Configuration Data
Program Tags
An optional feed that can be used to identify specific tags associated with a program record in Stellic. These tags are for display and filtering purposes only (they don’t drive audit behavior). The program_tag_name will display on the program “tile” in the platform along with the program name, etc.
Expected feed filename: program_tag.csv
Samples: CSV
Field | Description | Requirement |
| The program_tag_id can be added to the program feed if additional identification is needed beyond core columns. The program_tag_id value can be a maximum of 50 characters in length.
Examples: “HON”, “DUAL” | required |
| The label used to display within the Stellic platform for all programs associated with the program_tag . This is the value that will display in program tiles in Stellic. The program_tag_name value can be a maximum of 100 characters in length.
Examples: “Honors Program”, “Dual Program” | required |
Student Tag Details
An optional feed that can be used to identify specific tags associated with a student’s record in Stellic (the student_tag_id values are added to student records via the student_tag feed specified below). This feed allows institutions to include a list of tags that can be used within the Stelic platform as well as adjust the display values of tags over time. Stellic will create a running list of tags based on the student_tag_id values that are loaded over time. Tag values that are removed from this feed will be archived in the platform.
For more information about the use of student tags in the platform and within audits, please see our guide on the use of attributes and tags.
Expected feed filename: student_tag_detail.csv
Samples: CSV
Field | Description | Requirement |
| Unique identifier for the tag. This value can be your SIS tag code (if used) or any unique identifier for such a tag. Stellic will create a tag record based on this value that will be used in dropdowns over time. This column can be a maximum of 100 characters in length.
Examples: “ATHL”, “honors” | required |
| The display value that will be seen within the platform by administrative users. This value can change over time as the student_tag_id is the primary identifier. This column can be a maximum of 150 characters in length.
Examples: “APCHEM”, “WRIT” | required |
| The type value that results in the scope for the use of the tag in the platform. Multiple values should be pipe-delimited. The following types are allowable:
| required |
Enrollment Tags
An optional feed that can be used to identify specific tags associated with individual student enrollment records in Stellic. These tags can drive audit behavior and give institutions much flexibility. The enrollment_tag_name will display on the student’s enrollment record in the platform along with the program name, etc. For more information about the use of enrollment tags within Stellic, see our guide.
Expected feed filename: enrollment_tag.csv
Samples: CSV
Field | Description | Requirement |
| The enrollment_tag_id can be added to the student_course feed if additional identification is needed beyond core columns. The enrollment_tag_id value can be a maximum of 100 characters in length.
Examples: “RESI”, “INSTATE” | required |
| The label used to display within the Stellic platform for the associated tag. This is the value that will display in program tiles in Stellic. These tags are visible with specific constraints in the audit to drive audit behavior. The enrollment_tag_name value can be a maximum of 100 characters in length.
Examples: “Resident Credit”, “In-State Transfer” | required |
Holds
Holds are used to record specific holds that may be applied to a student's account. Multiple hold types are supported but must be defined here.
Expected feed filename: hold.csv
Samples: CSV
Field | Description | Requirement |
| A boolean flag that indicates if this hold type prevents students from viewing grades within the Stellic platform until removed.
Example: "TRUE", "FALSE" | required |
| The unique identifier for the hold and a foreign key to the hold_id in the student_holds feed. The hold_id value is limited to 20 characters.
Examples: "FIN", "PROB" | required |
| The display name of the hold type that will be included in the platform and visible within the displayed message. The hold_name value is limited to 100 characters.
Examples: "Financial hold", "Academic Probation" | required |
| Status determines what hold codes are visible in the student profile and dropdown lists in the platform. Only Active status holds will be loaded into the platform. Inactive status values may match prior records sent in the student_holds feed but will no longer be displayed.
Examples: "active", "inactive" | required |
| A boolean flag that indicates if this hold has an impact on dropping courses in the registration process. If this value is TRUE, this will prevent a student from dropping enrollments within the Stellic platform (the impact_reg will impact adding enrollments). This value defaults to FALSE.
Example: "TRUE", "FALSE" | required |
| A boolean flag that indicates if this hold has an impact on registration. At this time, Stellic only supports holds that impact registration (future functionality will include other hold types for notification purposes).
