1. School syncs the .etz timetable file to the Edval webserver. This sync includes students, classes and teachers information.
2. School extracts Family data from an external management system or other, in csv format.
3. Interviews Administrator uploads the personalised Family data .csv file. 
4. The Interviews Administrator sets up an interviews event.

Format requirements of csv file

1. All heading titles must match the Edval required format in the correct order.
2. The .csv file requires some mandatory fields, while other fields are optional. Mandatory fields are coloured red.
3. Check that the csv contains correct data formatting. Excel sometimes converts numeric data to exponential formats, or codes to date format for example, which must be manually fixed prior to upload.

Heading title		Details
STUDENT_CODE	Mandatory	As exists in the etz timetable file
FAMILY_CODE	Optional	Many schools are able to access existing and/or generate their own Family codes, but some also are not. If left blank: - siblings will not be identified, so each family in each row will get a different WebCode (booking code). - the system will generate a default family code in the format of 'familyOf. < student code>.  eg. familyOf.2354101 The family code is not seen by anyone except the administrator, and is just a unique identifier. Validation: No validation
FAMILY_NAME	Optional	This is the name that will appear on the family's profile upon login, and may also be used in merge fields in created documents, such as family invitations and schedules etc.  If left blank, the system will generate a default family name in the format of 'Parent/Guardian/Carer of <Student name>'  eg . Parent/Guardian/Carer of  CLINTON, Michael Validation: No validation
STUDENT_FIRST_NAME	Optional	The etz timetable file is the source of truth for Student names Validation: No validation
STUDENT_SURNAME	Optional	The etz timetable file is the source of truth for Student names Validation: No validation
YEAR_LEVEL	Optional	The etz timetable file is the source of truth for Student names Validation: No validation
LIVES_WITH	OPTIONAL, unless multiple families associated with the same student	This is understood to be a 'lives with' scenario. Most students will be associated with a single family (household), so this field may remain blank. However, a student may need to be associated with two families (households), such as in the case of separated families, foster families etc, different WebCodes (booking codes) will be created so that the each family may make appointments with teachers independently from the others. Note: In cases where both parents reside with the child or share custody, a single, combined entry must be recorded for the family. Separate entries for each parent are not permitted. Instead, the family data should be consolidated into one row, listing both parents (e.g., "Mr. and Mrs.") along with their shared children which is one row per household/ family / booking party not one row per parent. In these cases, only one family will be considered to be the 'custodial' family, and the other as the 'non-custodial' or 'does not live with' family. Families will not see which is considered to be the 'non-custodial' or 'does not live with' household, it is simply a way to mark a difference between the households. Three entry options:    Blank:   Denotes a 'lives with' or 'custodial' situation.   Y:    (Yes) Also denotes a 'lives with' or 'custodial' situation, but is not strictly necessary.   N:   (No)  Must be entered if there is a second family entry for a student to distinguish between the two families IMPORTANT:   A student cannot have two families associated with them without one of the families having an entry of 'N' in the csv. At least one parent must have a Y entry in the csv. Further parents can have Y, N or Blank Validation: if a student with multiple families does not have at least one parents marked with a Y = error
FAMILY_EMAIL	OPTIONAL	Required if school wishes to email invites or schedules to parents, or for notification of teacher cancellation. Also useful for matching family data in subsequent uploads. Two email addresses may be entered, separated by a comma or semi colon. Validation: invalid characters after the @ symbol If the FAMILY_EMAIL addresses or any other required data is missing from the columns, the school must extract the necessary family data again from their external management system or another source. The extracted data should be formatted as a CSV file and reimported into Timetable Interviews to ensure completeness and accuracy Having 2 emails here does not mean that 2 separate logins for parents. Both emails will receive the same correspondence sent out for the family. To have separate logins for separated familes, please see the article on separating families here.
FAMILY_PHONE	OPTIONAL	No functionality yet exists for SMS, however it is useful for matching family data in subsequent uploads. Multiple phone numbers may be entered, separated by a comma or semi-colon. Validation: no special characters.
FAMILY_ADDRESS	OPTIONAL	Required if school wishes to print addresses on invite or schedule documents to post to parents. Validation: No validation
FAMILY_SUBURB	OPTIONAL	Required if school wishes to print addresses on invite or schedule documents to post to parents. Validation: No validation
FAMILY_STATE	OPTIONAL	Required if school wishes to print addresses on invite or schedule documents to post to parents. Validation: No validation
FAMILY_POSTCODE	OPTIONAL	Required if school wishes to print addresses on invite or schedule documents to post to parents. Validation: No validation

 

Validation Checks

Missing Main/Custodial Family

If a Student code exists in the csv, it must match an existing student in the etz timetable file. If an unrecognisable student code is found during the upload process, you will be asked to fix it.

Invalid email address

Invalid phone number

Steps to upload the csv file

1. Navigate to Admin > Family data
2. Choose 'Import CSV' from the Actions section on the right hand side

1. In the Upload tab, click on the format text to see a sample of what the csv should look like.
2. Drag and drop the csv onto the Drop section, or click on the + to locate where the csv file is saved.
3. Click on Upload file. 

The Families screen provides an overview of the incoming data. Select Submit.

• The Family data screen will display the Family data as has been imported.

You may upload updated Family data files at any time, which will simply update the current data to the new data. It is acceptable to upload in stages, such as by year level, or subschool etc throughout the year.