Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article.

Carefully read all of the instructions listed below before proceeding. If you are new to importing, also refer to How to import - the basics of importing (BB135422).

Class Import Ids are generated automatically. If users try to create their own Class Import Ids, user will receive the following exception:
Invalid Academic year.  

Overview

  • Import the meeting times for a class with the Class import type. To set up the import parameters, in Administration, click Import records, expand Class, select Class and click New import
     
  • You include some fields in the import file one time because they are unique fields. For example, each course has only one course ID. Each class starts in one specific term and has one section ID.
     
  • You include some fields in the import file more than one time because they can be associated with the class multiple times. For example:
     
    • You must include Chronological Term in the import file once for each term that a class is scheduled. If a class spans Trimester 1, Trimester 2, and Trimester 3, and you want to schedule the class in all three terms, you need three instances of the Chronological term field.
    • You must include Cycle day in the import file as many times as needed to schedule the class throughout the cycle. If the class meets on A Day, B Day, C Day, and D Day, you must include Cycle day in the import file four times for each term.

Terminology

     
    • The start term is the first term that the class will meet. For example, if the course is a one-term course and classes can start in any trimester, the class's start term can be Tri 1, Tri 2, or Tri 3. If the course is a year-long course and classes can start only in the first semester, the class's start term must be Fall. This information is defined on the Restrictions tab of the course record.

      Restrictions tab

    • The class section is the alphanumeric ID (maximum of 4 characters) assigned to each class, such as 3, 11, Red, or C.
      When you create a class via Import, manually, or with Create Classes, the section field defaults to the lowest section number available for the course. You can edit this value. For example, you can manually change 3 to 03.

      section field

    Mechanics

    • Fields to include in the import file one time:
      • Course (course ID)
      • Start term
      • School (school ID)
      • Academic year
      • Session
      • Class section

        Note: The Class section is required only if you want to define a specific section, such as 05. If you do not include this field, the section field defaults to the lowest section number available for the course.
         

        fields


         
    • Fields to include in the import file multiple times:
      • Chronological term --
        Include this field one time for each term the class spans. For example, if the class spans Quarter 1, Quarter 2, Quarter 3, and Quarter 4, include Chronological term four times.

        For each Chronological term, create a grouping of the necessary fields:

        To differentiate between multiple instances of the same import field, when you map the fields on the Fields tab of the import in Administration, the program automatically assigns the field extensions.

        extensions

          • Faculty (using the Record ID, found on the Bio1 tab)
          • Room
          • Cycle day

            For each Cycle day, create a grouping of the necessary fields:

            • If the timetable for the selected academic year allows meetings to occur only using periods:
              • Start Period
              • Number of Periods
            • If the timetable for the selected academic year does not require meetings to fall into periods (even if the specific class will have all meetings within a period):
              • Start Time
              • End Time
                 

       
    • Examples
       
      • Here is an example of an import file containing the first instance of Chronological term and the meetings for the first two cycle days:

        import file containing the first instance of Chronological term and the meetings for the first two cycle days

        Note that the cell for the first instance of the Chronological term field (Chron Term 00) is left blank. This is because the first term is defined by the Start term field included earlier in the import file. Note also that although it is not necessary to include extensions in the import file, it was done to assist with field mapping in Import.
         

      • Here is the rest of the import file from the previous example. It contains the second instance of Chronological term and the meetings for the first two cycle days:
         

        import file

         

        Note that the cell for the second instance of the Chronological term field (Chron Term 01) lists Spring.