Faculty Success Administrators can create new Scheduled Teaching records in bulk using a CSV file and the Data Import feature in Faculty Success. This article provides a high-level overview of the steps needed to build the CSV file and import Scheduled Teaching data from scratch. As you follow this guide, keep in mind that your institution’s configuration may differ, and this article is intended to provide a high-level overview of the process.
Prerequisites
Before creating new Scheduled Teaching records, ensure the following are met:
- You have the role of top-level Administrator to be able to follow this guide. This role should include the permission for Work Requests, as outlined in the section "Administrator Security Roles" within this article Common Additional Security Roles.
- Additionally, confirm that you're able to access the Configuration Report. This report contains the primary key and the field codes needed to format your CSV file. To learn more about this report, visit this article Configuration Report.
How to download the Configuration Report:
- From the Navigation Bar, go to Tools.
- Select Home.
- Under Your Configuration, click Download to download the report.
Building your CSV File
Creating a valid CSV file requires two main steps:
Identifying the Primary Key
Open the Overview tab in the Configuration Report and locate the Primary Key column for the Scheduled Teaching screen. Each field code listed here must be included as its own column in your CSV file.
A primary key uniquely identifies each record. Without it, the system cannot determine whether a row should create a new record or update an existing one, which may result in duplicates.
If you would like to learn more about how primary keys work, see Primary Keys for Data Imports.
Note: If your Scheduled Teaching screen does not currently have a primary key, work with your internal administrative team to determine which fields should be used. Once identified, submit a Screen Revision Work Request to have them be assigned as the primary key for the screen. For an overview on this type of work request, visit Submitting Screen Revision Work Requests
Adding Field Codes for the Data You Plan to Import
Next, go to the Scheduled Teaching tab of the Configuration Report.
Use the Field (or Group) and Code columns to identify the field codes for the data you plan to import. These field codes must be used as the column headers in your CSV file.
In Summary
Your CSV file should now include:
- All primary key fields.
- The field codes for each field you plan to import.
Each selected field must have its own column in the CSV file.
Verifying Drop-Down and Checkbox Values
If you plan to import data into drop-down or checkbox fields, verify that each value in your CSV file already exists in the pre-defined list of acceptable values for those fields. This can be done by:
- In the Scheduled Teaching tab of the Configuration Report, review the Options column for each drop-down or checkbox field included in your CSV.
- Match the values in your CSV file to the list of pre-defined list of acceptable values listed within the Options column.
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If a needed value does not exist (for example, a new course prefix), submit a Screen Revision Work Request to add it.
When submitting the request, use a clear format such as: “Please add the course prefix value "WRIT" to the Course Prefix field on the Scheduled Teaching activity screen.”
For more details on how the list of pre-defined list of values for these types of fields can be managed, refer to Checkboxes and Drop Down List Fields.
Reviewing Your File
Before moving on to the import process, review your CSV file to confirm the following:
- All primary key fields are included.
- All column headers use the field codes from your Configuration Report.
- The values you enter in the CSV file for drop-down and/or checkbox fields must exist in the pre-defined list of available options for those fields.
- The file is saved in CSV format.
- Your data is formatted consistently across rows.
Once everything is confirmed, your file is ready for import.
Next Steps
After your CSV file is complete:
- Complete the steps under the section "Navigate to the Data Import Page" within the following article to upload the data in your CSV file to Faculty Success: Overview of Importing CSV Data Into Faculty Success.
- If you encounter errors during the import process, refer to CSV Imports: Resolving Import Error Messages. This article explains the common errors you may see and how to resolve them before running the import again.