(C-2) Upload Base Data

The content in this knowledge base is based upon the standard FACULTY180 environment. Your institution may have made changes to configure the FACULTY180 environment to meet your institution's needs; therefore, the screens in your FACULTY180 environment may differ slightly from the knowledge base. For more information, please contact your FACULTY180 administrator.

Best Practice: If this is the first time loading a particular data set, or if there have been any recent changes to the file format, it's always a good idea to test out data uploads in the Development database, just to make sure everything loads smoothly.

In this Article

Table of Contents:

Upload Base Datasets

For more information on the fields available for each 'type' of load, click here to read more.

To upload the data, do the following:

  1. On the Admin section of the navigation menu, click Administration.
First click Admin, then Administration, then select Upload Data within the Bulk Dat SectionZoom: First click Admin, then Administration, then select Upload Data within the Bulk Dat Section
  1. Click Upload Data in the Bulk Data section. The Upload Data screen displays.

When you first get to the main Bulk Upload page, the options that appear at the top of the page allow you to Filter all of the results of previous uploads (that appear in the table below). So unless they need to look at results from previous loads, they can just immediately hit "New Upload"

A sample of the Upload data screen, with the 'All' type selected so that all past uploads are displayed.Zoom: A sample of the Upload data screen, with the 'All' type selected so that all past uploads are displayed.
  1. In most instances, it is not necessary, but you may need to Select the unit for which the data is being uploaded. Most data is uploaded at the university level, even if it is for a subunit. The data will flow down to each unit as necessary.
  2. In the Type list, select the type of data being uploaded.
  3. Click New Upload. The New Upload screen displays.

Depending on the type of data being uploaded, the information in the Current Upload Fields section, and other options in this screen, will differ.

  1. Confirm the type of data being uploaded.
  2. Select the academic term for which data is being uploaded.
  3. The Update Duplicate Records (Update Existing Records) check box provides administrators with the option of choosing to upload duplicate/existing records (if the record already exists in FACULTY180, both records will be uploaded), or ignoring duplicate/existing records and only uploading new records. This option is not applicable to all data types.
  4. Select the unit for which data is being uploaded is selected.
  5. Select the file to be uploaded in the Choose File section. If the file contains a header row, select the File Has Header Row check box so the data in the header row is not uploaded.
  6. Validate the file format by clicking Validate. The file format will be tested before the file is uploaded.
  7. After the file is validated, click Upload to start the upload process. After the upload process is complete, you can view the details for the uploaded file. Any duplicate files can also be viewed, if applicable.
  8. Note: Either direct or indirect methods of data uploads can be used.
  • Direct: automated data transfer to the FACULTY180 server
  • Indirect: manual file upload via SFTP (manual file uploads are managed by the institutional software administrators)
Uploading Faculty Data

When uploading faculty data, administrators can disable logon access to FACULTY180 for inactive faculty accounts that are not included in faculty uploads.

To disable logon access for inactive faculty accounts not included in faculty uploads, do the following:

  1. On the Admin section of the navigation menu, click Administration.
  2. In the Bulk Data section, click Upload Data. The Upload Data screen displays.
  3. Click New Upload. The New Upload screen displays.
  4. In the Select Upload Type list, click Faculty.
  5. In the Select Semester section, select the Check To Inactivate Faculty Not In Upload checkbox. The Check To Inactivate Faculty Not In Upload dialog box opens. Select the type of faculty accounts (based on employment status) that should be inactivated and not included in the faculty upload.
  6. Select the Disable login status for the users selected above check box if FACULTY180 access for the selected inactive users should be disabled.
  7. Click Submit.

If you are receiving validating errors, you must check the data to ensure that it is being uploaded properly with the selected Upload Form. Typically validation errors occur because the selected spreadsheet has either too many or too few columns. The other reason would be if they are trying to load a file that isn't .csv format.

Upload Types

If there are fields that you believe should be present, it may be that the upload form needs to be updated in the Upload Form page, within the Configuration section of the Setup page in the Administration tab.

On the New Upload screen, within the Bulk Data section, you are able to choose the type of upload you would like to perform in 1- Select Upload Type, as displayed below.

Once you select an upload type, the page will update to the relevant form to capture the relevant information.

