CSV Import Guidelines

Data Import Guide

Uploading data at least once a semester ensures that you have the most up-to-date faculty information in Faculty Success and eventually in other integrated Watermark products.

This article explains exactly what data should be loaded from your SIS or LMS. Please note that import template files can be found at the bottom of this article.

Mechanism for Import

Faculty Success’ Data Import work request allows you to load files manually into the user interface (UI).

File Specifications

The import supports the .csv UTF-8 file type. To import the file, click Save As, then select CSV UTF-8.

Note:

  All files must have the correct file extension.

  All fields must be in the header row of each upload.

  Recommended fields may be left blank, but all fields in this document and the sample files must be included in the headers.

Explanations of the requirements for each CSV import can be found below (organized by file name).


Personal and Contact Information

The Personal and Contact Information screens hold the basic information about each user that will be included in reports generated by Faculty Success. While the screen contains demographic information that may not be required for reports, it also includes contact information about the user. After users are created, please note that certain fields on this screen will be pre-populated and cannot be edited by said user.

Prefix

Field Code: PREFIX

Example: Dr.

Available Options: Dr.; Professor; Ms.; Mrs.; Mr.

Field Type: Drop Down

Import Status: Optional

Suffix

Field Code: SUFFIX

Example: Jr.

Field Type: Text

Import Status: Optional

Building Where Your Office Is Located

Field Code: BUILDING

Example: Manzanita Hall

Field Type: Open Text

Import Status: Optional

Office Room Number

Field Code: ROOMNUM

Example: 152A

Field Type: Text

Import Status: Optional

Office Phone: Areacode, Prefix, Suffix, Extension

Field Code(s): OPHONE1, OPHONE2, OPHONE3, OPHONE4

Example: (123) 456-7890 x123

Field Type: Text

Import Status: Optional

Note: Each portion of the phone number is a separate field; therefore, please create a separate column for the area code, prefix, suffix, and the extension (if applicable).

Department Phone: Areacode, Prefix, Suffix, Extension

Field Code(s): DPHONE1, DPHONE2, DPHONE3, DPHONE4

Example: (123) 456-7890 x123

Field Type: Text

Import Status: Optional

Note: Each portion of the phone number is a separate field; therefore, please create a separate column for the area code, prefix, suffix, and the extension (if applicable).

Fax Phone: Areacode, Prefix, Suffix, Extension

Field Code(s): FAX1, FAX2, FAX3, FAX4

Example: (123) 456-7890 x123

Field Type: Text

Import Status: Optional

Note: Each portion of the phone number is a separate field; therefore, please create a separate column for the area code, prefix, suffix, and the extension (if applicable).

Personal Website

Field Code: WEBSITE

Example: 2016

Field Type: Text

Import Status: Required

Date of Birth: Month of Birth

Field Code: DTM_DOB

Example: March

Available Options: January; February; March; April; May; June; July; August; September; October; November; December

Field Type: Drop Down

Import Status: Optional

Note: Please ensure that the month is entered exactly as found in the configuration file, as these values are case-sensitive.

Date of Birth: Day of Birth

Field Code: DTD_DOB

Example: 12

Field Type: Text

Import Status: Optional

Date of Birth: Year of Birth

Field Code: DTY_DOB

Example: 2015

Field Type: Text

Import Status: Optional

Gender[2]  Identity

Field Code: GENDER  

Example: Man

Accepted Values: “Man”, “Woman”; “Genderqueer”; “Non-Binary”; “Prefer not to Say”; “Two-Spirit”; or “Other”

Field Type: Check Box

Import Status: Optional

Note: Please ensure that the gender used is entered exactly as found in the configuration file, as these values are case-sensitive.

Race/Ethnicity

Field Code: ETHNICITY                                           

Example: Black or African American

Accepted Values: "Hispanic/Latino of Any Race”; “American Indian or Alaska”; “Asian”; “Black or African American”; “Native Hawaiian or Other Pacific Islander”; “White”; “Two or More Races”; or “Race and Ethnicity Unknown"

Field Type: Drop Down

Import Status: Required

Note: Please ensure that the degree type is entered exactly as found in the configuration file, as these values are case-sensitive.

