E10 - Import Class data from a spreadsheet

Modified on Thu, 14 Aug at 12:54 AM

TABLE OF CONTENTS

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

Preamble

It is possible to import class 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 class code is the only mandatory field required for a class data import. E10 will auto fill the year column according to the year used in the class code.

*ClassCode: Unique code for each class - contains a year, course code and class identifier. eg 9MAT1, 7ENG.2
CourseCode: Unique code for each subject. Not required if ClassCode field was used.
ClassId: Can include a letter, a number, a combination of both or none at all. Not required if ClassCode field was used.
Year: The year level is required if importing class data for multiple years at once.
Faculty: Every academic class should be associated with a faculty that already exists in the file. If there is no obvious faculty, use 'NoFaculty'.
Subject: Name of the subject.
NumPeriods: Enter the number of online periods e.g. 5, or offline periods e.g. 0+5, or periods where the load for teachers in brackets are different to the number of periods e.g. 5(0), that a class will run.
Spread: The required pattern of periods per cycle e.g. Double, NoDouble etc.
Line: The Line or a Group structure of the class.
Link: The class code to which this class is to be linked.
Rotations: Rotation period for which the class runs on the timetable if it isn't a yearlong class.
EstimatedNumStudents: Number entered will fill #Stu column.
MaxStudents: Maximum number of students that are allowed into the class.
Periods: Period codes on which this class must / should not run.
TeacherPref: Teacher code/s of the preferred teacher/s for this class. Separate with a comma.
AssignedStaff: Teacher code/s of the teacher/s assigned to this class. Separate with a comma.
RoomPref: Room code/s of the preferred room/s for this class. Separate with a comma.
Type: Admin system type if external systems have classes categorised.
OfficialCourse: Official course code of the regions' education authority.
NESA Code: The New South Wales Education Standards Authority official course code.
SIS class type: May be used by some 3rd party systems to categorise classes.

Sample spreadsheet 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 > Class data

Select 'Yes' if your file looks similar to the Importing Data pop up.

Locate the saved spreadsheet and select 'Open'.

E10 may understand some of the columns, in which case it will add the column header. If it is unsure of the data in the column, unmatched heading fields on the right can be dragged and dropped to match the data. All columns to be imported must be matched to an E10 field.

The image below shows that E10 has matched 14 fields. One will be dragged manually to match the field.

Once 'Go' is selected, the next prompt will ask whether any existing data should be replaced (overwritten) with the new data, or whether any existing data and the new data will be merged. It is important to get this right.

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

3. Check the imported data

Classes > Class data

Check the class 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.