Student Degree File | HelioCampus Assessment Management Knowledge Base

Student Degree File format

Student Degree File Considerations and Best Practices

This file provides the degree information per student within one term. Each row of the file should be unique based on the termcode, studentid, majorcode, degreecode, isminor, and emphasiscode fields.

This file is required if you are using any of the following modules: Programs, Assessments.

The Student Degree file is a term based file so it should only contain one term code and partial terms that belong to the one parent term. If there is more than one term in the file, the client should create a file for each parent term.

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

Make sure that all required fields are included in the files.
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.
Choose a small set of STUDENTUnivIds and verify that they exist in the Student file
Make sure that there are no duplicate Major Descriptions across multiple Major Codes
1. Select the entire MajorCode and MajorDesc columns and copy them
2. Create a new sheet and paste the columns
3. Remove the duplicates
4. Check for an MajorDesc that exist in multiple MajorCodes (see the example below)

Example of Incorrect Formatting

MajorCode	MajorDesc
BS	Biology
MA	Biology

Example of Correct Formatting

MajorCode	MajorDesc
BS	BS Biology
MA	MA Biology

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: "TermCode", "STUDENTUnivId", "MajorCode", "MajorDesc", "DegreeCode", "DegreeDesc", "IsMinor", "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_degrees.csv

File Splitting: If you plan on sending us multiple terms at the same time during you 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: institution_sections_Fall18.csv

**Important Note: In cases where a student has multiple degree plans (e.g., a major and minor, or two majors, etc.), each plan should be given a unique row.

Required Data

Data Field	Data Type	Required \| Optional	Description	Impact
TermCode	String	Required	Should match the TermCode provided in the Course Section File	Used to show what term the major information is valid for
STUDENTUnivId	String	Required	Should match Student University ID provided in the Student Information File	Used to link to student record
MajorCode	String	Required	Student's Major Code	Example: BIO
MajorDesc	String	Required	Student's Major Description	Example: Biology -- This field plus the DegreeDesc File will be combined during import to create the Academic Degree. (i.e. Biology, Bachelors of Arts)
DegreeCode	String	Required	Student's Degree Code	Example: BA
DegreeDesc	String	Required	Student's Degree Description	Example: Bachelors of Arts-- This field plus the MajorDesc will be combined during import to create the Academic Degree (i.e. Biology, Bachelors of Arts)
IsMinor	bit	Required	Used to determine if the MajorCode is in fact a student’s minor (1=True 0=False)	All minors should be included with the MajorCode and MajorDesc, then flagged with 1=true if it is a minor for the student. This ensures disaggregation of assessment data is calculated accordingly.
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
EmphasisCode	String	Optional	Student's Emphasis Code	For Majors that have one or more emphasis (tracks) that a student could pursue.
EmphasisDesc	String	Optional	Student's Emphasis Description	For Majors that have one or more emphasis (tracks) that a student could pursue.