U.S. Citizen or Permanent Resident?

Field Code: CITIZEN                                   

Example: Yes

Accepted Values: “Yes”; “No”

Field Type: Drop Down

Import Status: Required

Note: Please ensure that the response is entered exactly as found in the configuration file, as these values are case-sensitive.


Degrees

Data included on the Degrees screen shows all academic degrees earned by the user and any relevant information about the degree, such as degree type, whether it was the highest degree earned, etc. Several fields on this screen have pre-populated values, so use the existing values when creating your import file.

Year Completed

Field Code: DTY_COMP

Example: 2016

Field Type: Text

Import Status: Required

Degree

Field Code: DEG                                  

Example: EdD

Accepted Values: "BA”; “BBA”; “BE”; “BFA”; “BM”; “BS”; “DBA”; “EdD”; “JD”; “LLM”; “MA”; “MBA”; “MD”; “MEd”; “MFA”; “MM”; “MS”; “MSW”; “PhD”; “Other"

Field Type: Drop Down

Import Status: Required

Note: Please ensure that the degree type is entered exactly as found in the configuration file, as these values are case-sensitive.

Explanation of “Other”

Field Code: DEGOTHER                                          

Example: MAcc

Field Type: Text

Import Status: Optional

Institution

Field Code: SCHOOL

Example: University of Watermark

Field Type: Text

Import Status: Required

City

Field Code: CITY

Example: San Diego

Field Type: Text

Import Status: Optional

 State

Field Code: STATE

Example: CA

Accepted Values:  "AK”; “AL”; “AR”; “AZ”; “CA”; “CO”; “CT”; “DC”; “DE”; “FL”; “GA”; “HI”; “IA”; “ID”; “IL”; “IN”; “KS”; “KY”; “LA”; “MA”; “MD”; “ME”; “MI”; “MN”; “MO”; “MS”; “MT”; “NC”; “ND”; “NE”; “NH”; “NJ”; “NM”; “NV”; “NY”; “OH”; “OK”; “OR”; “PA”; “PR”; “RI”; “SC”; “SD”; “TN”; “TX”; “UT”; “VA”; “VT”; “WA”; “WI”; “WV”; or “WY"

Field Type: Drop Down

Import Status: Required

Note: Please ensure that the state is entered exactly as found in the configuration file, as these values are case-sensitive.

