Read more about GPA options supported in Cialfo here before proceeding.
This article covers how to upload GPAs for multiple students at a time by using an uploader. For more on how to enter or update GPAs for a single student, read here.
Why is having Grades/ GPA data useful?
GPA is essential for plotting Scattergram data points. Without any GPA values, the student's applications will not show up on any scattergram even if they have a confirmed application result and an SAT or ACT score.
Prerequisite: Determine which type of GPA you are uploading
By default, there are 4 GPA options seen within each student's Grades section of their Profile. Each school typically makes use of up to 2 GPA options, the remaining unused options can also be turned off from view on the Configuration page.
Things to take note of:
1. Estimated GPA - Generally, this is more for schools that do not have their own GPA conversion scale. This is auto-calculated from subject scores entered for the student, based on a 4 point scale, and cannot be overwritten by an uploader.
2. GPA (4.0) - for unweighted GPA values going up to a maximum of 4.00
3. Weighted GPA (5.0) - for weighted GPA values going up to a maximum of 5.00
4. School GPA - any GPA values on an unrestricted scale, up to 3 decimal points
Step 1 - Navigate to find the GPA uploaders
Go to Account > Bulk Upload, and click on "Import student data" button under Input Data> Student Data option.
Step 2a - Prepare your data file
Once you go to the upload /Student data page you can download the Sample template available from the link provided in the blue instruction box.
Step 2b - Prepare your data file
a. Enter the student identifier (*Recommended: Student Email)
Student Identifier is used to tell the system which GPA value is allocated to which student. Make sure that this student already has this information stored in their Cialfo student profile.
b. Input the student identifier details and the GPA values you want to upload
c. Save the file in .XLS format as an Excel 97-2003 Workbook
Step 3 - Upload your data file
a. Uploading your data file
Click the upload box, then browse and select the file you want to upload or Drag & Drop it into the upload box. Make sure the file is saved with - (.csv) or (.xls) or (.xlsx) extensions only
b. Configuring the type of data of the uploader
Make sure to Select an uploader from the drop-down list as GPA.
2. Select the date format from the Dropdown menu as Day-Month-Year, Month-Day-Year, and Year-Month-Day according to the format the date is mentioned in your file. Then click on the "Next Step" button.
c. Map the data fields to the corresponding file column
Please make sure you map all the mandatory fields. The mandatory fields have asterisk ' * ' next to the field name.
Ensure you have mapped it to the corresponding file column. you can ignore certain non-mandatory fields if you do not have data in that file column and select 'Ignore this column' in the dropdown next to the field.
d. Preview and confirm section you can check if the file has any errors or the data is all ready to upload.
This section distribute the data as :
Errors:
This will show if there is any error in the file. suppose if the email address does not match with any Student, the error will populate under the Errors section. You can download the Data summary report from the "Download" Button at the top. This report will show which row contain error and you can troubleshoot the error accordingly.
New:
All the new entries which does not contain any error will show up in this section.
Existing & Update :
If the data for the particular student is already updated on the platform in that case that data will populate in this section. Please turn on the toggle key for "Update the data for the existing entries" if you want to update the data of the entries that are already saved in the system and click on "Finish Import".
Step 4 - Troubleshooting errors
Invalid Student Identifier.
Invalid Student Identifier error occurs when The system cannot find a user with the same student identifier you have used. Check that this student has this information in their Cialfo student profile
Invalid GPA.
The GPA value must be within 1.0 to 4.0, maximum to 2 decimal places. If you are trying to upload a GPA value outside of the acceptable range "Invalid GPA" error will show up.
Invalid Weighted GPA.
The weighted GPA value must to be within 1.0 to 5.0, maximum to 2 decimal places. If you are trying to upload a GPA value outside of the acceptable range you will see an "Invalid Weighted GPA" error.
For any questions - feel free to use our Chat with Cialfo feature to speak to our team :)