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.
1. Choose Your Syncing Method
Method | Best For | Effort | Typical Frequency |
Small organizations (< 100 staff) or one-time imports | Upload file in Portal → Done | As needed | |
SIS API Sync (via our integration partner) | Districts on Skyward, Synergy, PowerSchool, etc. that want “set-and-forget” automation | One-time API token setup with IT | Hourly or nightly |
Mid-size & large districts that already schedule SIS exports | Set up secure folder and drop nightly file | Nightly |
Below we share the CSV
We support both pushing to our SFTP server, or pulling from yours. If you would like to push to our SFTP server, please reach out and we will securely share our host information with you.
2. CSV File Template
Make a copy of the Google Sheet template.
Fill the settings tab, the Users tab and (once per district) the Sites tab.
Export each tab as its own .csv.
Upload in District Portal → Manage → Users -> Import CSV (or place in the nightly SFTP folder).
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.
Before diving into the specifics of each category, it's important to remember that when you are entering emails and ids, ensure that they are unique for each user. This is crucial because emails are used to associate teachers with their respective sites and licenses.
Users (Teachers) CSV Format
CSV file for Users contains information related to teachers in the district. Here are the headers for this file:
CSV Column Header | Required? | Description & Notes |
Yes | Unique email address | |
first_name | Yes | User's first name. |
last_name | Yes | User's last name. |
employee_id | Yes | District-assigned unique identifier (immutable — cannot be changed once created). |
coach_emails | Coaching | 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 | No | Tenure status; must exactly match a value in the district’s Tenure list. |
role | Yes | Role in district; must match a value in the Roles list. |
date_started_teaching | Optional | Start date of teaching career (defaults to account-creation date if blank). |
designated_site_internal_id | Yes | Internal ID of the teacher’s primary site/school (from Sites.csv). |
is_coach | Optional | TRUE or FALSE flag indicating if the user also serves as a coach. |
profile_picture_url | Optional | URL to profile image (PNG/JPG). |
teaching_license_folder_number | Renewal | Teacher’s state license / file-folder number. |
current_title | Optional | Current job title (e.g. “Grade 5 Teacher”). |
current_department | Optional | Department or subject area. |
relicensure_committee_access_site_ids | Optional | Internal site IDs (comma-separated, no spaces) where this user serves on a licensure committee — e.g. "876,877". |
gender | Optional | Free-text gender field. |
ethnicity | Optional | Free-text ethnicity field. |
create_account | Yes | TRUE to create a login; FALSE (or blank) keeps the user disabled. |
resignation_date | Optional | YYYY-MM-DD; account auto-disables on or after this date. |
Disabling Users
Users may be disabled manually within Proserva. To disable users automatically, you can either remove a user from the SFTP upload, or you can
Sites (Schools) CSV Format
CSV file for Sites contains data related to schools in the district. This is a one time upload. The headers for this file are:
Column | Required | Notes |
name | Yes | School name. |
internal_id | Yes | Unique per site; referenced by Users.csv. |
school_year_start | Yes | Month (1-12). |
principal | No | Email of principal. |
site_admin | No | |
logo_url | No | PNG/JPG URL (optional). |
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".
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
This is an optional field, but is very helpful for Teacher Development and Evaluation. If not provided, the default tenures include the following.
Tenure | Description |
Instructional Staff (First Three Years) | This refers to the first 3 years of a new teacher's probationary period, where they are closely monitored and mentored. |
Instructional Staff | This status is granted to teachers who have successfully completed their probationary period. |
Non-Instructional 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 | 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. | All |
Mid Year | February 1 | 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. | All |
End of Year | June 1 | 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. | All |
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.pngDisable 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:
TRUEorFALSEState: 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 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.
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. |