Country

Field Code: COUNTRY

Example: Brazil

Accepted Values: "United States”; “Afghanistan”; “Albania”; “Algeria”; “Andorra”; “Angola”; “Antigua and Barbuda”; “Argentina”; “Armenia”; “Aruba”; “Australia”; “Austria”; “Azerbaijan”; “Bahamas, The”; “Bahrain”; “Bangladesh”; “Barbados”; “Belarus”; “Belgium”; “Belize”; “Benin”; “Bhutan”; “Bolivia”; “Bosnia”; “and Herzegovina”; “Botswana”; “Brazil”; “Brunei”; “Bulgaria”; “Burkina Faso”; “Burma”; “Burundi”; “Cambodia”; “Cameroon”; “Canada”; “Cape Verde”; “Central African Republic”; “Chad”; “Chile”; “China”; “Colombia”; “Comoros”; “Congo, Democratic Republic of the”; “Congo, Republic of the”; “Cook Islands”; “Costa Rica”; “Croatia”; “Cuba”; “Curaçao”; “Cyprus”; “Czech Republic”; “Denmark”; “Djibouti”; “Dominica”; “Dominican Republic”; “East Timor”; “Ecuador”; “Egypt”; “El Salvador”; “England”; “Equatorial Guinea”; “Eritrea”; “Estonia”; “Ethiopia”; “Fiji”; “Finland”; “France”; “Gabon”; “Gambia, The”; “Georgia”; “Germany”; “Ghana”; “Greece”; “Grenada”; “Guatemala”; “Guinea”; “Guinea-Bissau”; “Guyana”; “Haiti”; “Honduras”; “Hungary”; “Iceland”; “India”; “Indonesia”; “Iran”; “Iraq”; “Ireland”; “Israel”; “Italy”; “Ivory Coast”; “Jamaica”; “Japan”; “Jordan”; “Kazakhstan”; “Kenya”; “Kiribati”; “Kosovo”; “Kuwait”; “Kyrgyzstan”; “Laos”; “Latvia”; “Lebanon”; “Lesotho”; “Liberia”; “Libya”; “Liechtenstein”; “Lithuania”; “Luxembourg”; “Macedonia”; “Madagascar”; “Malawi”; “Malaysia”; “Maldives”; “Mali”; “Malta”; “Marshall Islands”; “Mauritania”; “Mauritius”; “Mexico”; “Micronesia”; “Moldova”; “Monaco”; “Mongolia”; “Montenegro”; “Morocco”; “Mozambique”; “Namibia”; “Nauru”; “Nepal”; “Netherlands”; “New Zealand”; “Nicaragua”; “Niger”; “Nigeria”; “Niue”; “North Korea”; “Northern Ireland”; “”; “Norway”; “Oman”; “Pakistan”; “Palau”; “Palestine”; “Panama”; “Papua New Guinea”; “Paraguay”; “Peru”; “Philippines”; “Poland”; “Portugal”; “Qatar”; “Romania”; “Russia”; “Rwanda”; “Saint Kitts and Nevis”; “Saint Lucia”; “Saint Vincent and the Grenadines”; “Samoa”; “San Marino”; “São Tomé and Príncipe”; “Saudi Arabia”; “Scotland”; “Senegal”; “Serbia”; “Seychelles”; “Sierra Leone”; “Singapore”; “Sint Maarten”; “Slovakia”; “Slovenia”; “Solomon Islands”; “Somalia”; “South Africa”; “South Korea”; “South Sudan”; “Spain”; “Sri Lanka”; “Sudan”; “Suriname”; “Swaziland”; “Sweden”; “Switzerland”; “Syria”; “Taiwan”; “Tajikistan”; “Tanzania”; “Thailand”; “Togo”; “Tonga”; “Trinidad and Tobago”; “Tunisia”; “Turkey”; “Turkmenistan”; “Tuvalu”; “Uganda”; “Ukraine”; “United Arab Emirates”; “United Kingdom”; “Uruguay”; “Uzbekistan”; “Vanuatu”; “Vatican City”; “Venezuela”; “Vietnam”; “Wales”; “Yemen”; “Zambia”; “Zimbabwe”; or “Other”

Field Type: Drop Down

Import Status: Required

Note: Please ensure that the country is entered exactly as found in the configuration file, as these values are case-sensitive.

Emphasis/Major

Field Code: MAJOR

Example: Education

Field Type: Text

Import Status: Required

 Supporting Areas of Emphasis

Field Code: SUPPAREA

Example: Higher Education Administration

Field Type: Text

Import Status: Optional

Dissertation/Thesis Title

Field Code: DISSTITLE

Example: “Student Success: A Qualitative Analysis”

Field Type: Text

Import Status: Optional

Honor/Distinction

Field Code: DISTINCTION

Example: Cum laude

Accepted Values: “Cum laude”; “Magna cum laude”; “Summa cum laude”; or “Egregia cum laude"

Field Type: Drop Down

Import Status: Optional

Highest Degree You Have Earned?

Field Code: HIGHEST

Accepted Values: “Yes” and “No”

Field Type: Drop Down

Import Status: Required

Advisor Information: First Name

Field Code: EDUCATION_ADVISOR_[X]_FNAME

Example: Angelica

Field Type: Text

Import Status: Optional

Note: For users with multiple advisors, replace the [X] in the field code with the associated number (e.g. [X] would become 1 for the primary advisor, 2 for the secondary, etc.). Create a new column for each advisor. 

