E10 - Import Teacher data from a spreadsheet

Modified on Thu, 14 Aug at 12:54 AM

TABLE OF CONTENTS

Preamble

Preamble

It is possible to import teacher 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 teacher code is the only required field. E10 will auto fill the Name with the 'code', the MaxLoad with 'zero', the FTE with 'one' and the Faculty with 'NoFaculty' if these fields are not included in your spreadsheet.

Import fields include:

*Code: The preferred format is to use the first 2 or 3 letters of the teacher's surname, then the first initial of their first name. This allows for ease of sorting by surname and exports reports correctly. eg Aitken, Michael - AITK
FullName: The preferred format is: 'SURNAME, First name' so that sorting will be done on the surname. E.g. ‘ALLEN, Richard’. In the absence of a name, the Teacher code will be used.
Surname: The surname can be in an individual field in the spreadsheet. E10 will correctly format the surname in the Teacher data screen.
Given name: Similar to the surname, the given name can also display in a separate field in the spreadsheet. E10 will correctly format the surname in the Teacher data screen.
MaxLoad: The maximum load a teacher can teach per cycle (in periods).
FTE: The full-time equivalent per cycle for a teacher = 1; a part-time equivalent is entered as a decimal e.g. 0.8.
Gender: Indicate M / F / X if required.
Faculty: The faculty in line with the faculties in Setup > Faculty data.
Homeroom: Enter a room code that a teacher uses for most, if not all, of their lessons.
House: A House code that was set up in Students > Sporting house data can be listed in this field.
Unavailable: List known days days off e.g. 3 day(s) off (MonA, WedA, TueB).
Email: The email addresses of teachers. Needs to be entered here if required by users of Daily.
Phone: Mobile or landline numbers.
Campus: The campus code of the campus in which the teacher is most likely to teach classes. Only relevant if a school has associated rooms with specific campuses in Setup > Campus data.
TSET1, TSET2...TSET12: The subjects a teacher can teach. Format is year level followed by a hyphen followed by the course code, e.g. 11:ENG.
Add brackets ( ) to indicate if they are a 'fallback' option or double brackets (( )) if they are an 'if desperate' option to teach the course.
Admin ID: Official teacher code used in the school's Management System.
Notes: This is a free format text field. Notes could contain information for the timetabler or the Daily organiser.

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 > Teacher 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 17 fields.

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 select the right option. (Hint: try the import in a copy of the file first.)

Clear and Overwrite: Will replace all existing teacher data with the incoming data.

Merge: Will check for new data in the spreadsheet and add this data to the existing teacher data.

3. Check the imported data

Teachers > Teacher data

Check the teacher 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.