AccuCampus Guide to Creating Imports

AccuCampus Guide to Creating Imports

Creating Imports

Thank you for choosing AccuCampus for your student tracking and retention needs! Before you get started, you’ll need to create imports from your institution’s data silos, such as your SIS and LMS, containing the information you will want to be used for tracking. This includes a list of students, faculty, staff, services offered, courses offered, enrollment, etc. Below are our best practices for creating initial imports for set up as well as creating scheduled imports once the system is in use. You can find additional information in AccuCampus by hovering over Advanced Options and selecting Imports.

 

Types of Imports

AccuCampus has a large variety of canned imports that can be used both for set up and for scheduled or one-off imports. Here is a list of all of the imports available, sorted by topic:

 

Types of Imports

Import Name

Import Description

Required Fields

Optional Fields

When to Use/Notes

Compass Categories

Imports the compass category names and their descriptions

Name, Description


Initial set-up

Compass Categories - Service Registration

Associates an existing compass category with a service

Category, Service

 

Initial set-up

Courses

Imports all courses with their associated information

Code, Name, Term

Details, Group, Department, Schedule

Initial set-up. Beginning of every semester.

Courses - Class Attendance

Imports all courses with their associated information

Code, Name, Term

Details, Group, Department, Schedule

 

Media

Imports media to be tracked with its associated information

Code, Title, Type

Staff Email, Shelf, Notes, Active, Checkout Period

If using AccuCampus to track Media. Must set up Media Types first.

Profile Answers

Imports profile data for all users

Email, Profile Question Key (multiple times)

 

Initial set-up

Registration to Courses - Instructors

Registers users to one or more courses

UserEmail, Code, Term

 

Initial set-up, Beginning of every semester

Registration to Courses - Staff

Registers users to one or more courses

UserEmail, Code, Term

 

Initial set-up, Beginning of every semester

Registration to Courses - Students

Registers users to one or more courses

UserEmail, Code, Term

 

Initial set-up, Beginning of every semester

Registration to Courses Groups - Staff

Registers a user with a staff role to all courses in a group

UserEmail, CodeGroup

 

Initial set-up, Beginning of every semester

Seminars

Imports scheduled seminars

Code, Name, Term

Details, Department, Schedule

If using AccuCampus to schedule/track Seminars

Services

Imports services

Name

Type, Descriptions, GloballyAvailable, Order

Initial set-up

Services - Location Availability

Associates services with a location

Service, Location

 

Initial set-up

Tags

Imports tags names and their descriptions

Name

Description

Initial set-up

Tags - Access Roles

Determines which roles can view or edit a tag

Tag, Role, Access

 

Initial set-up

Tags - Scope

Associates a tag with a location

Tag, Location

 

Initial set-up

Tags - Users

Assigns a tag to a user

Tag, UserEmail

 

Initial set-up, As needed going forward

Update Users - Update e-mail addresses by card number

Updates a user's email address based on their card number

CardNumber, NewEmail

 

Initial set-up

Update Users - Update email address by old email address

Updates a user's email address based on their old email address

OldEmail, NewEmail

 

Initial set-up, when updating prospective students to become admitted students

Update Users - Update e-mail addresses by phone number

Updates a user's email address based on their phone number

PhoneNumber, NewEmail

 

Initial set-up

Update Users - Update status

Updates users in the system based on a list of active email addresses. If the user's email address isn't present, they are considered inactive

Email

Active

Initial set-up

Update Users - Update Roles

Allows administrators to remove/replace roles for a bulk of users

Email, RemoveRole, DefaultRole

 

If changing a role for a large group of users. There must be a default role - the system will not allow this to be blank.

User Groups

Imports user groups

Name

Description, Shared

Initial set up, if using User Groups

User Groups - Access Roles

Determines which roles can view or edit a user group

GroupName, Role, Access

 

Initial set up, if using User Groups

User Groups - Members

Imports members of a group

GroupName, UserEmail

 

Initial set up, if using User Groups. Daily if not using Dynamic Groups

User Groups - Scope

Determines the location the group is associated with

GroupName, Location

 

Initial set up, if using User Groups

User Roles - Access to edit roles

Determines which roles a specific role can edit

Role, CanEditRole

 

Initial set-up

User Roles - Access to view roles

Determines which roles a specific role can view

Role, CanViewRole

 

Initial set-up

Users - Scope

Determines the location the user is associated with

UserEmail, Location

 

Initial set-up

Users for role (various)

Assigns a role to a user

FirstName, LastName, Email, CardNumber

MiddleInitial, Active

Initial set-up, daily depending on role

Reminders

●      Each field has character limits. Keep this in mind when creating names and descriptions.