Advisor Information: Middle Name

Field Code: EDUCATION_ADVISOR_[X]_MNAME

Example: Marie

Field Type: Text

Import Status: Optional

Advisor Information: Last Name

Field Code: EDUCATION_ADVISOR_[X]_LNAME

Example: Bradley

Field Type: Text

Import Status: Optional

Associated Coursework: Title

Field Code: COURSEWORK_[X]_TITLE

Example: Differential Equations

Field Type: Text

Import Status: Optional

Note: For users with multiple courses that need to be added, replace the [X] in the field code with the associated number (e.g. [X] would become 1 for the first course, 2 for the second, etc.). Create a new column for each course. 

Associated Coursework: Course Prefix

Field Code: COURSEWORK_[X]_COURSEPRE

Example: ACCT

Field Type: Text

Import Status: Optional

Note: For users with multiple courses that need to be added, replace the [X] in the field code with the associated number (e.g. [X] would become 1 for the first course, 2 for the second, etc.). Create a new column for each course. 

Associated Coursework: Course Number

Field Code: COURSEWORK_[X]_COURSENUM

Example: 201

Field Type: Text

Import Status: Optional

Note: For users with multiple courses that need to be added, replace the [X] in the field code with the associated number (e.g. [X] would become 1 for the first course, 2 for the second, etc.). Create a new column for each course.  

Associated Coursework: Credit Hours

Field Code: COURSEWORK_[X]_CHOURS

Example: 2016

Field Type: Text

Import Status: Optional

Note: For users with multiple courses that need to be added, replace the [X] in the field code with the associated number (e.g. [X] would become 1 for the first course, 2 for the second, etc.). Create a new column for each course. 


Licensures and Certifications

In addition to degree information, accreditors often request institutions provide information regarding the licenses and certifications that their faculty members hold, as well as how long they will be valid. 

Title of Licensure/Certification

Field Code: TITLE

Example: Emergency Management Certification

Field Type: Text

Import Status: Required

Sponsoring Organization

Field Code: ORG

Example: Watermark School of Professional Advancement

Field Type: Text

Import Status: Required

Scope

Field Code: SCOPE

Example: National

Field Type: Drop Down

Accepted Values: “International”; “National”; “Regional”; “State”; “Local”

Import Status: Optional

Description

Field Code: DESC

Example: This certification is given after 10 hours of Continuing Education in the field of data analysis.

Field Type: Open Text

Import Status: Optional

Date Obtained: Month

Field Code: DTM_START

Example: March

Available Options: January; February; March; April; May; June; July; August; September; October; November; December

Field Type: Drop Down

Import Status: Required

Note: Please ensure that the month is entered exactly as found in the configuration file, as these values are case-sensitive.

Date Obtained: Day

Field Code: DTD_START

Example: 12

Field Type: Text

Import Status: Required

Date Obtained: Year

Field Code: DTY_START

Example: 2015

Field Type: Text

Import Status: Required

Expiration Date: Month

Field Code: DTM_END

Example: March

Available Options: January; February; March; April; May; June; July; August; September; October; November; December

Field Type: Drop Down

Import Status: Required

Note: Please ensure that the month is entered exactly as found in the configuration file, as these values are case-sensitive.

Expiration Date: Day

Field Code: DTD_ END

Example: 12

Field Type: Text

Import Status: Required

Expiration Date: Year

Field Code: DTY_ END

Example: 2015

Field Type: Text

Import Status: Required


Scheduled Teaching

Schedule Teaching includes all teaching data for the users that serve as faculty at the institution. Using Primary Keys, a field or combination of fields that are used to uniquely identify each record on the screen, the database will ensure that duplicate teaching records aren’t imported into the system.

