Difference between revisions of "Upload Files"

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(Upload Programme File)
Line 22: Line 22:
 
! Field !! Example !! Format Requirements
 
! Field !! Example !! Format Requirements
 
|-
 
|-
| id<span style="color:#FF0000">'''*'''</span> || 501 || Example
+
| id<span style="color:#FF0000">'''*'''</span> || 501 || <span style="color:#FF0000">'''Required'''</span> 'Unique Student Identifier' If regex is given during setup, then this must match the format.
 
|-
 
|-
| forename<span style="color:#FF0000">'''*'''</span> || John || Example
+
| forename<span style="color:#FF0000">'''*'''</span> || John || <span style="color:#FF0000">'''Required'''</span> Open Text - 30 Characters, no special characters.
 
|-
 
|-
| surname<span style="color:#FF0000">'''*'''</span> || Smith || Example
+
| surname<span style="color:#FF0000">'''*'''</span> || Smith || <span style="color:#FF0000">'''Required'''</span> Open Text - 30 Characters, no special characters.
 
|-
 
|-
| dob<span style="color:#FF0000">'''*'''</span> || 30/04/1983 || Example
+
| dob<span style="color:#FF0000">'''*'''</span> || 30/04/1983 || <span style="color:#FF0000">'''Required'''</span> <code>[DD/MM/YYYY]</code> This format must be exactly as shown to the left
 
|-
 
|-
| gender || male || Example
+
| gender || male || <code>[Male, Female, M, F]</code> Input must match one of those shown, or be left blank.
 
|-
 
|-
| institution_email<span style="color:#FF0000">'''*'''</span> || john.smith@domain.ac.uk || Example
+
| institution_email<span style="color:#FF0000">'''*'''</span> || john.smith@domain.ac.uk || <span style="color:#FF0000">'''Required'''</span> Must be a valid email address.
 
|-
 
|-
| nationality || IND || Example
+
| nationality || IND ||Must match 2 or 3 character ISO Code, ISO Extensions for England, Scotland, Wales, Northern Ireland are supported, or be left blank.
 
|-
 
|-
| domicile_country || GBR || Example
+
| domicile_country || GBR ||Must match 2 or 3 character ISO code, ISO Extensions for England, Scotland, Wales, Northern Ireland are supported, or be left blank.
 
|-
 
|-
| fee_status || UK || Example
+
| fee_status || UK || <code>[UK, EU, IN]</code> Input must match one of those shown, though can be left blank.
 
|-
 
|-
| hall_of_residence || INDLC || Example
+
| hall_of_residence || INDLC || Open Text - 30 characters, no special characters, can be left blank
 
|-
 
|-
| programme_id || PRG001 || Example
+
| programme_id || PRG001 || Open Text - Though should match one of the codes listed in your Programme File, can also be left blank.
 
|-
 
|-
| study_type || PGT || Example
+
| study_type || PGT || <code>[FE, UG, PG, PGT, PGR, CPD]</code> Input must match one of those shown or be left blank.
 
|-
 
|-
| programme_level || 1 || Example
+
| programme_level || 1 || Any number from 1-99
 
|-
 
|-
| start_date || 10/10/2012 || Example
+
| start_date || 10/10/2012 || <code>[DD/MM/YYYY]</code> Date must match format shown though can be left blank.
 
|-
 
|-
| end_date<span style="color:#FF0000">'''*'''</span> || 31/05/2020 || Example
+
| end_date<span style="color:#FF0000">'''*'''</span> || 31/05/2020 || <span style="color:#FF0000">'''Required'''</span> <code>[DD/MM/YYYY]</code> Date must match format shown, this is required as it's the date users are moved out of Confirmed Students group, into Alumni group.
 
|-
 
|-
| record_type<span style="color:#FF0000">'''*'''</span> || new || Example
+
| record_type<span style="color:#FF0000">'''*'''</span> || new || <span style="color:#FF0000">'''Required'''</span> <code>[new, update]</code> Input must match that shown.
 
|-
 
|-
| alternate_email_address || abc@email.com || Example
+
| alternate_email_address || abc@email.com || Must be a valid email address, or can be left blank.
 
|-
 
|-
| library_card || L12345 || Example
+
| library_card || L12345 || Open Text - Though if regex has been given during setup, value must match the format, can also be left blank.
 
|-
 
|-
| department || EL || Example
+
| department || EL || Open Text - Short Codes for institution departments, should match programme file, can be left blank
 
|-
 
|-
| erasmus || Y || Example
+
| erasmus || Y || <code>[Y, N]</code> Must match the format shown, or can be left blank.
 
|-
 
|-
| ethnicity || European || Example
+
| ethnicity || European || Open Text, or can be left blank.
 
|-
 
|-
| finalist || Y || Example
+
| finalist || Y || <code>[Y, N]</code>Indicates whether the student is a final year, must match format, or can be left blank.
 
|-
 
|-
| mode_of_study || Full-Time || Example
+
| mode_of_study || Full-Time || <code>[Full-Time, Part-Time]</code> Must match the format shown or can be left blank.
 
|-
 
|-
| placement || R || Example
+
| placement || R || Example <code>[Y, N, R, P]</code> Must match the format shown, or can be left blank
 
|-
 
|-
| address || 101 Road || Example
+
| address || 101 Road || Open Text - Can be left blank
 
|-
 
|-
| postcode || SK10 2NZ || Example
+
| postcode || SK10 2NZ || Must be a valid UK Postcode, or can be left blank
 
|}
 
|}
  

Revision as of 13:26, 28 October 2015

Uploading Files, (CSV's) is one most common ways Unions import data into the system, and there are currently four different areas you can upload data to the system for currently.