●      All imports are completed via CSV file.

●      If you need to update more than one role, course, etc. for a single user or role, you will need to use multiple lines within the import. See example below:

               

Registration to Courses - Instructors

UserName

Code

Term

jdoe@university.edu

MAT-101

Spring 2018

jdoe@university.edu

MAT-102

Spring 2018

jdoe@university.edu

MAT-201

Spring 2018


Implementation Imports

In order to utilize AccuCampus to the fullest extent, you will need to import the following information at a minimum:

●        Students

●        Faculty

●        Staff

●        Profile Answers

●        Services

●        Courses

Depending on which aspects of AccuCampus your institution intends to use, you may also consider importing the following information versus manually building it by entity:

●        User Groups

●        Tags

●        Compass Categories

●        Seminars

●        Media


Before importing any information, you will need to ensure that the following information has already been built into the system. Once these are built, you may begin!

●        Roles and Permissions

●        Semester(s)

●        Locations

●        Time Zone/Logo

●        User Profile(s)

 

Implementation Best Practices

Our best practices suggest that you follow the series of imports below when you first implement AccuCampus.


Import #1 - Users for Role - Student

●        Create a .csv file that contains the following information:

○        First Name (required)

○        Last Name (required)

○        Email (required)

○        Card Number (required)

○        Middle Initial (optional)

○        Active (optional)

●        Keep in mind that in AccuCampus, email is the unique identifier for all users. This means that you will want to ensure that all of your users have their institution email in the system.


Import #2 - Users for Role - Instructors

●        Create a .csv file that contains the following information:

○        First Name (required)

○        Last Name (required)

○        Email (required)

○        Card Number (required)

○        Middle Initial (optional)

○        Active (optional)

●        Keep in mind that in AccuCampus, email is the unique identifier for all users. This means that you will want to ensure that all of your users have their institution email in the system.

 

Import #3 - Users for Role - Student Support Staff

●        Create a .csv file that contains the following information:

○        First Name (required)

○        Last Name (required)

○        Email (required)

○        Card Number (required)

○        Middle Initial (optional)

○        Active (optional)

●        Keep in mind that in AccuCampus, email is the unique identifier for all users. This means that you will want to ensure that all of your users have their institution email in the system.

 

Import #4 - Users for Role - Administrator

●        Create a .csv file that contains the following information:

○        First Name (required)

○        Last Name (required)

○        Email (required)

○        Card Number (required)

○        Middle Initial (optional)

○        Active (optional)

●        Keep in mind that in AccuCampus, email is the unique identifier for all users. This means that you will want to ensure that all of your users have their institution email in the system.

 

Import #5 - Users - Scope

●        Create a .csv file that contains the following information:

○        User Email (required)

○        Location (required)

●        Locations must already be created in AccuCampus before this import can be run.

 

Import #6 - Profile Answers

●        Create a .csv file that contains the following information:

○        Email (required)

○        Profile Question Key (required)

●        Each profile question will have a unique identifier that was assigned when the profile answers were set up in the system. There are an unlimited number of keys allowed. Make sure to include all keys and their answers.


 Import #7 - Services

●        Create a .csv file that contains the following information:

○        Name (required, must be unique for each service)

○        Type (optional, allows you to group services within your account)

○        Description (optional, allows you to describe what the service is)

○        Globally Available (optional, if “yes” is selected the service will be available to all locations on campus)

○        Order (optional)


Import #8 - Services - Location Availability

●        Create a .csv file that contains the following information:

○        Service (required)

○        Location (required)

●        Services can be associated with more than one location. You will need to create a line in the spreadsheet for each location.

○        Example:

Service

Location

Tutoring

Peer Tutoring Center

Tutoring

Writing Center

●        Locations must already be created in AccuCampus before this import can be run

 

Import #9 - Courses

●        Create a .csv file that contains the following information:

○        Code (required, unique for each course each semester)

○        Name (required, how it will appear to the student/faculty/staff)

○        Term (required)

○        Details (optional)

○        Group (optional, allows you to group courses together)

○        Department (optional)

○        Schedule (optional)

●        Semesters must already be created in AccuCampus before this import can be run

 

Import #10 - Registration to Courses - Students

●        Create a .csv file that contains the following information:

○        User Email (required)

○        Code (required)

○        Term (required)

 

Import #11 - Registration to Courses - Instructors

●        Create a .csv file that contains the following information:

○        User Email (required)

○        Code (required)

○        Term (required)


 Import #12 - Registration to Courses - Staff

●        Create a .csv file that contains the following information:

○        User Email (required)

○        Code (required)

○        Term (required)

 

Import #13 - User Groups

●        Create a .csv file that contains the following information:

○        Name (required)

○        Description (optional, allows you to provide a description of the group)

○        Shared (optional, if “yes” is selected the group will be visible to all users until roles/permissions are set manually)

 

Import #14 - User Groups - Access Roles

●        Create a .csv file that contains the following information:

○        Group Name (required)

○        Role (required)

○        Access (required, can list as “edit” or “view”)

●        User Groups must be imported or manually created in AccuCampus before this import can be run

 

Import #15 - User Groups - Members

●        Create a .csv file that contains the following information:

○        Group Name (required)

○        User Email (required)

●        User Groups must be imported or manually created in AccuCampus before this import can be run

 

Import #16 - User Groups - Scope

●        Create a .csv file that contains the following information:

○        Group Name (required)

○        Location (required)

●        User Groups must be imported or manually created in AccuCampus before this import can be run

 

Import #17 - Tags

●        Create a .csv file that contains the following information:

○        Name (required)

○        Description (optional)

 

Import #18 - Tags - Access Roles

●        Create a .csv file that contains the following information:

○        Tag (required)

○        Role (required)

○        Access (required, can list as “edit” or “view”)

●        Roles must already be created in AccuCampus before this import can be run.

 

 Import #19 - Tags - Scope

●        Create a .csv file that contains the following information:

○        Tag (required)

○        Location (required)

●        Locations must already be created in AccuCampus before this import can be run.

 

Import #20 - Tags - Users

●        Create a .csv file that contains the following information:

○        Tag (required)

○        User Email (required)

●        Users must already be created in AccuCampus before this import can be run.

 

Import #21 - Compass Categories

●        Create a .csv file that contains the following information:

○        Name (required)

○        Description (required)

 

Import #22 - Compass Categories - Service Registration

●        Create a .csv file that contains the following information:

○        Category (required)

○        Service(required)

●        Services must already be created in AccuCampus before this import can be run.

 

Import #23 - Seminars

●        Create a .csv file that contains the following information:

○        Code (required, unique for each seminar, each semester)

○        Name (required)

○        Term (required)

○        Details (optional)

○        Department (optional)

○        Schedule (optional)

●        Semesters must already be created in AccuCampus before this import can be run.

 

Import #24 - Media

●        Create a .csv file that contains the following information:

○        Code (required)

○        Title (required)

○        Type (required)

○        Staff Email (optional)

○        Shelf (optional, describes location of item)

○        Notes (optional)

○        Active (optional)

○        Checkout Period (optional)

●        Media Types must already be created in AccuCampus before this import can be run.

 
Things to Consider

  1. If your users are currently identified by their Card Number in your system, we recommend using the following series of imports to update their information within AccuCampus once they are added.

Import #1 - Update Users - Update e-mail addresses by card number

●        Create a .csv file that contains the following information:

○        Card Number (required)

○        New Email (required)

●        This import associates the e-mail address used by the user to their card number.

 

Import #2 - Update Users - Update email address by old email address

●        Create a .csv file that contains the following information:

○        Old Email (required)

○        New Email (required)

●        This import ensures that the institution email is the one used in AccuCampus.

 

  1. If you are currently tracking prospective students who will have an ID number, but no institution email, you will want to ensure that that information is carried into their record as an enrolled student. To do that, we recommend using the following import to update their information within AccuCampus once they matriculate.

Update Users - Update email address by old email address

●        Create a .csv file that contains the following information:

○        Old Email (required)

○        New Email (required)

●        This import ensures that the institution email is added to the already existing user and the previous records under another email address are not lost.

 

Scheduled Imports

We recommend that the following imports be set up to import daily so that AccuCampus reflects the most current data.

●        Users for Role (Student, Instructor and Staff)

●        Users - Scope

●        User Groups - Members (if not using Dynamic Groups)

●        Profile Answers

●        Registration for Courses (Students, Instructors and Staff)

●        Tags - Users


We recommend that the following imports be set up to import at the beginning of each semester so that AccuCampus reflects the most current data.

●        Users for Role (Student, Instructor and Staff)

●        Users - Scope

●        User Groups - Members (if not using Dynamic Groups)

●        Profile Answers

●        Courses

●        Registration for Courses (Students, Instructors and Staff)

●        Registration to Course Groups - Staff

 

Non-Scheduled Imports


We recommend that the following imports be set up as needed so that AccuCampus reflects the most current data. Generally speaking, you would only use these imports if a large number of each item needs to be created at once, since all of these items are able to be manually created one at a time within the system.

●        Tags

●        Seminars

●        Media

●        User Groups

●        Services

●        Services - Location Availability

●        Compass Categories

●        Compass Categories - Service Registration

 






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