Below, you can expand each section to dive deeper into the form and it's fields.

Courses Taught

After selecting Courses Taught in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Courses Taught Fields
                                                                                                                                                                                                                       
Courses Taught
Field Name Type Primary Key Field Required Notes
Prefix Prefixes In system Yes Yes Prefix must match on all course  files.
Course  Number Text Yes Yes Course number must match on all  course and courses taught files.
Course  Designation Text Yes (if used) No The Course Designation field  contains an additional key field that can be used to separate a 'like'  course. If the Prefix and Course Number are the same, the Course Designation  field can hold another value to separate enrollment values or other values as  needed.
Section Text Yes Yes  
Faculty ID Faculty ID in system Yes Yes  
Course  Title Text      
Faculty  Name Text      
Enrollment Numeric Yes Yes  
Maximum  Enrollment Numeric      
Graduate  Enrollment Numeric      
Upperclassmen  Enrollment Numeric      
Underclassmen  Enrollment Numeric      
Location Location Abbreviation in system     Value must match location  values. (Admin > Set Up > School > Locations)
Days Text      
Time Text      
Credit  Hours Numeric      
Instruction  Mode Text      
Lab Hours Numeric      
Lecture  Hours Numeric      
Extra  Hours Numeric      
Extra  Hours Label Text      
Teaching  Load Numeric      
Weight Numeric      

Courses Taught Upload Options

When uploading the courses taught, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Display Terms in First Two Columns (only if uploading Multiple Terms) - If you are uploading multiple terms of data, select this option to add two additional fields in the first two columns 'Semester' and 'Calendar Year'. Your data must have these columns at the start of the data, as depicted in the preview, when checked. If enabled than the semester field will not be available.
  • Remove Existing Courses Taught for Selected Term* -
    • Within the field you can choose from the following options:
      • Yes, remove courses taught not in the upload.
        • Select this option to remove all previous courses taught that are not within this upload. So if a course was taught last semester, and it is not included in this upload, than it will not be removed from the selected terms Courses Taught records.
      • Yes, remove courses taught for users in the upload.
        • Select this option to remove all previous courses taught records ONLY for uses that are NOT within this upload. So if a user is in this upload, and they are not indicating as teaching a course any longer, than it would be removed from their activity record for the selected term.
      • No, just add new courses.
        • Select this option to not remove any Courses Taught information for the selected term.
  • Update Existing Records* - You can choose whether or not you would like to update any existing records. If you select no, new information will not be applied to data that already exists in the system.

(*) Indicates a required field.

Faculty

After selecting Faculty in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Faculty Fields
Create Faculty Accounts
Field Name Type Primary Key Field Required Notes
Faculty ID Text Yes Yes PeopleSoft = Faculty ID, Banner = PDIM (should be consistent with value needed for authentication)
Login Name Text
Yes
First Name Text
Yes
Last Name Text
Yes
 Middle Initial Text


 Suffix Text


Email Address Text
Yes
Primary Unit Unit Abbreviations in system
Yes The Primary Unit value must match the abbreviation of the 'unit' in the 0rganizational structure. (Admin > Set Up > School > Organizational Structure)
Employment Status ["Full Time", "Part Time",
Yes Only four exact values available. 
"Inactive","Staff"]
Year Started Text
Yes This is a critical field for the first faculty file load.  For new faculty accounts, the system will back-date the Employment Status to the 'year' in this field.  If there is no employment status set for an account, the data will not be pulled into reports. Format = YYYY
Rank Name Text
Yes Values must match values set up in Faculty Classifications. (Admin > Set Up > Customize > Faculty Classifications > Faculty Rank)
Tenure Status Text
Yes Values must match values set up in Faculty Classifications. (Admin > Set Up > Customize > Faculty Classifications > Tenure Status)
 SSN Text


Gender Text

Male or Female
Country of Origin Text

Based on ISO country list
Race/Ethnicity Hispanic/Latino of any race, American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, White, Unknown or Not Reported

