Optional (Admins): Manual Upload of Student Metadata

What is Student Metadata?

Student metadata is any student information, like year in school, hometown, GPA, academic standing, athletic status, etc. This data can be manually uploaded (explained below) or set up as an automatic integration with your IT department (Admins: Optional IT Integrations). As such, the source for student metadata is a collection of "custom student metadata", uploaded through the CSV file on the admin panel, and the data received from your IT team. 

Manually upload into Penji

From the admin website, you will navigate to Students > Manage > Import Student Metadata. Like other uploads in Penji, the steps include downloading a template CSV (or your most recent import), editing the template, and uploading this information into Penji. 

Student Metadata CSV

The student_metadata.csv template is shown above. With this template, you will add student email/SSO information and add the metadata you would like to track and show on the admin website. Starting in column C, you will adjust the names of the columns, and add as many as you would like. This is the most flexible upload in Penji, and the only instance where you will adjust the column headers. 

Filling out the CSV - Example

1. Navigate to “Students” on the side menu in the admin panel
2. Click the “Manage” header
3. Under "Import Student Metadata" heading, click “Download Template CSV”
4. Edit this CSV and add the metadata columns you would like
   1. Email: Student Email
      1. You do not need to include all students within your community in this file
      2. Note that you will not get an error message if you try to upload a file where the Email/SSO combination is not listed within the student export or is not included on the Students tab. Uploading a new Email/SSO combination on the CSV will not create a new student record.
   2. SSO ID: Student SSO ID
   3. "Example Column 1" through "Example Column N (Add more columns as desired)"
      
      1. Rename these columns for the metadata you would like to track -- in the above example, the headers "Student Email", "Year in School", "Expected Graduation", Academic Advisor", and "Out of State" were added. 
         • Note that Student Email was added as an additional metadata field. It might be helpful for some programs to display student email within the Student Tab of the admin panel. However, the column headers cannot repeat, meaning since the header, "Email" is used in column A, it cannot be used as a metadata header.
      2. You can add as many or as few columns as you would like -- in the above example, there is an extra column compared to the template, columns F and G. 
         • However these are ordered within the CSV file is how they will be shown in the admin panel.
      3. You do not need to fill out the metadata fields for every student. Some cells can be left blank. This will result in a "blank" field on the Student Profile view. 
         
         
         
      4. Examples of student metadata columns are listed below
         • Year In School
           
           • Freshman, Sophomore, Junior, Senior
         • Status
           • Active, On Leave, Withdrawn, etc.
         • Academic Standing
           • Good standing, Probation, Suspension, etc.
         • Nationality
         • Home Town
         • Major
         • Credits Earned
         • Academic Track
         • Athletic Status
         • Academic Advisor
         • On-Campus Residence location
         • Holds
         • Expected Graduation
         • Email
         • Student ID
5. Upload this back into Penji by clicking “Choose File”, selecting the edited CSV, and clicking “Import CSV”
6. To make changes, you can download your most recent version under “Recent Imports” on the Manage tab and edit the document before re-uploading

Where Metadata is shown

Student Tab - Individual Students

Student Metadata is visible when you navigate to the individual student profile view. This is currently the only place in the admin panel where the data is visible. We plan to expand visibility to different parts of the Penji platform in the future. 

Student Export, Session Export, and Check-In Export

Student Metadata will be visible on the Student Export, Session Export, and Check-In Export. The above image shows the student.csv. 

• The Student Export is found under Students > Manage > Export Students.
• The Session Export is found under Sessions > Manage > Export session.csv.
• The Check-In Export is found under Check-Ins > Manage > Export check_ins.csv.

How to easily add Student Email, SSO, and ID

It might be useful to add Sudent emails, SSO IDs and IDs into the admin panel through the Student Metadata feature. This infomration is available to admins in the student export. Overall, you can take the information from the student export, add it to the Student Metadata template, and have that infomration shown on the Student Profile for each student. The video above explains how to do this. The Student Profile will look like the below example. 

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