2. (Option D) Bulk Import Field Placements
The Bulk Importing option for Field Placements is best used for importing legacy Field Placement data from other systems, so that it can be reported on in Chalk & Wire. Using the importer to generate new Field Placements allows you to quickly create a large number of Placements at once. Please be advised, however, that you cannot include journals, application forms, surveys, or assessments in this creation method. You will need to return to each Field Placement to add these details.
Step 1: Create an Import File
Prior to importing a Field Placement, we recommend that you gather all necessary data in a file outside of Chalk & Wire (Excel or CSV).
Are You Using an Excel Spreadsheet to Compile your Field Placements?
Ensure that your spreadsheet cells are formatted as text. If they are not, certain values (dates, NCES IDs, zip codes, etc.) will be altered and made invalid for our importer.
How do I Format Cells as Text?
Use the Format menu option in Excel to select Cells. Next, select Text in the Category column.
You can include some or all of the columns that are listed below for each placement:
- Placement Name: Required, but may be omitted in the rows. A label given to the placement. If omitted, the importer will use the Default Placement Name set above.
- Start Date: The date the placement begins/began. Accepts multiple formats e.g. 2015-01-01 or Jan 1.
- End Date: The date the placement ends/ended. Accepts multiple formats e.g. 2015-01-01 or Jan 1.
- Subject: The subject matter that relates to this placement.
- Grade/Level: The grade or level that is associated with the placement.
- Notes: General notes about the placement.
- Length (hrs): The duration of the placement in hours.
- Candidate: An identifier for the candidate. Full name, email address, student # or Chalk & Wire user ID.
- Stakeholder: An identifier for the stakeholder such as full name or email address. The person must already exist in the system as a user or guest to be matched.
- Department/Group: Required for users with Administrator Override(s). The department or group to which the placement belongs.
- Application Start Date: If candidate application is involved, the opening date for receiving applications.
- Application End Date: If candidate application is involved, the closing date for receiving applications.
- Location Name: Name of the location at which the placement took place.
- Location NCES ID: A unique number assigned by the National Center for Education Statistic to US public schools. You needn't specify any other location information when using the NCES ID column.
- Location Street Address: The location's street number and name. You must also specify the City, State/Province, and Zip columns when using Street Address column.
- Location Zip: The location's Zip or Postal Code. You must also specify the Street Address, City, and State/Province columns when using the Zip column.
- Location State/Province: The location's Sate or Province. You must also specify the Street Address, City, and Zip columns when using the State/Province column.
- Custom Fields: A response to a Custom Field that already exists in Chalk & Wire.
- Tags: Any tags that you would like to apply to the Field Placement for categorization. The tag must already exist in Chalk & Wire.
Step 2: Access Field Placements
1. Click on the Main Menu icon.
2. Select Work.
3. Select Field Placements.
Step 3: Access Field Placement Importer
4. Click on the Import Field Placements button.
Step 4: Import Field Placements
5. Optionally enter a Default Placement Name. This name will be provided to all imported Field Placements. If you would like to enter different names for each placement, please include this information in your import file. A name in the import will override the default.
6. Select how you would like to handle Errors and Warnings.
- If one or more of your import rows contains an Error, you can choose for the system to skip importing the row or cancel the entire import.
- If one or more of your import rows contains a Warning, you can choose for the system to skip importing the row, or import the row but exclude the invalid data.
- If a Location cannot be resolved to a known location in the system, you can choose to create a new location record or to ignore the information.
7. Select your Delimiter. If you are copying and pasting your content from an Excel spreadsheet, select tab.
8. Paste your import file's content into the importer.
If you included headings in your import file, do NOT include them when copying/pasting into the importer. You will define your columns in the next step of this process.
9. Click Identify Rows.
Step 5: Define Columns
10. Use each column's drop-down menu to identify the column. This will tell the importer where to include each piece of information in the importer.
11. If you have included a Stakeholder in your import, you will need to enter a label for the Stakeholder befor you can continue.
Once you are satisfied with your column definitions,
12. Click Validate.
Step 6: Verify Data & Finish Import
13. All valid rows will appear in a table. If you have any warnings, the affected rows will appear in a separate table and provide you with the option to rectify the issue(s).
14. All cells in the tables are editable. If you wish to make changes, click on the cell and edit it, and then click Update.
Once you are satisfied with your import data,
15. Click Finished. Import My Data.
Step 7: Import Confirmation
A confirmation message will appear in green to indicate that your import was successful.
If you wish to add any application forms, journals, surveys or assessments, you will need to Search for the Field Placement and edit it.