Based on OMB race / ethnicity guidelines 
Languages Text

If loading multiple, separate values using a pipe |
URL Text


Office Building Text


Office Number Text


Work Phone Text

(555)555-5555
Department Phone Text

(555)555-5556
Home Phone Text

(555)555-5556
Cell Phone Text

(555)555-5557
Street 1 Text


Street 2  Text


City Text


State or Province Text


Zip / Postal Code Text


Fax Number Text

(555)555-5557
Pager Text

(555)555-5557
Personal City Text


Personal State Text


Personal Street 1 Text


Personal Street 2 Text


Personal Zip / Postal Text


Secondary Email Text


Emergency Contact Text


Emergency Contact Phone Text

(555)555-5557
Country of Contact Text


Unit External ID (if needed) Text Yes (if used)


Faculty Upload Options

When uploading the courses taught, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Check to Inactivate Faculty Not in Upload -  By selecting this field, faculty members who are not listed in the data being uploaded, but do have an account, will be marked with an employment status of Inactive.
    • When checked a modal window will appear, you can select:
      • To inactivate faculty based on their employment status (FT, PT, Staff).
      • To choose to inactive those faculty for just the current term, or you can choose to inactivate them indefinitely.
      • To choose whether or not to disable login
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.
  • Respect Locked Preferred Names* - If a user's preferred name has been 'locked' than by selecting 'Yes', their name will not be altered by this new upload.

(*) Indicates a required field.

Courses

After selecting Courses in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Courses Fields
Courses
Field Name Type Primary Key Field Required Notes
Prefix Prefix in system Yes Yes Prefix must match on all course files.
Course Number Text Yes Yes Course Number must match on all course files.
Course Designation Text Yes (if used) No The Course Designation field contains an additional key field that can be used to separate a 'like' course.  If the Prefix and Course Number are the same, the Course Designation field can hold another value to separate enrollment values or other values as needed. 
Course Title Text


Credit Hours Numeric


Lecture Hours Numeric


Lab Hours Numeric


Course Level ["Graduate", "Undergraduate"]

Exact values (see column B)
Description Text


Capstone Course Text 


Extra Hours Numeric


Extra Hours Label Numeric


Weight Numeric



Courses Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Course Prefixes

After selecting Course Prefixes in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Course Prefixes Fields
                                   
Course Prefix
Field Name Type Primary Key Field Required Notes
Prefix Text Yes Yes Prefix must match on all course files.
Prefix  Name Text   Yes  
Primary  Unit Unit Abbreviations in system   Yes The Primary Unit value must  match the abbreviation of the 'unit' in the organizational structure. (Admin  > Set Up > School > Organizational Structure)

Course Prefixes Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Committees

After selecting Committees in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Committee Fields
                                   
Committees
Field Name Type Primary Key Field Required Notes
Committee Name Text   Y  
Primary Unit Text   Y The Primary Unit value must  match the abbreviation of the 'unit' in the organizational structure. (Admin  > Set Up > School > Organizational Structure)
Description Text      

Committee Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Units

After selecting Units in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Unit Fields
Create Organizational Structure (Units)
Field Name Type Primary Key Field Required Notes
Unit Name Text
Y
Unit Abbreviation Text
Y
Parent Unit Text
Y
Level Number Numeric
Y Level Number is based on the level number in the Unit Designation (Admin > Set Up > School > Details > Unit Designations)
Parent Unit External ID (if needed) Text
Y (if used) An external ID can be used if there is a conflict between the unit abbreviation value related to the faculty file (HR) and the unit abbreviation related to course prefixes (student).  An 'external ID' field can be added to the source of record for both and the value would be identical.  This is how the 'match' will occur in Faculty180.
Unit External ID (if needed) Text
Y (if used)

Units Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Faculty Classifications

After selecting Faculty Classifications in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Faculty Classifications Fields
                 
Faculty Classification
Field Name Type Primary Key Field Required Notes
Faculty ID Text Yes Yes Additional Faculty  Classifications will be added specific to accreditation reports and/or  institutional initiatives.

Faculty Classifications Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Start Semester & End Semester - Choose the relevant semester range for the data that you are uploading.
  • Display Terms in First Four Columns (only if uploading Multiple Terms) - If you are uploading multiple terms of data, select this option to add four additional fields in the first four columns 'Semester' and 'Calendar Year', and 'End Semester' and 'End Calendar Year'. Your uploaded data must contain these four columns, as depicted in the preview when enabled. When checked the semester fields are no longer relevant.