Example: "TRUE", "FALSE" | required |
| The message that will display to students with this hold. Should include sufficient information to help students resolve the hold and explain the impact until they resolve it. The hold Message value is limited to 1024 characters. While the student_holds feed includes a "note" column that will be displayed if populated, not all SISs allow student-specific notes. In such cases, Stellic can display the default value in the Message column here appended to whatever value is also included in the ""note"" column in the feed. We are unable to manage HTML or insert other data from the platform in these messages at this time.
Examples: "Your Financial hold will prevent you from registering. Please contact 123-456-7890 for more information.", "You are on Academic Probation and must submit a plan to your advisor to proceed." | Optional |
Tests
This file is optional but contains the configuration data needed to support student test information in the platform. This file will need to be supplied in order to ingest the student_test feed or the institution will need to define the information in a Tests tab in the institutional configuration sheet (if the configuration tab is desired, please ask your implementation specialist to enable it for you).
Expected feed filename: test.csv
Samples: CSV
Field | Description | Requirement |
| The test code used in the SIS associated with a student’s test record. This value is a foreign key to the test_id in the student_test record. For SISs that include both a parent test code and components, Stellic suggests combining the two to create individual test type records.
Examples: “APHIST”, “MATHPL” | required |
| The scoring scheme of this test type. Stellic supports three test schemes:
Examples: “numeric” | required |
| The display name of the test type. This value will display in the Stellic platform (not the test_id).
Examples: “AP: History”, “Math Placement” | required |
Withdrawal Type
This file is optional but contains the configuration data needed to support student withdrawal/leave information in the platform. This file will need to be supplied in order to ingest the student_withdrawal feed or the institution will need to define the information in a Withdrawal Type tab in the institutional configuration sheet (if the configuration tab is desired, please ask your implementation specialist to enable it for you).
Until this feed is supplied, the platform will contain a default set of filter values as per below (the Withdrawal value may be replaced by institutional options included in this feed).
Expected feed filename: withdrawal_type.csv
Samples: CSV
Field | Description | Requirement |
| The withdrawal type code used in the SIS associated with a student’s withdrawal/leave record. This value is a foreign key to the withdrawal_type_id in the student_withdrawal record. The withdrawal_type_id value can be a maximum of 250 characters in length.
Examples: “WADM”, “LEAV” | required |
| The display name of the withdrawal type. This value will display in the Stellic platform (not the withdrawal_type_id). The withdrawal_type_name value can be a maximum of 250 characters in length.
Examples: “Administrative Withdrawal”, “Leave of Absence” | required |
Student Information
Student Tags
This file is optional but recommended if tag values are to be submitted within the student_basic feed. This feed allows institutions to not only include tags but adjust the display values of tags over time. Tags are highly extensible in Stellic. Stellic will create a running list of tags based on the student_tag_id values that are loaded over time. Tags are unique based on a combination of student_tag_id and student_tag_type (type values that change over time will result in duplicate tag values in the platform so care should be taken to ensure these do not change or coordinate changed with the Stellic implementation team).
For more information about the use of student tags in the platform and within audits, please see our guide on the use of attributes and tags.
Expected feed filename: student_tag.csv
Samples: CSV
Field | Description | Requirement |
| Unique identifier for the tag. Must be a value defined in the Student Tag Details feed. This value can be your SIS tag code (if used) or any unique identifier for such a tag. This column can be a maximum of 100 characters in length.
Examples: “ATHL”, “honors” | required |
| The id number for the student that has been used in the other student data feeds.
Examples: “d815017”, “145241” | required |
Student Levels
This file is optional but recommended for institutions using level constraints in audits and for filtering. Stellic is able to load and report on information about a student’s duration on a specific enrollment level. This can be inferred from level information provided in the other feeds but may not match information from your SIS (particularly if Stellic was implemented after students began enrollment at a specific level). If you track this information in your SIS, you can also add this new feed which includes optional duration information (start and end terms) as well as specificity regarding each student’s primary and active levels over time.
Expected feed filename: student_enrollment_level.csv
Samples: CSV
Field | Description | Requirement |
| One of the valid enrollment level values for the institution. One record should be included for each enrollment record for the student. Validation Note: Must match Enrollment Level ID values on the Enrollment Levels tab of the configuration sheet for the institution.
Examples: "UGRD", "Grad", etc. | required |
| A boolean value that indicates if this level record is currently considered active. Historical or levels associated with completed programs can be included but marked "FALSE."
