The optional staff file is intended to provision administrative users with accounts and permissions via a nightly import. For a full list of our user roles and associated permissions, please refer to our knowledge base.
Important notes:
-
For users who will be assigned multiple roles or business objects, please provide one row per unique user role/business object combination in the file.
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Removing a user>role>object record (row) from the file will only remove said permission from the user account. It is best practice to make all updates in the latest version of the file for the next import because those permissions will be removed if the user is not included (with those permissions) in a subsequent file. For example, if a role permission was provided in a file on 10/2/2025 and was subsequently removed in the 10/3/2025 file, those permissions will removed.
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This file cannot be used to delete user accounts originally created via this file.
-
-
Any role that is updated manually in the HelioCampus Assessment Management User Interface will be unaffected by this file; this file will only edit/remove user roles and permissions that were originally populated via this file.
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The file import process can be used to de-provision users - any user account marked as Inactive via the optional status field will get updated to “Inactive” status in the platform and they will lose their ability to login.
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","UniversityId","LastName","FirstName","EmailAddress","RoleCode","BusinessObjectSeperator","ProcessDate"
Example File Name: institution_staff.csv
Required Data
|
Data Field |
Data Type |
Required | Optional |
Description |
Impact |
|---|---|---|---|---|
|
UserName |
String |
Required |
Institution Username - This should match the conventions provided in both the faculty and student data files |
Required to access the Institution's SSO authentication and/or needed to login to the platform |
|
UniversityId |
String |
Required |
Institution ID - This should match the conventions provided in both the faculty and student data files |
Required to access the Institution's SSO authentication and/or needed to login to the platform |
|
LastName |
String |
Required |
The last name of the user. |
Needed for display purposes |
|
FirstName |
String |
Required |
The first name of the user. |
Needed for display purposes |
|
EmailAddress |
String |
Required |
Institution Email Address - This should match the conventions provided in both the faculty and student data files |
Used for all system originated email notifications. Required to access the Institution's SSO authentication and/or needed to login to the platform |
|
RoleCode |
String |
Required |
The user's new role |
Will be used to assign a role to the user. Please see the list of possible roles below and use with appropriate RoleCode. |
|
BusinessObjectSeparator |
String |
Required |
A unique value of the role's main object |
Will be used to assign the selected role to a specific business object in the platform (ie. College, Department, Program, etc). Please fill this field with the appropriate BusinessObjectSeparator value. |
|
ProcessDate |
datetime |
Required |
Date in which the data was extracted (exported) |
Needed to validate that consecutive data loads should update existing records expected format: YYYY-MM-DD i.e. 2020-01-13 |
|
Optional Data |
||||
|
Data Field |
Data Type |
Required/Optional |
Description |
Impact |
|
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” If providing multiple records for a single user account, that last record is considered the source of truth. |
Please use the chart below to assign the appropriate RoleCode and BusinessObjectSeparatorValue pair to your administrative users.
|
User Role |
Role Code |
BusinessObjectSeparator Value |
|---|---|---|
|
Assessment Office |
ASSESSMENTOFFICE |
Value of the Institution Code From the platform UI |
|
College Academic Liaison |
COLLEGEACADEMICLIAISON |
Value of CollCode from the Course Catalog file |
|
College Admin |
COLLADMIN |
Value of CollCode from the Course Catalog file |
|
College Committee |
COLLEGECOMMITTEE |
Value of CollCode from the Course Catalog file |
|
College Survey Admin |
COLLSURVEYADMIN |
Value of CollCode from the Course Catalog file |
|
Course Academic Liaison |
COURSEACADEMICLIAISON |
Value of CourseUniqueId from Course Catalog file |
|
Course Coordinator |
COURSECOORD |
Value of CourseUniqueId from Course Catalog file |
|
Course Designer - College |
COLLCOURSEDESIGNER |
Value of CollCode from the Course Catalog file |
|
Course Designer - Course |
COURSECOURSEDESIGNER |
Value of CourseUniqueId from Course Catalog file |
|
Course Designer - Course Section |
COURSESECCOURSEDESIGNER |
Value of CourseSectionUniqueId from Course Catalog file |
|
Course Designer - Department |
DEPTCOURSEDESIGNER |
Value of DeptCode from the Course Catalog file |
|
Curriculum Office |
CURRICULUMOFFICE |
Value of the Institution Code From the platform UI |
|
Dean |
DEAN |
Value of CollCode from the Course Catalog file |
|
Department Academic Liaison |
DEPARTMENTACADEMICLIAISON |
Value of DeptCode from the Course Catalog file |
|
Department Admin |
DEPTADMIN |
Value of DeptCode from the Course Catalog file |
|
Department Committee |
DEPARTMENTCOMMITTEE |
Value of DeptCode from the Course Catalog file |
|
Department Head |
DEPARTMENTHEAD |
Value of DeptCode from the Course Catalog file |
|
Department Survey Admin |
DEPTSURVEYADMIN |
Value of DeptCode from the Course Catalog file |
|
Evidence Bank Curator |
EVIDENCEAPPROVAL |
Value of the Institution Code From the platform UI |
|
Evidence Contributor |
EVIDENCECONTRIBUTOR |
Value of the Institution Code From the platform UI |
|
Graduate College Academic Liaison |
GRADUATECOLLEGEACADEMICLIAISON |
Value of CollCode from the Course Catalog file |
|
Graduate College Admin |
GRADUATECOLLEGEADMIN |
Value of CollCode from the Course Catalog file |
|
Graduate College Committee |
GRADUATECOLLEGECOMMITTEE |
Value of CollCode from the Course Catalog file |
|
Graduate Dean |
GRADUATEDEAN |
Value of CollCode from the Course Catalog file |
|
Institution Admin |
INSTADMIN |
Value of the Institution Code From the platform UI |
|
Institution Committee |
INSTITUTIONCOMMITTEE |
Value of the Institution Code From the platform UI |
|
Institution Survey Admin |
INSTSURVEYADMIN |
Value of the Institution Code From the platform UI |
|
Program Coordinator |
PRGCOORD |
Value of the Program Code from the platform UI or the Program/PLO Import File (if provided) |
|
Provost Office |
PROVOSTOFFICE |
Value of the Institution Code From the platform UI |
|
Self Study Institution Chair |
SELFSTUDYINSTCHAIR |
Value of the Institution Code From the platform UI |
|
Strategic Plan College Chair |
STRATEGICPLANCOLLCHAIR |
Value of CollCode from the Course Catalog file |
|
Strategic Plan Department Chair |
STRATEGICPLANDEPTCHAIR |
Value of DeptCode from the Course Catalog file |
|
Strategic Plan Institution Chair |
STRATEGICPLANINSTCHAIR |
Value of the Institution Code From the platform UI |