.

Tenures

If not provided, the default tenures include:

Tenure	Description
Probationary 1	This refers to the first year of a new teacher's probationary period, where they are closely monitored and mentored.
Probationary 2	This is the second year of a teacher's probationary period, involving continued observation and evaluation.
Probationary 3	This is the final year of the probationary period. Performance reviews from this year often play a crucial role in decisions about tenure.
Tenured	This status is granted to teachers who have successfully completed their probationary period. Tenured teachers have additional job security and rights.
Temporary	This status is typically assigned to teachers hired on a temporary contract, such as substitutes or those covering for a teacher on leave.
Support Staff	This category includes staff members who aren't teachers but provide crucial support services in a school, such as administrative staff, guidance counselors, and library staff.

Conferences

These conferences are for coaches and teachers. Each conference needs to have a Name, Due Date, Description, and the Tenures Included. The conferences (and due dates) must be recreated each school year. If not provided the default conferences are below:

Name	Due Date	Description	Tenures Included
Beginning of Year	November 1, 2023	This conference marks the start of the academic year. It allows teachers and administration to discuss goals, strategies, and expectations for the coming year. In particular, it's a chance to review the performance of probationary and tenured teachers and provide guidance for the year ahead.	Probationary 1, Probationary 2, Probationary 3, Tenured
Mid Year	February 1, 2024	The Mid Year conference serves as a check-in to review progress towards the goals set at the beginning of the year. It focuses on probationary teachers, as they need more frequent feedback and assessment. The conference can address any challenges encountered and provide support for improvement.	Probationary 1, Probationary 2, Probationary 3
End of Year	June 1, 2024	The End of Year conference is a comprehensive review of the academic year. It involves evaluating the performance of probationary and tenured teachers and their attainment of set goals. Feedback is provided, achievements are recognized, and areas for future growth are identified.	Probationary 1, Probationary 2, Probationary 3, Tenured

Initial Settings

Upon initializing Proserva for the first time, districts will have the option to set a few crucial parameters which will dictate the basic functionality and appearance of the platform. These initial settings are detailed below:

District Logo URL: This is the URL where the logo of your district is hosted. This logo will appear in the Proserva app and is generally displayed wherever your district is referenced. The URL should point to a .jpg or .png image file.
Example: http://yourdistrict.com/your-logo.png
Disable Teachers from modifying or correcting their own licensure and tier: This is a TRUE/FALSE setting. When set to TRUE, teachers in your district will not be able to make changes to their own licensure or tier details within Proserva. Instead, these details will need to be updated by an admin. If set to FALSE, teachers will have the ability to update their licensure and tier details. This setting is helpful for maintaining data consistency and controlling who can modify important information.
Example: TRUE or FALSE
State: This is the state in which your district is located. This setting will influence various aspects of the Proserva app, such as time zone settings and compliance with state-specific educational regulations.
Example: Minnesota

Predefined Lists

Proserva provides a set of predefined lists. These lists include Licenses, Months, Tiers, Roles, and others that the district can choose from when filling in their CSV files. These lists are provided to standardize entries and facilitate data consistency.