Examples: "TRUE," "FALSE" | required |
| A boolean value that indicates if this level record is the student's primary level. Only one record for the student can be marked as primary at a time.
Examples: "TRUE," "FALSE" | required |
| The order in which the student's levels were enrolled or completed. Must be an integer value. Must be a numeric value.
Examples: "1", "4" | required |
| The username for the student that has been used in the other student data feeds.
Examples: "jterry", "135689" | required |
| The term when the student's enrollment level ended. If still a current level, this value will be blank.
Examples: "Spring 2020" | Optional |
| The term when the student's enrollment level began.
Examples: "Spring 2020" | Optional |
Student Holds
This file is optional but strongly recommended for institutions using Stellic for registration. This information will be used to present registration hold information in the Stellic platform to a student so they know that their registration attempt will be prevented until the hold is resolved. Only one hold can be sent and presented per student for each hold type (hold_code value). These values can be added and removed over time so the feed will include only active holds.
The Student Holds feed works in conjunction with the values defined in the Holds tab of your institution’s configuration sheet (which will be added by a Stellic integration team member). The ‘note’ value is combined with any hold ‘description’ that might be defined in the configuration sheet in order to present a clear message to the student and help promote hold resolution (the format is ‘description’ from config [if included] followed by the specific ‘note’ to the student [if included]). The intention is for these messages to direct students to the appropriate office, site, or form to complete to resolve the issue so registration can proceed.
Holds will prevent registration within the Stellic platform but will not prevent planning. Students can continue to create term-based plans and select sections but will not be able to click any registration-related buttons while the registration hold is still active. Stellic maintains an API so holds can be added and removed “real time” to support a better user experience and supplement the data feed.
NOTE: Stellic is designed to display hold records that apply to all registration activities for a student across terms. As such, the term/year values are optional. However, we do support values for specific terms if needed. For example, your institution may require a payment authorization is completed each term. You can include term/year and Stellic will apply the hold to registration for only that term/year (all other terms for which there is no hold record in the feed will be available to the student). If your SIS includes a start and end term for the student, Stellic will need to receive a hold record for each term. In addition, for holds that may be “future dated” in your SIS (don’t apply today), Stelic expects only those holds that are “active” so you will need to suppress those holds from the feed that do not yet apply to a student (perhaps based on start date in your system).
Expected feed filename: student_hold.csv
Samples: CSV
Field | Description | Requirement |
| The hold code associated with this record. Must be a value defined in the Holds feed (which also includes additional messaging; see below under 'note').
Examples: "REG", "BusOff" | required |
| Unique identifier for the hold record for the student. E.g., this value can be your SIS hold code plus student ID or key value from the database. This value will be used with the Stellic API to update or remove the hold for the student so it must be a unique value for the record.
Examples: "962543", "145241-FA-2022-02" | required |
| The username for the student that has been used in the other student data feeds.
Examples: "d815017", "145241" | required |
| An optional field that indicates that this hold applies only to this specific campus. When blank, the hold will apply to all campuses for which the student can perform the associated action (e.g., registration). For institutions that use a multi-campus/institutional approach (with unique registration requirements, courses, etc. ) this must be supplied to restrict registration activity to specific campuses. Must be a value defined in the Campus config feed.
Example: "MAIN", "C" | required if applicable |
| The enrollment level to which this hold will restrict access. If used, this will restrict access to this enrollment level value (multiple hold records with different enrollment_level_id values will be required if student activity is restricted to courses offered at those levels). A blank value will assume access to all enrollment levels is restricted. This value must match a value supplied in the id column of the Enrollment Level tab of the configuration sheet (a foreign key to this column).
Examples: "UGRD", "grad" | required if applicable |
| The text description that will be displayed to the student to assist with hold resolution. This text will be added to any defined text from the hold code in config to present a message to the student regarding what must be done to resolve this hold. This may include specific actions recorded from your SIS that are specific to this student. Limited to a maximum of 200 characters (does not include the url values below which are in addition to the max note size).
Examples: "To remove this hold contact …", "You have an outstanding balance of $..." | Optional |
| A flag that enables/disables the hold record for a particular student. This flag can be used in conjunction with the Impact Registration flag in the Hold tab in the configuration sheet. Defaults to True (restricts registration activity).
