Importing CSV Data Into Faculty Success

It is quite likely that your campus has information in other systems detailing the courses your faculty teach, human resources-related information, and faculty grants. You likely want to bring this information into Faculty Success to feed robust reports and lessen the manual data entry burden on faculty. CSV Data Imports in Faculty Success allow you to do just that.

Importing CSV Data Into Faculty Success

Formatting Requirements for Data Imports

Data import files must be formatted as follows:

  • The file must be saved as a comma separated values (CSV) file. CSV, also referred to as comma-delimited, is a file format in which each line is one record and the content for individual fields in a record are separated by commas.
  • A single CSV file may only contain data for a single data collection screen in Faculty Success.
  • You may only include data in your import file for individuals with user accounts set up to track activities in Faculty Success.
  • Each column of your CSV file must contain a different piece of information, corresponding to a single input field in Faculty Success.
  • The first column of your CSV file must contain a unique user identifier for the user account that will own the record in each row. Examples of identifiers you can use are the Faculty Success username, ID number or email address for the user account.
    Please note: the unique identifier provided within the file must already be associated with accounts in Faculty Success through Users and Security.
  • The first row of your CSV file, the header row, must contain the field code in Faculty Success for each field to which you will import data. To find the code in place for each field, please refer to your Configuration Report, which is available on the Home page within Faculty Success under "Your Configuration".
  • When building your import file, be aware of the field type and options accepted for each given field. The data provided in your import file must exactly match these attributes in order for the import to qualify for instant import. Here are a few common examples of cases like this that you may encounter:
    • Drop-down lists: Values provided within an import file for a drop-down field must exactly match the predefined options for that field.
    • Numeric fields: These fields expect data to contain only numbers. Including alpha characters in a value for this type of field will cause the import to error.
    • Integer fields: Integer fields expect whole number values. If your import file contains decimals within the values for this field, the import will fail with a validation error.
    • Date fields: Date fields are often broken apart into components, such as term and year or month, day and year. Each element is then stored separately and is subject to different parameters for acceptable values. For example, term and month fields are drop-down lists, while day and year are numeric fields. Your dates must be parsed into the relevant columns and formatted accordingly.
    • Dynamic Sub-Answer (DSA) fields: Data may be imported to a DSA with one or more DSA rows (column sets) included in a single csv file. The column headers will contain the code for the DSA, the position order for the import file, and the field code of the question within the DSA. For example, importing 2 college and department rows would include the columns ADMIN_DEP_1_COLLEGE, ADMIN_DEP_1_DEP, ADMIN_DEP_2_COLLEGE, ADMIN_DEP_2_DEP. For more guidance, please visit this article.

Note: Please refer to your Configuration Report to review the attributes of any given field.

When should I submit a Work Request to Faculty Success?

  • When you need to modify field attributes in order to import your data.
    Importing new data may require that you add options to a drop-down list or modify other field attributes to accommodate the new data. In such cases, please submit a separate Screen Revision work request. Once the screen changes are completed, you may proceed to import the data.
Note: Data import files submitted to Faculty Success for processing via a work request must contain more than ten records.

Note: Due to the complexity of data files submitted to Faculty Success for processing, these files must go through multiple layers of data validation. There may be instances where you correct an initial round of validation errors, and upon the second import attempt by Faculty Success, additional errors may be found.
 

Once you have a file formatted according to the requirements described above, supply the file as follows:

  1. In Faculty Success, select Work Requests in the Navigation Bar Menu.

  2. Select Data Import from the drop-down list of work request types and select Continue.

  3. Select Browse and choose the file you want to import.

  4. Select the screen to which your data import applies and select Upload File.

  5. Select the column name that corresponds to the file's unique user identifier and select Check Users.
    • We will compare the contents of the column selected to the existing user account information in Faculty Success.
    • Each person in the file on whose behalf data will be imported must have a Faculty Success user account that is set up to track activities, and the unique user ID in the file must be associated with that person in the Faculty Success instrument.
    • Each person in the file on whose behalf data will be imported must be within a college for which you have the Work Requests permission.
    • If any of the user identifiers fail to match with a Faculty Success account for your campus, or the user is not set up to have activity tracked, Faculty Success will display an error message and stop the file import process.

  6. When the check of the users in your file is successful, you will select how your import should affect existing records in Faculty Success. Your options are:
    • Do not affect existing records. Create new records from the rows in the file.
    • Update existing records using the content in the file.
    • Update existing records wherever a match exists. If a match is not found, create a new record for the row in the file.
    For the update options, there are two ways to match existing records - using a record ID or using a primary key.

  7. Next, select Continue to Import. This will trigger the validation of your file against your current screen configuration.
    • If no errors are found, the utility will indicate the number of records to be created and/or updated. Simply select Import and your data will instantly import.
    • If no errors are found, but the quote of records to be created and/or updated does not correspond to your expected results, you are able to click within the previous steps to modify the selected options as needed.
    • If there are errors present in the file, error messaging will appear to clarify each issue and possible next steps. You should modify the file to correct the errors wherever possible. Please refer to this article for guidance on addressing Data Import validation errors.

  8. If you Submit a Work Request, the utility will prompt you to provide a title for the work request and supply any additional information as needed. You can then select Submit Data Import Request to send the file and any additional notes to Faculty Success. By selecting this option, a work request will be created. Please note that the request is subject to the standard turnaround timeframe of up to 10 business days, but files that meet the formatting requirements can often be processed in around two business days or less.

If you need to edit the content of a CSV file before submitting it – to modify column headers, delete unnecessary columns or data, etc. – watch closely how the CSV editor you have chosen to work with interprets the data in your file.

If you have chosen Microsoft Excel for working with CSV files, watch out for the auto-formatting function in the program, as this function impacts how data with, for example, leading zeroes and ranges of page numbers are viewed and will be saved in the edited CSV file.

Note: For more information about working with CSV files, see our Helpful Excel Formulas and Tips article.

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