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Overview
The Veracross Data Importer allows you to import Parent/Teacher Conferences to a database. These scheduled Parent/Teacher Conferences are additive. If changes need to be made to the schedules (e.g., campus or room assignments), the suggested workflow is to batch-delete the previously created schedules, and then run a new import with updated data.
Uploading Parent/Teacher Conferences involves the following two steps:
- Preparing the data for upload using the Parent/Teacher Conferences template, which is provided before data import on the Importer site.
- Uploading the data using the Veracross Data Importer.
Preparing the Data for Upload
The user must prepare a comma separated value (CSV) file containing all of the data to import. This file must contain all columns in the order listed below, even if no content is populated in the columns.
Fields on the Import Type Template
The required fields are marked with an asterisk (*).
| conference_date* | The date of the conference. Format: MM/DD/YYYY (e.g., 10/20/2014, 2/10/14, or 1/3/14). |
| start_time* | The start time of the conference — be sure to indicate AM/PM. Format: 12-hour format (e.g., 4:45 AM, 12:00 PM, or 8:01 PM) |
| end_time*
| The end time of the conference — be sure to indicate AM/PM. Format: 12-hour format (e.g., 4:45 AM, 12:00 PM, or 8:01 PM) |
| school_level* | The associated school level for the Parent Teacher Conference. Format: Either Veracross School Level ID (numeric) or abbreviation (text). Both can be found on the “School Levels” query on the System homepage. If left blank, the importer will assume an ALL school level. Only one school level may be designated per conference. |
| teacher_id* | Numeric. Person ID of the primary teacher who is hosting the conference. Only one teacher may be assigned to a conference. |
| room_id | Numeric. Highest preference. Resource ID for the room in which the conference is taking place. This information can be found in the “Find Resources” query on the System homepage. |
| room_abbr | Numeric or text. Middle Preference. Room (resource) description of the room in which the conference is taking place. |
| other_location | Alphanumeric. Lowest preference. Used when the location does not exist in Veracross as a resource. |
| campus | Numeric. Campus ID that should be associated with the conference. This can be found on the “Campus List” query on the System homepage. |
Tips
When filling out the upload template for the first time, enter the available times for one teacher per school level and then copy those available times for all teachers in that school level (adjusting the teacher ID each time). This should save time, assuming most teachers have the same available times within a School Level. Any exceptions can be deleted after the copy/paste is done.
Uploading the Data
After creating the CSV file, click the Choose File button and select the appropriate CSV file.
Before clicking the Import button to begin the import process, optionally click the Show link next to the Advanced Options heading to specify how the system should handle any duplicate rows that exist within the CSV file:
- Allow duplicates to be inserted: the importer inserts the records exactly as they are found in the CSV. Duplicate records are inserted into the database.
- Automatically eliminate duplicates: the importer automatically eliminates all but one of the duplicated rows before importing the records into the database.
- Fail on duplicates: if duplicate rows are found, the import fails and no records are imported into the database.