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Grades 9-12: Exporting data from your Student Information System (SIS)

Cristina Hernandez Updated by Cristina Hernandez

We’re excited to get you started with Scoir! To set up your account, you'll need to export and share data from your Student Information System (SIS). This guide outlines what information is required and how to prepare it.

If someone else on your team will be completing this process, please share their contact information with your Customer Success Manager. This ensures they receive the necessary steps and guidance to begin your account setup.

📤 What data should be exported?

We need the following information from your SIS:

Click the links above to jump to the section that lists the required and optional fields to export and send to Scoir for each data type

📌 Important things to know before you begin

  • Supported File Types: Please provide your exported data in either Excel (.xlsx or .xls) or CSV (.csv) format. These are the only file types Scoir supports.
  • Make sure each student is only listed once in the exported file: 
    • Don't have multiple lines for the same student. All the information for one student should be on one single line. 
    • Student ‘address’ is not supported on multiple lines.  There should be one column for address 1, one column for address 2, one column for city, etc.
    • Don't use things like expandable rows or multiple lines for a single piece of information (especially addresses) as this can impact the import process and skew data.
  • One-time alumni import (if applicable): 
    • Alumni files can only be imported once because they do not include email addresses.
    •  If you're submitting alumni data to Scoir (excluding Naviance files), make sure your file contains all necessary fields from the start—updates cannot be made later.  Please include all data from the Student SIS shown below that your team wants imported to Scoir.
  • Include All Required Information: The first file you send us must have all the required fields listed below.  We cannot import without this information.
  • Changing SIS Systems? If your school will be changing SIS systems, please inform our team before the update. Student IDs can be changed by our team with a three-week lead time after a data file with both old and new IDs is provided.
  • Email Updates: Scoir’s support team can only update email domains for students. Staff must update their own emails by following the steps in this guide.
  • Student IDs with Zeros: If your student ID numbers start with a "0," please let Scoir Support know.  This information gets omitted in both excel and CSV files.

📚 Export student data (required)

Please export a current student roster from grades 9-12 from your SIS. Each SIS is unique, so while we don’t provide system-specific instructions, we’ve outlined the required and optional fields below to guide your export. 

While some fields are optional, the more information included, the more helpful Scoir will be to your team.

Required Fields:

  • Student ID
  • Name First
  • Name Last
  • Graduation Year (not grade)
  • Date of Birth (dd/mm/yy or dd/mm/yyyy
    format only)
  • Student Email Address (current students only)

Optional Fields:

  • Counselor Name (please include counselors and their email addresses in the Staff Data file if you want to assign counselors in Scoir.)
  • Name Middle
  • Preferred Name
  • Cumulative GPA (Unweighted)
  • Cumulative GPA (Weighted)
  • Sex
  • Ethnicity (Hispanic and non-Hispanic, we do not support numbered ethnicity)
  • Race (US Census Bureau, we do not support numbered race or multi-race)
  • Address Street (Can be Address 1 in one column, Address 2 in a second column)

    Please do not send addresses on multiple lines. We also do not support import of international addresses at this time.
  • Address City
  • Address Zip (5-digit ZIP codes only)
  • Phone Home (10-digit phone numbers only)
  • Phone Mobile (10-digit phone numbers only)
Please do not send addresses on multiple lines. We also do not support import of international addresses at this time.

Exporting parent data and importing it into Scoir allows parents and guardians to create accounts, giving them access to their student's profile, college list, cost of attendance calculator, and other valuable tools to support the college planning process.

When exporting parent data:

  • Each parent/guardian must have a unique email (no duplicates).
  • Each parent in the file must be in a separate row, even if multiple parents are listed for the same student.
  • Parent emails must be personal (No school-issued emails).

Below are the required and optional data fields you can include in your parent export:

Required Parent Fields:

  • Student ID
  • Parent First Name
  • Parent Last Name
  • Parent Email Address (personal, not school-issued email)

Optional Parent Fields:

  • Cell Phone (10-digit phone numbers only)
  • Home Phone (10-digit phone numbers only)
  • Address (international addresses are not supported)
  • City
  • State
  • Zip
  • Parent ID

Example parent data format:

If your school plans to use Scoir for electronic delivery of application materials, export a list of teachers from whom students might request recommendation letters. Counselors should also be included in this file.

Required Fields:

  • First Name
  • Last Name
  • Teacher Email Address

Optional Fields:

  • Title/Position
  • Department

➡️ Submitting your data & what happens next 

📩 Submitting your files

If you haven’t done so already, please email all exported files to support@scoir.com using the most secure method as determined by your team.

If you're using a shared Google Drive, make sure support@scoir.com has access and then send us an email letting us know the name of your school.

⏳ What to expect

Our Scoir Support Team will review and process your data as soon as all requested files are submitted. If we have any questions or spot any discrepancies, we'll reach out to you. Once we have all the data and it looks good, your Scoir account will typically be ready within 5-7 business days.

💡 We're here to help!

We want to make this process as smooth as possible. After your account is set up, you'll get an email with the next steps. If you need help along the way, please reach out to support@scoir.com. We're always happy to answer your questions.

How did we do?

Grades 9-12: Scoir data gathering instructions (Clever & SIS for parents)

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