Creating New Scheduled Teaching Records Using Export Data Report and CSV Data Import

New Scheduled Teaching records can be created in bulk by Faculty Accomplishments Administrators by using the Export Data Report and and Data Import feature in Faculty Success. This article serves as a guide on this process of using these tools to create new scheduled teaching records in bulk. 

As you read this article, keep in mind that configurations for your Faculty Success instance may vary, and this article is intended to provide a high-level overview of the process.

Prerequisites for Creating New Scheduled Teaching Records

Before initiating the process of creating new scheduled teaching records, review your institution's Faculty Success instance configuration. Ensure that any new course prefix values are present in your Course Prefix field within the scheduled teaching activity screen, where we will be creating the new records. Follow the instructions below:

  1. Download the Configuration Report from the Home utility. 
  2. Access the Configuration Report, navigate to the "Scheduled Teaching" tab of the Excel file, and go to the column with the header "Code." Search for the value "COURSEPRE" and check the corresponding row. View the values by going to the "Options" column for the row. Verify if the value for any new course prefixes has been added. For instance, if you are creating records for a course that has the course prefix "WRIT," this value should appear within this column for the corresponding row with the code "COURSEPRE." If a course prefix value does not exist, request its addition to your Faculty Success instance via a Screen Revision Work Request. Use the following format for the request: 

"Please add the course prefix value 'x' to the Course Prefix field in the Scheduled Teaching activity screen."

Once you have reviewed your configuration for the course prefix values or the necessary values have been added, continue reading this article to get started in creating new scheduled teaching records.

Getting Started

We have broken down the process into three sections: Exporting Data, Adding Data, and Importing Data. The details on how to complete each part of the process are outlined in the following sections.

Note: If you're uncertain about formatting your file for the data import, refer to Exporting Data section to retrieve a CSV file that will serve as your starting point. Otherwise, you may create a new CSV file to proceed with Importing Data and check your configuration report to ensure your field codes match your file's column headers. 

Exporting Data 

Firstly we will begin by exporting scheduled teaching records for the most recent academic year for which you have records for a particular user. This file will serve as a starting point for the new scheduled teaching records you will be creating as it will contain the necessary column headers. To export the scheduled teaching records of the most recent academic year for a user, follow the steps outlined below:

  1. Navigate to the Reports utility from your Navigation Bar.
  2. Click on the "Create A New Report" button in the upper-right corner of the Reports utility page to open a small window pop-up. From this window, select "Export Data."
  3. You will then be prompted to select the report's parameters. From the report's parameters, you can make the following selections:
    • Date Range: Based on the logic of report inclusion, you should choose a date range for the report that overlaps with your most recent academic year date range. For instance, if you wish to create new scheduled teaching records for the academic year 2025-2026, you should input a date range that overlaps with the previous academic year. This date range would be September 1, 2024, to August 31, 2025.
    • Whom to Include: This parameter is where you will select a user for whom has existing scheduled teaching records for the academic year that you are running the report for. By default, all users with enabled accounts are included. However, you can modify this by clicking on the "Change Selection" hyperlink corresponding to the type of users you want to include. After clicking on the hyperlink, a drawer on the right-hand side will open, allowing you to make your selections. Once you have made your selections, click the "Save" button on the lower right-hand side of the drawer to save your selections.
      You may also modify if you want to include disabled and/or enabled user accounts by using the drop-down menu for the "Include These Accounts" field. This menu lets you determine whether you want to include disabled and/or enabled user accounts.
    • Data to Include: This is the report parameter that will determine the type of data we will retrieve from the system. From this report parameter, click on the "Change Selection" hyperlink. This action will open a drawer on the right-hand side, where you will uncheck the "Include All" checkbox. This action will uncheck everything, allowing you to select only the data you want to retrieve, which in this case will be Scheduled Teaching records. You can include this data by expanding the "Common Items" by clicking on the right-facing arrow and then check the checkbox next to "Scheduled Teaching" within Common Items.
      When the checkbox next to "Scheduled Teaching" is checked, it will automatically choose all the fields within the scheduled teaching activity screen. We recommend including all the fields to thoroughly review the information a user had in their previous records. However, if your goal is to simply create new Scheduled Teaching records, include only the essential fields that make up the Primary Key for your Scheduled Teaching screen. You can identify the primary key for the screen by consulting your Configuration Report. Refer to the "Overview" tab of the report and check the column with the header "Primary Key" to view the fields that make up the primary key for the corresponding screen.
      After making your selections for this report parameter, click on the "Save" button in the lower right corner of the right-hand side drawer.
  4. After making your selections, you can run the report by clicking on the "Run Report" button. Once the report has finished running, a CSV file will be automatically downloaded to your computer. This CSV file will be used to create the new scheduled teaching records for your users by following the remaining sections below.

Note: If you want to save the selections you made in the report for future use, click on the "Save" button next to the "Run Report" button. For more information on saving the export data report, refer to Saving Export Data Reports

Adding Data

As mentioned in the previous section, "Exporting Data," the CSV file obtained when running the export data report will be used as a starting point to create new records. In this section, we will use this CSV to add new data, specifically to add data for new scheduled teaching records. 

To add data for users, start by clearing all existing data in the CSV file except for the column headers, which must remain unchanged. Next, input the usernames of the users for whom you are creating scheduled teaching records under the "USERNAME" column. Then, input the corresponding data for each user based on the column headers. 

For example, the column header "COURSEPRE" corresponds to the "Course Prefix" field. Therefore, input the course prefix data for the relevant course for which you are creating a scheduled teaching record for the user. 

Importing Data

Once you've made the necessary additions to your CSV file for the new scheduled teaching records for your users, the next step is to import this new data into Faculty Success. This process involves creating a Data Import Work Request. Here's a step-by-step guide on how to get started on this work request: 

  1. Access Faculty Success using your Faculty Success Administrator account.
  2. Navigate to the "Tools" utility of your navigation bar and select "Work Requests" to go to the Work Requests utility page.
  3. From Work Requests utility page, select "Data Import" from the "Request Type" drop-down field.
  4. You will then follow the Data Import Work Request process outlined in Overview of Importing CSV Data Into Faculty Success

Note: Keep in mind, throughout the Data Import Work Request process, that since you are creating new scheduled teaching records, you'll need to select "Update existing records wherever a match exists. If a match is not found, create a new record for the row in the file" for step 3 of the process.

After completing the import, you may verify if the new scheduled teaching records were entered correctly by either running another Export Data report for the academic year you created new records for or by managing data (via the Manage Data utility) for any users you created new scheduled teaching records for and navigating to their scheduled teaching activity screen to confirm that the new records were created as expected. 

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