Master Class Schedule Import

Modified on Mon, Jun 12, 2023 at 9:45 AM

Master Class Schedule Import

This task will import Section, Subsection and Student Schedules from a set of three xlsx files.

Process

To begin the import you will be asked to attach the import files. You may attach any or all of the three files. The Section file, the Subsection file and/or the Student Schedule file. You next will choose a school code and school year for the import. The school year and code will be used to validate the import data and used when removing all existing data for that file(s) target (Section, Subsection, Schedules). If you import a Section file for school ABC in 2022-23, all section data will be removed from the ABC in 2022-23 prior to the import. All data will be validated and neither the delete nor import will execute unless all data has passed validation. All validation will be shown in the task's log.

Unlike other tasks, the Master Class Schedule Import cannot be scheduled nor executed from the Core → Scheduler → Tasks tab. You must modify the task where you will attach your files and validate and import the data.

To attach a file, select the Browse... button to the right of one of the import file selectors. This will open a dialog box from which you may select a local file to attach. After selected, make sure to hit the "Attach ... Import File" button to load it into the system. You will have successfully loaded a file when you see a file name and date appear to the right of the Attach button. To clear any loaded files, hit the "Clear above files" button.

The "Validate and Import above files" button will attempt to import your files. If any validation errors are detected, it will immediately stop processing the file. The log will show the first validation error in the file that it stopped on.

The "Validate Only" button will run through all attached files and show all validation errors it detects. Validation errors can be seen in the "View Log" button. If there are no errors and you see the message "Validation complete. Files are error free and ready for importing". You will be able to successfully import your file(s).

In this example we have only loaded a Sections file. After executing the "Validate Only" button, we see the data has been successfully validated.

In this example we have only loaded a Sections file. After executing the "Validate and Import above files" the logs show that the "Section File Imported Successfully"

Validation will check for valid data in the files. Currently, the tasks validates Print Periods, Semesters, Rooms, Teacher IDs, Student IDs and Team code. If any of those field codes do not match codes in Genesis, they will be reported in the logs. The task will also validate to Course Codes, Section Codes, Section Numbers and Meets Cycles. You may not include a section for a course that is not currently in your master. Nor may you create a subsection for a non-existent section etc.. You may reference sections that exist only in your import files.

Example validation log.

Import Files

All files must be in excel xlsx format. Neither the name of the file or the column order of the files matter. Non-Required fields can be left off of the file completely.

Header column with valid column names is required. If the file contains additional columns not listed below, they will be ignored. They will not interrupt the process.

Section File

Column Name	Required	Notes
SCHOOL_YEAR	Y	2021-22
SCHOOL_CODE	Y	Valid Genesis School Code
COURSE_CODE	Y	Valid Genesis Course Code
COURSE_SECTION	Y	Numeric value
BEGINNING_SEATS	Y	Total amount of seats in class
GRADED_COURSE	N	Defaults to Yes
SUPPRESS_FROM_REPORT_CARD	N	Defaults to No
TEAM_CODE	N	Team code student is assigned to
USE_IN_PARCC	N	Defaults to Yes
CYCLE_SET	N	Defaults to 1

Subsection File

Column Name	Required	Notes
SCHOOL_YEAR	Y	2021-22
SCHOOL_CODE	Y	Valid Genesis School Code
COURSE_CODE	Y	Valid Genesis Course Code
COURSE_SECTION	Y	Numeric value
SUBSECTION	Y	Numeric Value
SEMESTER	Y	Valid Code
PRINT_PERIOD	Y	Valid Code
MEETS_CYCLES	Y	Valid Code
ROOM_NUMBER	Y	Valid Code
TEACHER_ID	Y	Valid Code
FROM_PERIOD	N	Slots. Will default to values from Print Period if not present.
THRU_PERIOD	N	Slots. Will default to values from Print Period if not present.
SUBSECTION_DESCRIPTION	N	Override description
EXCLUDE_NJSMART	N	Defaults to N. Will not be included in NJSmart Course Submission
INCLUDE_TEACHER_IN_PRINTING	N	Defaults to Y
NOTES	N	Internal note for this subsection

Schedule File

Column Name	Required	Notes
SCHOOL_YEAR	Y	2021-22
SCHOOL_CODE	Y	Valid Genesis School Code
STUDENT_ID	Y	Valid Genesis Student ID
COURSE_CODE	Y	Valid Genesis Course Code
COURSE_SECTION	Y	Numeric value
LOCK_COURSE	N	Prevents casual dropping of the course
COURSE_STATUS	N	ACTIVE or INACTIVE. Will default to ACTIVE if not present
COURSE_STATUS_DATE	N	Start date of class. Will default to first day of school if not present