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Importing Outcomes

Updated

Administrative Workflow

Importing Program Outcomes

Administrators can bulk upload both Learning and Success Outcomes into the system in one spreadsheet for organizations in the hierarchy. This capability will be particularly useful if you are coming to Planning & Self-Study from another system or have a full record of your current outcomes documented elsewhere. Use this option to get up and running more quickly, and to ensure that when assessment leads and contributors log in for the first time, they find their outcomes already in the system and ready for use.
 

Optional Outcome Titles in Imports

Administrators can also load outcomes with just the Organization Code or Course Code provided in the CSV file. Outcomes will be loaded in the system and a title will be auto generated for those. In case of outcomes for organizations, the outcome title will have the Organization Code, followed by the Outcome Type and a serial number. For example: If the Organization code is DPHE, the numbering system will be DPHE Learning Outcome 1, DPHE Learning Outcome 2, DPHE Success Outcome 1, DPHE Success Outcome 2.
 
In case of outcomes for Courses, if the course code is ENG 101, the numbering system will be ENG 101 CLO 1, ENG 101 CLO 2.
 
After these outcomes are created, leads can immediately begin to use these outcomes and make any modifications if needed. We do encourage you to ask your department chairs or whomever is responsible for maintaining the outcomes of individual organizations to go in and create a relevant title. Titles appear in reports and dashboards throughout the site and we encourage you to modify the auto-populated titles to gain more insights in your use of the tool.

 

Prevent Simultaneous Uploads

The system detects and notifies a user if there is another Outcomes import being worked on by another user. This will prevent the current user from importing outcomes while the other concurrent import is in progress, reducing the risk of duplication, data inconsistencies and other errors. 

 

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Users can click the "Try Again" option to upload their outcome file again. If an upload is already in progress, an error notice stating "Upload is still in progress" will appear. Users can still click on try again until the ongoing upload is done.

 

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Import Course Outcomes

Administrators can bulk-upload course outcomes into the system in one spreadsheet, for courses which are available in the system. This capability will be particularly useful if you are coming to Planning & Self-Study from another system, or have a full record of your current outcomes documented elsewhere. Use this option to get up and running more quickly, and to ensure that when course leads log in for the first time, they find their outcomes already in the system and ready for use.
 
The Course Outcome Import functionality is available in the same space as that of the Organizational Outcome Import. There is a different template available for Course Outcome Import.

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Course Outcomes Template underneath Organizational Outcomes Template
 
Note: There is no limit for the number of outcomes you can import. However, we recommend uploading batches of up to 2000 outcomes at a time for optimal performance.
 
To import outcomes, please follow these steps:
  1. Go to Organization Management. Please make note of the ID values for your organizations, which you can also find in this view. You will need to supply these “Organization Code” ID values in your import file to ensure the right outcomes are aligned with the right organizations.

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    Note:  If you have System Administrator privileges, you can export a list of Organizations, including the Organization codes.  System Administrators can access this information either from the Admin/Data Manager platform or, if upgraded, from the System Administrator platform.  If using the System Administrator platform, you will need the ID codes from both the Organization file and the Program file (assuming you want to import outcomes for both).
 
  1. On the Import Outcomes page you will find the template you’ll use to upload your outcomes. On the screen you’ll find guidelines on the requirements for your import file, including the columns and parameters the system expects to ensure your outcomes are imported correctly.
  2.  Select “Download Template” to retrieve the template in .CSV format.

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  3. Once your CSV template is populated with your outcome data, upload your file into the system using the ‘Upload CSV’ button. As the file processes, the system will validate against the noted parameters and character limits and will check for duplicate outcomes within each organization.

When the import is complete, you’ll receive a message noting success or failure. If the import succeeds, the confirmation will indicate how many outcomes were added to the system.

 

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If the import fails, the confirmation message will indicate the reason - either errors in the file content, or an unreadable file. When the file contains data errors, the system will tell you exactly where the errors are, and what the nature of the error is. The Outcome Errors card displays a maximum of 50 errors per page, and will break into multiple pages if there are more than 50.

 

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