Adding Student Records

Last updated
Save as PDF

Getting Started

Before you add students to EMP, you need to set up the Core System Values, Field/Field Categories, and Assets, which are the essential configuration settings that define the system's behavior and operation.

Core System Values include the stages in your enrollment funnel (e.g., prospect, inquiry, enrolled, etc.), student entry years at your institution (e.g., 2024, 2025), and the types of students (e.g., undergraduate, transfer, graduate, etc.).
Fields are individual data elements or attributes that store specific pieces of information about a student, such as "Name," "Email Address," and "Major of Interest."
Field Categories, also known as field groups or sections, are organizational units that group related fields together. They help structure and categorize information for better usability and understanding.
Assets are the institutional branding elements you configure (e.g., university color scheme, available majors, extracurricular activities).

Options for Adding Students

There are three options for adding students:

Importing Records: a user uploads a .CSV file. This option is typically used when large lists of students need to be added to EMP.
Manually Adding Records: a user enters the student's information, which immediately creates a student record. This option is typically used on an ad-hoc basis.
Completing a Form Fill: using an Inquiry Form or SEM form, the collected student information creates a student record. This option is typically used for marketing campaigns.

Each option will provide a different Source on the student record as EMP categorizes different traffic metrics into sources. You can see a student's source history in the timeline on the student record page. EMP will notate different sources based on how the student was added.

Importing Records

When uploading files to EMP for import, the file must be saved as a .CSV to import correctly. The required fields in the file are first name, last name, and email. The more fields you have to match in EMP, the better, to help eliminate the creation of duplicate student records.

Click Students from the top navigation bar.
Select Imports from the drop-down menu.
Click New Import.
Choose your Import File Type. The three choices are defined as:
- Student data file – contains student information to be added to student records or to create new records.
- Notes file – contains information to be added as a note to student records.
- Student data file and notes file – two separate files, an information file and notes file, imported simultaneously.
Choose your Origin, either:
- Upload from My Computer: choose a file from your computer.
- Upload from Transport: the upload occurs from an SFTP site.
Select your Source (i.e., the category to which you assign a new inquiry from the drop-down). If the source is not listed in the drop-down, you can create a new source and select it for this import. Every record that comes into EMP has a source which can be an important component to building groups.
If your file contains special characters, select the encoding scheme in which all or most of the words look correct.
Set the Update rules to ensure the data enters EMP correctly:
- Update if EMP value is blank & file value is not blank: will only update the field in EMP if there is a value in the CSV file.
- Update if file value is not blank: will overwrite the current data in EMP.
- Never Update: will never update the data in EMP regardless if there is data in the CSV file.
- Always Update: will update the data in EMP regardless if there is data in the CSV file.
On the Field Matching page, map the value in the file header with the equivalent EMP field (e.g., First to First Name). Once your fields are mapped, EMP remembers the mapping for future imports. Match the file field with the EMP field.
- Other fields of note:
  - Entry Year: always to keep data the most relevant.
  - Stage: select the update to higher stage option to prevent students from being downgraded stages. For example, if a student is an Applicant in EMP, but an Inquiry in the data file, the student will remain in the applicant stage in EMP.
Enter the information or confirm the information is correct on the subsequent Option Matching pages, (e.g., GA to Georgia). Then, click Save.
Click Complete Import to begin the import process.

You'll receive a notification once the import is completed.

Duplicating Imports

To copy an import you've already created, click the circled arrow icon.

Editing Imports

To edit an import, click the pencil icon.

Disabling Automatic Imports

To stop an automated import from an SFTP site, click the no icon.

Changing Source Buckets

To pick a new source for the import, click the file folder icon.

Creating Snapshots

You can view the data that is imported into EMP via a Snapshot. This feature is helpful if you're utilizing an automatic import; for example, if your applicants are being imported from another system into EMP, you can view what data is imported to EMP on a specific date and time. Click the Snapshot to see the data.

Manually Adding Student Records

Click Students from the top navigation bar.
Select Add Student from the drop-down menu.
Select the student's Source, i.e., the category to which you assign a new inquiry. A source helps track and analyze the effectiveness of different marketing channels.
Select the student's Stage from the drop-down menu.
Complete the fields.
- The higher a student’s stage, the more information you need to fill out.
Click Create Record. Choose View Record to review the student's record, or select Add Another to create another student record.

Completing a Form Fill

Students may complete a form, such as your inquiry form on your PURL or an SEM Form, for example, from a marketing campaign. The submitted form creates a student record based on the information collected on the form.