E10 - Import Elective course data from a spreadsheet

TABLE OF CONTENTS

• Preamble
  • 1. Prepare a .csv or Excel file
  • 2. Import data
  • 3. Check the imported data

Preamble

It is possible to import elective course data directly into an E10 .etz file from a spreadsheet. Formats supported include .csv or Excel .xls .xlsx formats.

1. Prepare a .csv or Excel file

The following fields may be included in the spreadsheet. The Course code is the only mandatory field, all others are optional.

1. *Course code: Unique code for each subject.
2. Subject: Name of the subject (which will display to students if using Choice).
3. #C: Number of classes that will run.
4. MaxS: Maximum students per class.
5. Teachers: Teacher codes who are preferred options to teach the course. If more than one teacher, separate with commas. Teacher codes must already exist in Teacher data to be recognised.
6. Rooms: Room codes that are preferred options to room the course. If more than one room, separate with commas. Room codes must already exist in Room data to be recognised.
7. Units: Indicates the number of units for the course.
8. Lines: Indicates the line number on which an course must run / not run.
9. Rules: Letters A-Z used to categorize subject if rules will be added.
10. Coreq: A course code of a corequisite course.
11. Fee: A fee/cost associated with the course (which will display to students if using Choice).
12. VLink: A course that a subject will be vertically linked to when generating lines.
13. HLink: A course that a subject will be horizontally linked to when generating lines.
14. Year/s: The year levels to which the course is offered. If more than one year level, separate with commas.
15. D/S: Indicate doubles or singles requirements to influence line generation.

Sample spreadsheets ready for import:

The columns in the spreadsheet are not required to be in any order; nor do they need specific heading titles. Column headings can be matched later during the import. It is also possible to use a spreadsheet that contains data that will not be imported; however, it is good practice to prepare a tidy file for import. 

2. Import data

File > Import data > Elective course data.

Select the dataset to which you wish to import the elective course data.

Locate the saved spreadsheet and select 'Open'.

All columns to be imported must be matched to an E10 field. E10 will attempt to match the columns, in which case it will add the column header. Unmatched heading fields on the right can be dragged and dropped to match the column data. If a column contains no header, it will not be imported.

The image below shows that E10 has matched two columns.

Once 'Go' is selected, the next prompt will ask whether any existing course data should be replaced (overwritten) with the new data, or whether the incoming data should be merged with the existing data. It is important to choose the right option. (Hint: try this in a copy of the file first.)

Clear and Overwrite: Will replace all existing elective course data for the chosen dataset with the incoming data.
Merge: Will check for new data in the spreadsheet and add this data to the existing elective course data.

3. Check the imported data

Lines > Elective data > Courses tab

Check the elective course data to make sure that it has imported as expected.

If it has not occurred as expected, or errors are discovered at this point, the file may be 'reverted to saved file', the spreadsheet fixed, and imported again.