Faculty File | HelioCampus Assessment Management Knowledge Base

Faculty File format

Faculty File Considerations and Best Practices

This file is required if you are using any of the following modules: Programs, Assessments, Surveys, Faculty CV, Syllabus

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

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.
Check that all users have all the required fields filled out.

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: "UserName","FacultyUnivid","LastName","FirstName","PrimaryEmail","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_faculty.csv

Required Data
Data Field	Data Type	Required/Optional	Description	Impact
UserName	String	Required	UserName used for the Authentication methods required by University	Needed to use Institution's common authentication / needed to login to Assessment
FacultyUnivid	String	Required	Faculty University ID. Unique identifier assigned to all Faculty.	Used as unique identifier
LastName	String	Required	The last name of the user.	Needed for Display purposes and for use in student survey questions and reports
FirstName	String	Required	The first name of the user.	Needed for Display purposes and for use in student survey questions and reports
PrimaryEmail	String	Required	The user's primary email address.	Used for all email notifications
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
CollCode	String	Optional	College Code	Optional -- If providing this value, it must match an existing College Code in the platform, else the value will be ignored. If not provided, will appear blank in UI and reports where this data is displayed.
CollName	String	Optional	College Name	Optional -- If providing this value, it must match an existing College Name in the platform, else the value will be ignored. If not provided, will appear blank in UI and reports where this data is displayed.
Country	String	Optional	The country within the user's address	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
DeptCode	String	Optional	Department Code	Optional -- If providing this value, it must match an existing Department Code in the platform, else the value will be ignored. If not provided, will appear blank in UI and reports where this data is displayed.
DeptName	String	Optional	Department Name	Optional -- If providing this value, it must match an existing Department Name in the platform, else the value will be ignored. If not provided, will appear blank in UI and reports where this data is displayed.
Ethnicity	String	Optional	The user's ethnicity.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
FctgCode	String	Optional	Faculty Code i.e. Professor, Adjunct, TA etc.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
FctgDesc	String	Optional	Faculty code description	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Gender	String	Optional	The user's gender.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
MobilePhone	String	Optional	The user's mobile phone number	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
PersonalEmail	String	Optional	The user's personal email address.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Prefix	String	Optional	The prefix for the user's name i.e. Dr., Mr., Ms. etc.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
PrimaryPhone	String	Optional	The user's primary phone number	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
RankDesc	String	Optional	Rank Description	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
StatePr	String	Optional	The state or province within the user's address.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Street1	String	Optional	The first line of the user's street address.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Street2	String	Optional	The second line of the user's street address.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Street3	String	Optional	The third line of the user's street address.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Suffix	String	Optional	The suffix for the user's name i.e. Jr., II, etc.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Workphone	String	Optional	The user's work phone number	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
WebAddress	String	Optional	The user's web address. This could be a facebook address, a blog, or any other web address linked to the user. The value should be a URL.	Optional -- If not provided, will appear blank in UI and reports where this data is displayed.
Status	String	Optional	Whether a user account is active (can access the system) or has been deprovisioned and can be removed from login accessibility (inactive)	Optional -- if provided, the accepted values are only “active” and “inactive” and will mark the user account accordingly. If not provided (or a value other than the two accepted values is provided) it is assumed that the user is “active”