Co-Curricular Section File | HelioCampus Assessment Management Knowledge Base

Co-Curricular Section File Format

Co-Curricular Section 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 ticket via our support portal or reach out to your HelioCampus contact to schedule an initial import or to ask questions.

If using traditional terms (no partial terms): If you included “TermCode” and “TermDesc” fields, the Co-Curricular Section file is a term based file so it should only contain one term code. If there is more than one term in the file, the client should create a separate file for each term.

If using partial terms: The “TermCode” and “TermDesc” fields must be provided to ensure accurate placement into the correct partial term. Additionally, the Co-Curricular Section file should only contain partial term(s) that belong to the one parent term provided in the file name. If there are partial terms within this file that do not already exist or are associated with a different parent term, the records will not be imported.

If using Non-Term Based Co-Curriculars: The “TermCode” and “TermDesc” field should not be provided. Additionally, these sections should be provided in a separate file from any term-based Co-Curricular Sections that may be provided.

Make sure that there are no duplicate CoCurricularSectionUniqueId Unique IDs

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

Highlight the entire CoCurricularSectionUniqueId 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: CoCurricularSectionUniqueId
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.

Choose a small set of CoCurricularActivityUniqueIds and verify that they exist in the Co-Curricular Activity file
Make sure that at least one Instructor field is present in the file, and each row should contain data populated for at least one instructor
1. This can be PrimaryInstrUnivid and/or SecondaryInstrUnivid field
2. These fields can contain multiple instructor university IDs separated by a comma
If an LMS connection is planned, verify that the ExternalLMSID is included and populated.
If cross-listed sections are included through the feed, the following fields should be populated:
1. ParentSubjectCode
2. ParentCoCurricularActivityNumber
3. ParentSectionNumber
4. In order for the cross-listing to work the following rules must apply
  1. The parent section must refer to itself in the fields above
  2. The child sections must refer to the parent section in the fields above
  3. See the table below for an example

CoCurricularSectionUniqueId	CoCurricularActivityUniqueId	SubjectCode	CoCurricularActivityNumber	SectionNumber	ParentSubjectCode	ParentCoCurricularActivityNumber	ParentSectionNumber
HIST101A	HIST101	HIST	101	A	HIST	101	A
ART101A	ART101	ART	101	A	HIST	101	A
ART101B	ART101	ART	101	B	HIST	101	A

File Format:

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

Example: "CoCurricularSectionUniqueId", "CoCurricularActivityUniqueId", "SubjectCode", "CoCurricularActivityNumber", "SectionNumber", "Title", "PrimaryInstrUnivId", "ProcessDate", “CoCurricularStartDate”, “CoCurricularEndDate”

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

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

Start/End Date:

“CoCurricularStartDate”,“CoCurricularEndDate” fields.

Example File Name:

institution_cocurricular_sections.csv

Term Based: “TermCode” “TermDesc” fields, if you plan on sending a/multiple term(s) at the same time during your daily uploads, we request that you send us multiple versions of this file, each version containing one term only. We suggest prepending or appending the TermCode to the file name.

Example File Name: institution_cocurricularsections_Fall23.csv

Required Data
Data Field	Data Type	Required \| Optional	Description	Impact
CoCurricularSectionUniqueId	String	Required	Unique identifier assigned to the Co-Curricular Section. This identifier is used to identify the co-curricular section. Thus, should be unique system wide.	Used as unique identifier. This may not be duplicated system wide including different terms
CoCurricularActivityUniqueId	String	Required	Should match the CoCurricularActivityUniqueId provided in the Co-Curricular Activity File	Used as unique identifier
SubjectCode	String	Required	Subject of the co-curricular activity; i.e. MATH, 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
SectionNumber	String	Required	Section within a co-curricular activity; i.e. 001, 062, A, etc.	Needed to create co-curricular sections and syllabi
CoCurricularStartDate	String	Optional	Start date of the Co-Curricular Section	Needed to create co-curricular sections and syllabi
CoCurricularEndDate	String	Optional	End date of the Co-Curricular Section	Needed to create co-curricular sections and syllabi
Title	String	Required	Co-Curricular Activity Title	Used for syllabi / sections that might have titles that differ from the co-curricular activity. i.e. Co-Curricular Activity Title = 'Special Topics' - Syllabus Title = 'A Specific Special Topic'
PrimaryInstrUnivId	String	Required*	Comma separated list of the University ID of the Co-Curricular Section Directors	Course Section Director role will be assigned and the users will be able to see evaluation results of other instructors and TAs.
SecondaryInstrUnivId	String	Required*	Comma separated list of Instructor University IDs.	Instructor role will be assigned and the users will be able to see evaluation results of TAs.
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
ExternalLmsId	String	Required**	ID of Co-Curricular Section from Institution's LMS (See below for which ID should be provided per LMS)	Used to identify connection between Co-Curricular Sections and the Institution's LMS Courses
Blackboard ExternalLmsID:			Blackboard Course ID
Canvas ExternalLmsID:			SIS ID
D2L ExternalLmsID:			Course Offering Code - This is the data is populated in the Code field that your institution sends in the data feed to D2L
Moodle ExternalLmsID:			Course ID number - This is the unique course section value provided to Moodle

*Either PrimaryInstrUnivId or SecondaryInstrUnivId is required.

**ExternalLmsID is only required if you will be integrating Blackboard, Canvas, or D2L

Optional Data
Data Field	Data Type	Required \| Optional	Description	Impact
LongDescription	String	Optional	Full Description	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
TermCode	String	Optional	TermCode to identify term in the system (200915 or can be alphanumeric)	Optional -- Use this field if you are going to send a term based file instead of the Start/End date columns.
TermDesc	String	Optional	Description of the Term; i.e. Winter Term 2009, 2012-2013 Fall Quarter	Optional -- Use this field if you are going to send a term based file instead of the Start/End date columns.
Credits	numeric	optional	Credit hours	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
TeachingAssistantUnivId	String	Optional	Comma separated list of Teaching Assistant University IDs.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
SessCode	String	Optional	Session Code: U=Undergraduate Classes, G=Graduate Classes	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
SessDesc	String	Optional	Description of the Session Code.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
DeliveryModeCode	String	Optional	Delivery Mode Code	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
DeliveryModeDesc	String	Optional	Delivery Mode Description: Online, Campus, Pathway	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
SchdCode	String	Optional	Schedule Code: L=Lecture, LB=Lab, R=Recitation, IS=Independent Study	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
SchdDesc	String	Optional	Description of the Schedule Code	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
SchdDetailText	String	Optional	Co-Curricular Section schedule detail formatted as text for all schedule entries for this Co-Curricular Activity in the form of a string. For UI Display. i..e. M-W-F 10AM-11AM, T-TH 4PM-5PM	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
numberofStudents	numeric	Optional	Number of student enrolled in Co-Curricular Section	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
maxNumberofStudent	numeric	Optional	Maximum number of students permitted in Co-Curricular Activity	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
ParentSubjectCode	String	Optional	Parent Co-Curricular Activity Subject Code	Optional - Used when crosslisting Co-Curricular Activity
ParentCoCurricularActivityNumber	String	Optional	Parent Co-Curricular Activity Number	Optional - Used when crosslisting Co-Curricular Activity
ParentSectionNumber	String	Optional	Parent Co-Curricular Section Number	Optional - Used when crosslisting Co-Curricular Activity
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.

Co-Curricular Section File Format

Co-Curricular Section File Considerations and Best Practices

File Format:

Start/End Date:

Example File Name:

Required Data

Optional Data