(*) Indicates a required field.

Current Positions

After selecting Current Positions in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Zoom:
Current Positions Fields
                                             
Current Position Titles
Field  Name Type Primary Key Field Required Notes
Faculty  ID Text Yes Yes PeopleSoft = Faculty ID, Banner  = PDIM (should be consistent with value needed for authentication)
Primary  Unit Unit Abbreviations in system   Yes The Primary Unit value must  match the abbreviation of the 'unit' in the 0rganizational structure. (Admin  > Set Up > School > Organizational Structure)
Position  Title Text   Yes Faculty can have multiple rows  to include more than one position title
Date  Started Text      

Current Positions Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Remove Existing Position Titles* - Choose whether you would like to remove existing position titles, and if so, exactly in what way. The options you have to choose from are expanded upon below
    • Yes, remove all existing positions titles. - All existing position titles will be removed.
    • Yes, remove all existing positions for user in upload. - All existing position titles will be removed, if the use was in this upload.
    • No, update existing position titles. - Update all of the existing position titles, with the ones relevant to this data load.

(*) Indicates a required field.

Scholarly Outlet Metrics

After selecting Scholarly Outlet Metrics in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Zoom:
Scholarly Outlet Metrics Fields
                                                     
Scholarly Outlet Metric
Field Name Type Primary Key Field Required Notes
Scholarly Outlet Type Text     The Outlet Type is the Sub Type  in the Scholarly Contribution section.
Scholarly Outlet Name Text   Y  
Metric Name Text   Y  
Metric Value Text   Y  
Metric Year Year   Y YYYY

Scholarly Outlet Metrics Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Scholarly Outlets

After selecting Scholarly Outlets in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Zoom:
Scholarly Outlets Fields
                                                               
Scholarly Outlet Lists
Field Name Type Primary Key Field Required Notes
Scholarly Outlet Type Text     The Outlet Type is the Sub Type  in the Scholarly Contribution section.
Scholarly Outlet Title Text   Y  
Scholarly Outlet Abbreviation Text      
Publisher Text      
ISSN Text      
EISSN Text      

Scholarly Outlets Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Secondary Unit Assignments

After selecting Secondary Unit in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Zoom:
Secondary Unit Assignments Fields
Secondary Unit Assignment
Field Name Type Primary Key Field Required Notes
Faculty ID Text Yes Yes PeopleSoft = Faculty ID, Banner = PDIM (should be consistent with value needed for authentication)
Unit Abbreviation Unit Abbreviations in system
Yes The Primary Unit value must match the abbreviation of the 'unit' in the 0rganizational structure. (Admin > Set Up > School > Organizational Structure)
Position Title Text


Unit External ID (if needed) Text

An external ID can be used if there is a conflict between the unit abbreviation value related to the faculty file (HR) and the unit abbreviation related to course prefixes (student).  An 'external ID' field can be added to the source of record for both and the value would be identical.  This is how the 'match' will occur in Faculty180.

Secondary Unit Assignments Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Remove Existing Secondary Assignments* - Choose whether not existing secondary assignments should be preserved, or removed.

(*) Indicates a required field.

Support Accounts

Zoom:

After selecting Support Accounts in the Type field, the page will update to display the upload form for that data type. In Section 1, you can re-choose your Type, and you can see a sample of the current upload fields. If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Support Account Fields
                                                                                         
Support Accounts
Field Name Type Primary Key Field Required Notes
Faculty ID Text Y Y  
Login Name Text   Y  
First Name Text   Y  
Last Name Text   Y  
Email Address Text   Y  
Primary Unit Text   Y The Primary Unit value must  match the abbreviation of the 'unit' in the organizational structure. (Admin  > Set Up > School > Organizational Structure)
Type of Rights Text   Y Options are: Full Admin Rights,  Report Rights, Limited Rights
Login Method Text     Options are: Managed by your  school or Managed by Faculty180. Defaults to "Managed by your  school" if no option given
Unit External ID Text      

Support Accounts Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - You can choose whether or not you would like to update any existing records. If you select no, new information will not be applied to data that already exists in the system.

(*) Indicates a required field.