Examples: "TRUE", "FALSE" | optional |
| The term name (not term code) for which this hold needs to be applied. Two records would need to be added if a hold needs to be applied for two different terms in the SIS (e.g., spring 2023 and fall 2023). A blank value defaults to global application of the hold for all open registration terms.
Examples: "Fall", "Spring" | optional |
| Contains a link specific to the student. We only support a single link per hold record. Defaults to Null.
| optional |
| The "clickable" text that will be displayed in addition to the note text above. This text will be the hyperlink text and will be joined with the url_link below in the platform.
Example: "Payment Authorization Form" | optional |
| The year for which this hold needs to be applied. As with the term value above, two distinct records in this feed would need to be added if a hold needs to be applied for two different terms in the SIS. A blank value defaults to global application of the hold for all open registration terms.
Example: "2022" | optional |
Functionality:
The information from the Holds config tab combines with the ‘note’ value from the feed to present the information to the student in the platform as follows:
title (from config): Aprobación de reglamentos
description (from config): This is a description.
note (from feed): This is a note
For non-registration holds, a hold record is used to display a general title and description on the student’s homepage and scheduling view. No user activity is restricted. A student specific text is displayed if a value is sent in the note column.
For registration holds, a hold record is used to display a general title and description on the student’s homepage and scheduling view. Registration is blocked if the Impact Registration flag in the Hold tab is set to True in the configuration sheet. A student specific text is displayed if a value is sent in the note column.
Student Tests
This file is optional but recommended if test (exam) scores are stored in institutional systems and affect program planning or advising. Currently, these values are display only within the Stellic platform but plans are to add these to milestone fulfillment constraints in the future. In the meantime, some institutions turn these into student tags since Stellic can currently support that functionality (e.g., a student who has a high enough placement test score could have a student tag value of the test name or similar that we can use).
Expected feed filename: student_test.csv
Samples: CSV
Field | Description | Requirement |
| Unique identifier for the test record for the student. E.g., this value can be your SIS test code plus student ID or key value from the database.
Examples: "962543", "145241-AP7" | required |
| The score associated with the student's test record. Only one test record per test_code per student can be loaded into the Stellic platform so the institution may need to determine which record will be included in the feed if multiple are recorded (i.e., with multiple attempts). The data type for this column is a float value so either integers or decimals are allowed but they must be numeric.
Examples: "510", "5", "10.2" | required |
| The id number for the student that has been used in the other student data feeds.
Examples: "d815017", "145241" | required |
| The test code associated with this record. Must be a value defined in the Tests config feed.
Examples: "APCHEM", "WRIT" | required |
| The date when the student completed this particular test record. Since only one record is provided for each test per student, the institution should decide which date is reflected for the specific attempt (same as the score value above). Please ensure the date format is %Y-%m-%d or full year, followed by numeric month, followed by numeric day (with leading zeros as needed), all separated by hyphens.
Examples: "2022-08-22", "2020-10-23" | Optional |
Student Registration Times
This file is optional but recommended but strongly recommended for institutions using Stellic for registration. This information will be used to present registration time (appointment) information in the Stellic platform to a student so they know when they can begin the registration process. Multiple values can be included per student per term in the event there are different “windows” during which each student is eligible to register. These values can be added as changes are made and are designed to work in conjunction with Stellic’s API to add/update/delete these records as they may change.
Some institutions and SISs do not use individual registration times for students but instead use times by “group” (e.g., all seniors begin at XXX). In such cases, Stellic still needs to receive individual records but recognizes that all students in the specific category will have the same time. The feed should be designed to include these time blocks for all students to whom the time pertains.
Expected feed filename: student_registration_time.csv
Samples: CSV
Field | Description | Requirement |
| Unique identifier for the time record for the student. E.g., this value can be your SIS time code plus student ID or key value from the database. This is required to differentiate multiple records per term for the student (in the event there are multiple registration periods per term) and for API support. This value will be used with the Stellic API to update or remove the registration time for the student so it must be a unique value for the record.
Examples: "57568", "145241-1231" | required |
| The type value that results in the scope for the use of the time ticket in the platform. The following types are allowable: registration—the default type that will be supplied if left blank; this type allows access for direct registration access shopping_cart—this type will be used for shopping cart functionality (if implemented by the institution) to proceed direct registration pre_registration—for institutions that have pre-registration enabled, this type differentiates access from either shopping cart or direct registration | required |
| Start time for this timing record (assumes the time zone of the primary campus for the student; linked in the Campus tab of the configuration sheet). This is a timestamp so must include both date and time information (down to minutes) for Stellic to display the information correctly. Should be formatted as "YYYY-MM-DD HH:MM:SS".