Term

Field Code: TYT_TERM

Example: Fall

Available Options: Fall; Spring; Summer; Winter

Field Type: Drop Down

Import Status: Required

Note: Please ensure that the term is entered exactly as found in the configuration file, as these values are case-sensitive.

Year

Field Code: TYY_TERM

Example: 2022

Field Type: Text

Import Status: Required

Course Name

Field Code: TITLE

Example: Introduction to Accounting

Field Type: Text

Import Status: Recommended

 Course Prefix

Field Code: COURSEPRE

Example: ACCT

Field Type: Text

Import Status: Required

Course Number

Field Code: COURSENUM

Example: 101

Field Type: Text

Import Status: Required

Section Number

Field Code: SECTION

Example: 1

Field Type: Text

Import Status: Required

Official Enrollment Number

Field Code: ENROLL

Example: 23

Field Type: Text

Import Status: Optional

Number of Credit Hours

Field Code: CHOURS

Example: 3

Field Type: Text

Import Status: Recommended

Lower Division or Upper Division

Field Code: DIVISION

Example: Upper Division

Accepted Values: “Upper Division”; “Lower Division”

Field Type: Drop Down

Import Status: Optional

Course Level

Field Code: LEVEL

Example: Undergraduate

Accepted Values: “Undergraduate”; “Graduate”

Field Type: Drop Down

Import Status: Recommended

Delivery Mode

Field Code: DELIVERY_MODE

Example: Lecture/Lab

Accepted Values: “Classroom”; “Discussion”; “Distance Education”; “Hybrid (Part Classroom/Part On-Line)”; “Laboratory”; “Lecture/Lab”; “Online”; “Recitation”

Field Type: Drop Down

Import Status: Recommended

Students Earning an A

Field Code(s): STEARNA

Example: 12

Field Type: Text

Import Status: Optional

Students Earning a B

Field Code(s): STEARNB

Example: 12

Field Type: Text

Import Status: Optional

Students Earning a C

Field Code(s): STEARNC

Example: 12

Field Type: Text

Import Status: Optional

Students Earning a D

Field Code(s): STEARND

Example: 12

Field Type: Text

Import Status: Optional

Students Earning an F

Field Code(s): STEARNF

Example: 12

Field Type: Text

Import Status: Optional

Mean Course Evaluation Score

Field Code: MEAN_EVAL

Example: 3

Field Type: Drop Down

Import Status: Optional

New course preparation?

Field Code: NEWPREP

Example: Yes

Accepted Values: “Yes”; “No”

Field Type: Drop Down

Import Status: Optional

New format for existing course?

Field Code: NEWFORM

Example: Yes

Accepted Values: “Yes”; “No”

Field Type: Drop Down

Import Status: Optional

CES Course Code

Field Code: EK_COURSE_CODE 

Example: 21/S1ENG-2040-01

Field Type: Text

Import Status: Recommended

Note: If the course code used in Course Evaluations & Surveys doesn’t match the format of (Course Term + Course Year + Course Prefix + Course Number + Section), include that particular code with each Scheduled Teaching record to ensure that the Faculty Success/Course Evaluations & Surveys integration works properly.


Faculty Rank and Affiliations

College

Field Code:  ADMIN_DEP_[X]_COLLEGE

Example: College of Business

Field Type: Drop Down

Import Status: Required

Note: Your college names will be added to the database via Work Request before import. For users in multiple colleges, replace the [X] in the field code with the associated number (e.g. [X] would become 1 for the primary department, 2 for the secondary, etc.). Create a new column for each college value. 

Department

Field Code: ADMIN_DEP_[X]_DEP

Example: Accounting

Field Type: Drop Down

Import Status: Required

 Note: Your department names will be added to the database via Work Request before import. For users in multiple departments, replace the [X] in the field code with the associated number (e.g. [X] would become 1 for the primary department, 2 for the secondary, etc.). Create a new column for each department value.

