Co-Curricular Activity File | HelioCampus Assessment Management Knowledge Base

Co-Curricular Activity File format

Co-Curricular Activity File Considerations and Best Practices

This file is optional and can be used if you plan on sending administrative divisions, units and co-curricular activities, sections and their enrollments for import. If you would like to send these files during implementation, please discuss with your implementation team. Otherwise, please review the file format for correctness, and submit a support request or reach out to your HelioCampus contact for any questions or to schedule an initial import.

Before submitting the file to HelioCampus, please confirm the following:

Check that all users have all the required fields filled out.
Make sure that the data in the field matches up with the header it belongs to. For example, email addresses are in the email address field.
Make sure that there are no duplicate Co-Curricular Activity Unique IDs

Tip: You can quickly find duplicates by doing the following in Excel:

Highlight the entire CoCurricularActivityUniqueId column
Click Conditional Formatting > Highlight Cells Rules > Duplicate Values > Click Ok
Select the entire sheet > Click Sort & Filter > Custom Sort
1. Click My data has headers
2. Sort by: CoCurricularActivityUniqueId
3. Sort on: Cell Color
4. Order: Click on the red block
  1. If there is no red block you can stop and click Cancel because there are no duplicates
5. Click OK
Work with your team to resolve the duplications shown highlighted in red.

Make sure that there are no departments in multiple divisions
1. Highlight the entire AdministrativeDivisionCode column
2. Click Sort & Filter > Custom Sort
  1. Click My data has headers
  2. Sort by: DeptCode
  3. Click Ok
3. Scroll through the file and make sure that you do not see any AdministrativeDivisionCode that exist in multiple Divisions

File Format:

Please note that when creating the Data File in a text editor, each column must be surrounded by double quotes and separated by a comma.

Example: "CoCurricularActivityUniqueId","SubjectCode","CoCurricularActivityNumber","CoCurricularActivityName","AdministrativeDivisionCode","AdministrativeDivisionName","AdministrativeUnitCode","AdministrativeUnitName","ProcessDate"

If a double quote needs to be used for the values then the escape character should be in a double quote,

e.g., "This is a ""value"" with double quote."

Example File Name: institution_cocurricular_activity.csv

Required Data

Data Field	Data Type	Required \| Optional	Description	Impact
CoCurricularActivityUniqueId	String	Required	Unique identifier assigned to the Co-Curricular Activity	Used as unique identifier
SubjectCode	String	Required	Subject of the co-curricular activity; i.e. NLX, MEM etc.	Needed as part of the unique identifier
CoCurricularActivityNumber	String	Required	Co-Curricular Activity Number; i.e. 101, 700 etc.	Needed as part of the unique identifier
CoCurricularActivityName	String	Required	Co-Curricular Activity Name i.e. Leadership in Health Care Systems	Needed for display purposes
AdministrativeDivisionCode	String	Required	Administrative Division OR College Code in which the co-curricular activity belongs. Can be alphanumeric. This value must be unique; i.e. there should not be two divisions/colleges with the same code value. This value should not exceed 15 characters.	Needed to link co-curricular activities to a division/college
AdministrativeDivisionName	String	Required	Administrative Division/College Name in which the co-curricular activity belongs. This value should not exceed 100 characters.	Needed for display purposes
AdministrativeUnitCode	String	Required	Administrative Unit OR Department Code in which the co-curricular activity belongs. Can be alphanumeric. This value must be unique; i.e. there should not be two units/departments with the same code value. This value should not exceed 15 characters.	Needed to link co-curricular activities to a unit / department
AdministrativeUnitName	String	Required	Administrative Unit/Department Name in which the co-curricular activity belongs. This value should not exceed 100 characters.	Needed for display purposes
ProcessDate	datetime	Required	Date in which the data was extracted (exported) expected format: YYYY-MM-DD i.e. 2020-01-13	Needed to validate that consecutive data loads should update existing records

Optional Data

Data Field	Data Type	Required \| Optional	Description	Impact
LongDescription	String	Optional	Full Co-Curricular Activity Description	Needed for display purposes
EffTerm	String	Optional	TermCode this co-curricular activity was first introduced	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Preq	String	Optional	Computed co-curricular activity prerequisites for all instances of entries for this co-curricular activity (for display only purpose)	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Credits	numeric	Optional	Total co-curricular activity credit hours or range of credit hours. Both numeric or text values are supported in this field	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
CoCurricularCategory	String	Optional	Types of Co-Curricular Activities, i.e STUDY_ABROAD, LEADERSHIP, CREATIVE, FIELD_STUDY, EVENT, INTERNSHIP, COURSE, RESEARCH, SERVICE_LEARNING, OTHER	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Attributes:String:Location	String	Optional	Location of the co-curricular activity, i.e main campus, “other” campus, etc.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Attributes:String:Latitude	String	Optional	Latitude of the location in “Attributes:String:Location” value	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Attributes:String:Longitude	String	Optional	Longitude of the location in “Attributes:String:Location” value	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Attributes:String:URL	String	Optional	Provide an external link to provide additional details for the co-curricular activity	Optional – if provided, the URL will display in the Learning Journey > Experience Search feature. If not provided, nothing will be displayed
Attributes:String:URLDescription	String	Optional	Provide an additional line of text to describe what the URL could be used for.	Optional - if provided, the URL description will display in the Learning Journey > Experience Search feature. If not provided, nothing will be displayed.