Licenses for Minnesota

Name	unique id
Agricultural Education	1680537081002x783330131963805700
Bilingual-Bicultural (Endorsement)	1681237812380x510433818111377400
Business Education	1680538946142x970039428582211600
Career and Technical Education Accommodation Specialist (Endorsement)	1681238519283x648221623049781200
Communication Arts and Literature (5-12)	1680540222129x332929079804690400
Communication Arts and Literature: Middle Level (Endorsement)	1681230651666x797191595658313700
Computer, Keyboarding, and Related Technology Applications (Endorsement)	1681239013346x352081857976205300
Core Skills for Teachers of Special Education (Required for first Tier 3 and 4 Special Education license)	1681903109103x947356895982387200
Core Skills of Career and Technical Education (Required for first Tier 3 or 4 CTE license)	1681913691964x389514088733999100
CTE: Communications Technology Careers	1680541294930x145744108611698700
CTE: Construction Careers	1680541802433x699614624658227200
CTE: Creative Design Careers	1680542307903x693338438852149200
CTE: Early Childhood Careers	1680542621038x250337608574435330
CTE: Hospitality Careers	1680543210568x794641358530805800
CTE: Manufacturing Careers	1680543854735x249839110222512130
CTE: Medical Careers	1680544468389x796866686383030300
CTE: Transportation Careers	1680545001227x421867162474905600
Dance	1680545962507x692491701213200400
Dance and Theatre Arts	1680546216460x247506095135784960
Early Childhood	1660765244334x425862634985488400
Elementary Education	1657311505162x980086896961150200
English as a Second Language	1660830629130x453975504762437600
Family and Consumer Science	1680546905292x530157197902479360
Health Education	1680547512150x171376907829641200
K-8 World Language and Culture (Endorsement)	1681243201531x765592007535755300
Library Media Specialist	1680548048320x600527657367240700
Mathematics	1680551023719x203365636547280900
Mathematics: Middle Level (Endorsement)	1681231649032x257676264654241800
Music: Instrumental and Classroom Music	1680552068399x290160606047895550
Music: Vocal and Classroom Music	1680552500975x376516074378625000
Parent and Family Education (Adopted April 2023)	1682289482710x494532256969785340
Physical Education (adopted April 2023)	1681922119199x770783212702007300
Preprimary (Endorsement)	1681243298562x528354788057808900
Reading (Endorsement)	1660831516689x719578761589686300
Reading Leader (Endorsement)	1681234164298x988508313931481100
Science: Chemistry	1680553039585x994961084841459700
Science: Earth and Space Science	1680576595520x896677227285971000
Science: General Science (Science 5-8)	1660832247785x520102580162396200
Science: Life Sciences	1680626579731x843431877977833500
Science: Physics	1680630301612x653219305465577500
Social Studies	1680581862414x907536085779480600
Social Studies: Middle Level (Endorsement)	1681232927800x100082847395086340
Special Education: Academic and Behavioral Strategist	1660764044331x904453766969294800
Special Education: Autism Spectrum Disorders	1680583907160x452932245766799400
Special Education: Blind or Visually Impaired	1680584325323x629064686066729000
Special Education: Deaf or Hard of Hearing	1680584787215x665194090169106400
Special Education: Developmental Disabilities	1680585500806x103301906413649920
Special Education: Early Childhood	1680585963587x670069287615987700
Special Education: Emotional or Behavioral Disorders	1660830033411x924655192593924100
Special Education: Learning Disabilities	1680586379377x222767394897002500
Special Education: Oral/Aural Education	1680586785721x643098737631821800
Special Education: Physical and Health Disabilities	1680586944427x873791970965454800
Standards of Effective Practice (Adopted April 2023)	1681999970918x133202756410277890
Standards of Effective Practice (Adopted in 2001)	1681312690037x237092328021688320
Teacher/Coordinator of Work Based Learning (Endorsement)	1681243416046x920312734055399400
Technology	1680587374425x778873595685765100
Theatre Arts	1680587921377x583771633827971100
Visual Arts	1680588159824x907723282010079200
World Languages and Cultures - American Sign Language	1681854341135x538455796536836100
World Languages and Cultures - Classical Languages	1681852823577x778389651880673300
World Languages and Cultures - Modern Languages	1681852713078x267811323687731200

Roles

Name (id)	Description
Standard Teacher	Regular Coaches and Teachers, no access to the site portal, or network portal. Has access to Professional Development, Applying for Licenses, Renewing Licenses, Observations, Conferences, and Goal Setting. May make changes to their own profile or some information of profiles of those that they coach.
Site Admin	Have all the same access as teachers but with additional access to the site portal and may edit the profiles of those in their site as well. May also see all of the observations, conferences, and goals of everyone in their site.
Network Admin	Have all the same access as teachers but with additional access to the network portal and site portal, and may edit all the profiles of those in their network as well. May also see all of the observations, conferences, and goals of everyone in their network. May make changes to coaches and manage all network settings.

Tiers and Months

Month Names	Tiers
January	Tier 1
Feburary	Tier 2
March	Tier 3
April	Tier 4
May	OFP
June
July
August
September
October
November
December