Initial Data Import for Faculty Success Base

Overview

The first step of the Faculty Success Base implementation is to complete the User Account Creation File. This file creates accounts for users whose data will be tracked with the database. Creating the file is a one-time task that will be completed by a bulk import. Your product consultant will discuss ongoing data maintenance during implementation.

Preparing the User Account Creation File

Prerequisites

• You must have your user data available from your SIS, HR System, or other campus data source.
• Download the attached User Account Creation template file.

Note: While some fields like Middle Name, Tenure Status, and Faculty Rank are optional, providing complete data during this step will enhance the initial setup of your Faculty Success instrument.

CSV Columns Overview

Columns of Core User Information

• Last Name - required
• First Name - required
• Middle Name/Initial - optional
• Email Address - required
• Username - required

Columns of Administrative Data

• College(s) - recommended
  • If users are assigned to multiple colleges or departments, add columns as needed (e.g., "College1", "Department1", "College2", "Department2", and so on)
  • If your institution uses a term other than College, you can label it as 
    such in your file (e.g., School)
• Department(s) - recommended
• Tenure Status - optional
  • This field is a drop-down with the following default options:
    • Non-Tenure Track
    • Tenure-Track
    • Tenured
• Faculty Rank - optional
  • This field is a drop-down with the following default 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

Note: If utilizing the "Other" option for a faculty member, add another column to your file for Description of Other.

By default, we assign all bulk-created user accounts to the Faculty security role. Your product consultant will show you how to give users other permissions and roles during implementation. 

Tips and Tricks

Confirm data source: Ensure that the SIS, HR System, or other campus data storage system is up to date before importing data into Faculty Success.

Check for continuity: Look for duplicate values with different naming conventions (e.g., & vs. and) or spelling errors.

Spell out abbreviations: The data you provide in your User Creation File will appear on your reports and to users. Best practice is to spell out your abbreviations (i.e., instead of COB, use College of Business).

Confirm verbiage: These fields will be displayed to users in Faculty Success so be sure you are using understandable language

Secondary identifiers: If you have additional unique identifiers that will help you facilitate importing data from other campus systems (e.g., when the campus username is not identical to the email prefix), you can include an additional column in your CSV file and add the unique identifiers for the user accounts. The column header should be named for the unique identifier in the way you want it to appear in your Faculty Success system (e.g., BannerID, EMPLID, UID, etc.).

Watermark campus: If you have created a file for another Watermark product (Planning and Self-Study, Outcomes Assessment Projects, Student Learning & Licensure people file/user template/user import file), you can modify the previously created files and modify to create the Faculty Success Base file.