Faculty/Staff Rank

Field Code: RANK

Example: Instructor

Accepted Values: “Academic Staff”; “Adjunct Faculty”; “Assistant Professor”; “Associate Professor”; “Clinical Faculty”; “Distinguished Professor”; “Emeritus”; “Executive-in-Residence”; “Full Professor”; “Instructor”; “Lecturer”; “Master's Student”; “PhD Candidate”; “PhD Student”; “Senior Lecturer”; “Staff”; “Teaching Assistant”; “Visiting Faculty”; “Other”

Field Type: Drop Down

Import Status: Required

Other Current Rank

Field Code: RANK_OTHER

Example: Administrative Faculty

Field Type: Text

Import Status: Optional

Note: Complete this column if “Other” was selected as a Faculty Rank.

Tenure Status

Field Code: TENURE

Example: Undergraduate

Accepted Values: “Non-Tenure Track”; “Tenure-Track”; “Tenured”

Field Type: Drop Down

Import Status: Required

Graduate Faculty

Field Code: GRADUATE

Example: Yes

Accepted Values: “Yes”; “No”

Field Type: Drop Down

Import Status: Optional

Full-Time Equivalency

Field Code: FTE

Example: 100

Field Type: Text

Import Status: Recommended

Externally Supported Full-Time Equivalency

Field Code: FTE_EXTERN

Example: 100

Field Type: Text

Import Status: Recommended

Start Date at University: Month

Field Code: DTM_HIRE

Example: March

Available Options: January; February; March; April; May; June; July; August; September; October; November; December

Field Type: Drop Down

Import Status: Optional

Note: Please ensure that the month is entered exactly as found in the configuration file, as these values are case-sensitive.

Start Date at University: Day

Field Code: DTD_ HIRE

Example: 12

Field Type: Text

Import Status: Optional

Start Date at University: Year

Field Code: DTY_ HIRE

Example: 2015

Field Type: Text

Import Status: Optional

Tenure Decision Date: Month

Field Code: DTM_TENURE_DECISION

Example: March

Available Options: January; February; March; April; May; June; July; August; September; October; November; December

Field Type: Drop Down

Import Status: Optional

Note: Please ensure that the month is entered exactly as found in the configuration file, as these values are case-sensitive.

Tenure Decision Date: Day

Field Code: DTD_ TENURE_DECISION

Example: 12

Field Type: Text

Import Status: Optional

Tenure Decision Date: Year

Field Code: DTY_ TENURE_DECISION

Example: 2015

Field Type: Text

Import Status: Optional

If currently a Ph.D student, date of most recently completed graduate comprehensive examination: Month

Field Code: DTM_EXAM

Example: March

Available Options: January; February; March; April; May; June; July; August; September; October; November; December

Field Type: Drop Down

Import Status: Optional

Note: Please ensure that the month is entered exactly as found in the configuration file, as these values are case-sensitive.

If currently a Ph.D student, date of most recently completed graduate comprehensive examination: Day

Field Code: DTD_ EXAM

Example: 12

Field Type: Text

Import Status: Optional

If currently a Ph.D student, date of most recently completed graduate comprehensive examination: Year

Field Code: DTY_ EXAM

Example: 2015

Field Type: Text

Import Status: Optional

Separation Date: Month

Field Code: DTM_SEPARATION

Example: March

Available Options: January; February; March; April; May; June; July; August; September; October; November; December

Field Type: Drop Down

Import Status: Optional

Note: Please ensure that the month is entered exactly as found in the configuration file, as these values are case-sensitive.

Separation Date: Day

Field Code: DTD_ SEPARATION

Example: 12

Field Type: Text

Import Status: Optional

Separation Date: Year

Field Code: DTY_ SEPARATION

Example: 2015

Field Type: Text

Import Status: Optional

Was this article helpful?
0 out of 0 found this helpful

Articles in this section

How to Contact Support
There are many ways to reach out! Click here for our support options.
Watermark Academy
Click to access the Watermark Academy for consultation, training, and implementation companion courses.