Home > System Admin Role > Processes > Import Courses Taken
Import Courses Taken
The Import Courses Taken menu item of Admin > Processes allows an Admin User to import an Excel spreadsheet of Courses Taken data. This import is usually necessary to enter fulfilled requirements such that when auto-requirements or imported requirements are added the system will recognize those that are already completed and either add a recurring requirement with the correct next due date based on previous completion, or not add an outstanding requirement if there is no renewal required.
How do I set up the Spreadsheet?
How do I set up the Import Courses Taken process?
Frequently Asked Questions
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The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be Sheet1. The worksheet titles are at the bottom of the page and they look like tabs. We recommend not importing more than 500 records at a time not only because of the time it takes but smaller imports allow for better control and verification of correct information.
There are several fields that can be used in this import as listed in the table below, but the first five fields (in red) must be included in each record (row) in the spreadsheet.
| Field Name |
Type |
What is it?/Where to find it? |
| Company Code |
Code |
Pull from Admin > Codes > Companies - Code not Description |
|
Employee
Number
|
Open Text |
Student File > Contact Info Page > Job Details Tab |
| Course Code |
Code |
Admin > Curriculum > Course Catalog |
| Grade |
Code
|
Identify Grade associated with the course from the Course Catalog.
Pull the code from Admin > Codes > Grades > Grades - Code not Description
|
| Date Completed |
Date (MM/DD/YYYY) |
Enter the Date the Student Competed the course |
| Date Needed |
Date (MM/DD/YYYY) |
The Date by which the student was to have completed the course. |
| Job Requirement |
Hard Coded (Y/N) |
Enter Y for Yes this is/was a Job Requirement; N for No. |
| CEU |
Numeric (0.00) |
Enter the number of CEU's associated with this course as needed |
| Credits |
Numeric (0.00) |
Enter the number of Credits associated with this course as needed |
| Hours |
Numeric (0.00) |
Enter the number of Hours associated with this course as needed |
| Note |
Memo |
Any note/explanation as needed for this Course Taken |
Use the COLUMNS to hold the fields that should be included in the import and each ROW for the entire course taken record for each course the student has completed.
Below is an example of a course taken import spreadsheet.
IMPORTANT NOTES:
1. Before saving the spreadsheet for import, always remove the column headers, but make note of the fields included and order.
2. When modifying a spreadsheet, be sure to delete ROWS and COLUMNS that are not needed instead of Edit > Clear Contents; otherwise the import will recognize those blank ROWS and COLUMNS and generate an error or add blank records.
3. Make sure to save the spreadsheet as an Excel 1997-2003 file (i.e. an xls file) as the import cannot accept an xlsx file.
4. This process WILL update the requirements as well.
- If there is a course which has a renewal frequency, the course is added to the 'taken list' and the requirement is updated with the new due date based on the date the class is attained.
- If there is a course which does not have a renewal frequency, the course is added to the 'taken list' and removed from the 'requirement' list.
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- Use the field lists on the left hand side to Add >> any additional fields to the right hand side that are in the spreadsheet.
- Be sure the fields listed on the right hand side are in the same order as the COLUMNS in the spreadsheet. Use the Move Up and Move Down buttons to rearrange the fields as necessary.
- If too many fields are listed on the right hand side use the << Remove button to take off the field.
- Once all the necessary fields are selected on the right hand side and they match the order of the fields on the spreadsheet click the >> Continue button.
On the next page select your spreadsheet and click import.
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Why am I getting an error when trying to import my spreadsheet?
Make sure that the worksheet has the same number of columns as fields selected in the setup. Note: if contents were cleared from a column instead of deleting the whole column, this could cause issues.
Make sure that the spreadsheet is saved as an xls file and not an xlsx file. Cyber Train can only import xls files.
Make sure that the name of the page in the worksheet is Sheet1, anything else will cause an error.
See also
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