  • Upload Student File - To upload bulk groups of your students to Union Cloud
  • Upload Programme File - To upload a list of courses, course codes, departments, and schools/colleges to Union Cloud
  • Upload Member File - To upload members to a group, if for example people paid membership for a Club / Society in cash, and you wanted to add them to Union Cloud
  • Upload Club Admins File - If you have run elections separately to Union Cloud, but you want to upload groups of students as admins for certain Clubs / Societies

The first thing we need to say, and is rather important, is that all CSV File uploads, are processed over night, the same day they are uploaded. So long as your upload is complete by around 23:45 on any given night, the file will be processed just after midnight, depending on the size of the files, and how many other unions are also processing large numbers of uploads, the speed at which this is processed will vary.

We recommend that any editing you plan to do of CSV's is done in Excel, and when saving the file type you choose which file type to save, choose comma-delimited, comma separated values file, not the tab-delimited type. It is always worth downloading the CSV template for the for the particular file you wish to upload from the Upload Files section, as this saves coming up with any unnecessary errors.

Upload Student File

Upload Student File Screen

This is the primary, and most common method that Unions use to get data into Union Cloud, a CSV Upload, though there are two other methods of getting the data, one is through allowing manual registration, which you can filter by certain email extensions, for example only allow emails that have .ac.uk endings, or the third method is you can have data added to your site automatically, by a data transfer using SOAP, or JSON (if this is something you'd like to move to your lead Union Cloud contact should speak to us about it).

These files that yo upload make up the majority of your members, and after upload, can all be found in the User Account Details section. Mandatory fields are marked with a red asterisk(*)

For ease of reading this table is formatted vertically, but as seen in the screenshot to the right, and the CSV Template, the file is actually formatted with ID, forename, surname etc... as Row headings.

Field Example Format Requirements
id* 501 Required 'Unique Student Identifier' If regex is given during setup, then this must match the format.
forename* John Required Open Text - 30 Characters, no special characters.
surname* Smith Required Open Text - 30 Characters, no special characters.
dob* 30/04/1983 Required [DD/MM/YYYY] This format must be exactly as shown to the left
gender male [Male, Female, M, F] Input must match one of those shown, or be left blank.
institution_email* john.smith@domain.ac.uk Required Must be a valid email address.
nationality IND Must match 2 or 3 character ISO Code, ISO Extensions for England, Scotland, Wales, Northern Ireland are supported, or be left blank.
domicile_country GBR Must match 2 or 3 character ISO code, ISO Extensions for England, Scotland, Wales, Northern Ireland are supported, or be left blank.
fee_status UK [UK, EU, IN] Input must match one of those shown, though can be left blank.
hall_of_residence INDLC Open Text - 30 characters, no special characters, can be left blank
programme_id PRG001 Open Text - Though should match one of the codes listed in your Programme File, can also be left blank.
study_type PGT [FE, UG, PG, PGT, PGR, CPD] Input must match one of those shown or be left blank.
programme_level 1 Any number from 1-99
start_date 10/10/2012 [DD/MM/YYYY] Date must match format shown though can be left blank.
end_date* 31/05/2020 Required [DD/MM/YYYY] Date must match format shown, this is required as it's the date users are moved out of Confirmed Students group, into Alumni group.
record_type* new Required [new, update] Input must match that shown.
alternate_email_address abc@email.com Must be a valid email address, or can be left blank.
library_card L12345 Open Text - Though if regex has been given during setup, value must match the format, can also be left blank.
department EL Open Text - Short Codes for institution departments, should match programme file, can be left blank
erasmus Y [Y, N] Must match the format shown, or can be left blank.
ethnicity European Open Text, or can be left blank.
finalist Y [Y, N]Indicates whether the student is a final year, must match format, or can be left blank.
mode_of_study Full-Time [Full-Time, Part-Time] Must match the format shown or can be left blank.
placement R Example [Y, N, R, P] Must match the format shown, or can be left blank
address 101 Road Open Text - Can be left blank
postcode SK10 2NZ Must be a valid UK Postcode, or can be left blank

Upload Programme File

Upload Programme File Screen

The Programme File, is used to upload a database of all courses at your institution and some details about them, in each Student Record, there is a space to input 'programme_id' this is the relational record which the system matches with 'id' from the Programme File, and uses it to find out all of the information about their course, based on what you upload here [Course Title(programme_name), School Name, Faculty Name, Study Type], this data is used for when you are trying to build demographic reports about your students, based on elections / groups / events, who takes part in these activities for example, but also for a database of course for the Course Rep Lookup tool.

This should ideally be updated at least once a year.

Field Example Format Requirements
id* PRG001 'Unique Programme Identifier' these should each be unique in this sheet, however match up with programme_id in the Student Files.
programme_name* PRG Name 1 Open Text - This should be the name of the course matching the course code in the previous field
jacs_code W100 Joint Academic Coding System (JACS) a system for coding courses used to match courses across multiple institutes around the UK, your institution may or may not use these.
school_name School of Life Open Text - This should be the School / College / that contains the faculty for the course listed in the first field
faculty_name Faculty Name 1 Open Text - This should be the Faculty, that contains the course listed in the first field.
study_type UG [FE, UG, PG, PGT, PGR, CPD] are the acceptable inputs for this field.
record_type* New [new, update] are the acceptable inputs for this field, you should use them to indicate whether you are creating a new item, or updating an existing one.

Upload Member File

Upload Member File Screen

Upload Group Admins File

Upload Group Admins File Screen