Examples: "2022-08-02 06:19:00" | required |
| The id number for the student that has been used in the other student data feeds.
Examples: "d815017", "145241" | required |
| The term associated with the registration time record in your SIS. Must match a valid term value from your institution's configuration sheet.
Examples: "fall" | required |
| The calendar year of the term associated with the registration time record.
Examples: "2019" | required |
| The campus for which this time ticket will apply. If used, this will restrict access to this campus value (multiple time tickets with different campus_id values will be required if the student is only eligible for activity at specific campuses). A blank value will assume access to all campuses is available. This value must match a value supplied in the id column of the Campus tab of the configuration sheet (a foreign key to this column).
Examples: "nyc" | required if applicable |
| End time for this timing record (assumes the time zone of the primary campus for the student; linked in the Campus tab of the configuration sheet). This is a timestamp so must include both date and time information (down to minutes) for Stellic to display the information correctly. Should be formatted as "YYYY-MM-DD HH:MM:SS". This value may also be blank if there is no specific end time for this record (will obey the end time for registration setup for the institution).
Examples: "2022-08-31 11:30:00" | required if applicable |
| The enrollment level for which this time ticket will apply. If used, this will restrict registration access to this enrollment level value (multiple time tickets with different enrollment_level_id values will be required if the student is only eligible for activity with courses offered at those levels). A blank value will assume access to all enrollment levels is available. This value must match a value supplied in the enrollment_level_id column of the enrollment_level configuration feed (a foreign key to this column).
Examples: "UGRD", "grad" | required if applicable |
| The term code associated with this record. Most SISs use a specific code per term to clearly identify which term is associated with the record. If your SIS does not use "codes" like this, you can leave this value blank (and it will be defined in the following columns).
Examples: "1231", "234821" | required if applicable |
Student Withdrawal
This file is optional but can provide additional details about student leaves versus those that are active. This is used in conjunction with the withdrawal_type feed to determine value values in that column.
Expected feed filename: student_withdrawal.csv
Samples: CSV
Field | Description | Requirement |
| The date value when this withdrawal/leave record was determined/created in the SIS. Please ensure the date format is %Y-%m-%d or full year, followed by numeric month, followed by numeric day (with leading zeros as needed), all separated by hyphens.
Examples: "2021-08-21" | required |
| The date when the withdrawal/leave record begins (may be the same as the term begin date from the start_term value). Please ensure the date format is %Y-%m-%d or full year, followed by numeric month, followed by numeric day (with leading zeros as needed), all separated by hyphens.
Examples: "2021-08-21" | required |
| The start term associated with the withdrawal/leave record in your SIS. The term name must match a valid term type from your institutional configuration sheet Term Type tab along with the year value.
Examples: "Fall 2024" | required |
| The id number for the student that has been used in the other student data feeds.
Examples: "d815017", "145241" | required |
| The withdrawal/leave code associated with this record. This value must match a value supplied in the withdrawal_type_id column of the withdrawal_type configuration feed (a foreign key to this column).
Examples: "LOA", "WTH" | required |
| The end term associated with the withdrawal/leave record in your SIS. If unknown, this value may be left blank (but the column is still required to be present in the feed) or should match the latest term value for which the student may be on a leave and still be considered an active student or use the same value as the start_term. The term name must match a valid term type from your institutional configuration sheet Term Type tab along with the year value.
Examples: "Spring 2024" | required if applicable |
| The end of the student's leave if known. Please ensure the date format is %Y-%m-%d or full year, followed by numeric month, followed by numeric day (with leading zeros as needed), all separated by hyphens.
Examples: "2021-12-22" | Optional |
| The text description that will be displayed to administrative users (not to students) about the student's withdrawal/leave record. There is no character limit for this field.
Examples: "This student is planning to return …", "Not enrolled for three consecutive ..." | Optional |
| The reason that this withdrawal type was applied to the student (may be the description of the withdrawal type in your SIS). Will display in the Stellic platform so this value should be commonly used or referenced. This column can be a maximum of 255 characters in length.
Examples: "Medical Leave of Absence", "Administrative Withdrawal" | Optional |