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Faculty Separation Data Import

This article provides an overview of how to separate faculty using data upload in UC OATS. You have the option of separating staff manually in UC OATS or by data import. If you have several staff to separate, data import will save you time. The following will provide you with step-by-step instructions on how to separate faculty using data import.

Data Preparation

To prepare for the faculty data import:

  1. Download the Faculty Separation Import Template.
    Please note:
    • The data sheets generated are multi-record data sets, not flat files. Multiple rows of data can apply to a single faculty member.
    • Multiple faculty records are associated with an individual by using the UC PATH ID.
    • All columns, not marked as deprecated, are required in the file. The value for the column can be empty if it is designated as “Required=N”.
  2. Review the Faculty Separation data element descriptions below and complete the Faculty Separation Import Template. Once the file is complete, save it as a "Text (Tab delimited) (*.txt) file or CSV (Comma delimited) (*.csv).

Faculty Data Elements Description: 

Data Element Name Description Max size Required (Y/N) Accepted Format Example Note

UCpath_
employee_id

UCPATH employee ID 

 500 characters Y Numeric 12345678  

emp_email

University email address used by the faculty. Faculty emails are used for automated emails from UC OATS. This is limited to one email address per faculty member.

 100 characters Y Email address user@
campus.edu
 

Limited to one email per faculty

separation_date

 Provide the date the faculty separated from the university.   Y MM/DD/YYYY

01/15/2023

 

reason

Enter the reason for the separation. The reasons can be any of the following: 

  • separated
  • deceased
  • retired
  • other
 30 characters Y Text separated  
enable_annual_certification Select if you would like to enable annual certification. When you enable annual certification, an email reminder will be sent to the faculty. 1 digit Y 0 = Do not enable annual certification
1 = Enable and send annual certification reminder email		 1

The following email template will be sent to the faculty if you entered 1: “Faculty Separated with Annual Certification Enabled”

Import Data File

To import the faculty separation data file:

  1. Select the App Admin tab.
    Application Administrator workspace page
  2. Confirm you are in the correct fiscal year. You can move forward and back through fiscal years by clicking the arrows.
  3. Select the Data Import button and open the Faculty Separation Import section.
  4. Click on the Upload Faculty Separation Ingest button.
  5. Select the Choose File button and locate your data file. Make sure it is either a "Text (Tab delimited) (*.txt) file or CSV (Comma delimited) (*.csv). Then click Upload. 
    uploading a file
  6. The system will process your file and one of the following statuses will appear:
    • Valid and processed / Complete Successful - The file was successfully uploaded and processed. The changes will be reflected in UC OATS.
    • Invalid - There is an issue with the file: 
      • 1) The file is not in "Text (Tab delimited) (*.txt) file or CSV (Comma delimited) (*.csv). format
      • 2) There is no data in the file
      • 3) File columns have been removed
    • Complete with Exceptions - The system was unable to process some of the records. To resolve data errors follow steps 7-10 to fix the issue.
  7. Click on the file name to view the Ingest File Details log.
    • The Records tab will show the records that were processed.
    • The Error Log will show any records that were not processed, along with the reason why.
  8. If the file status is marked as Complete with Exception, click the Download button to retrieve the dataset containing the records that were not processed.faculty ingest file details
  9. Open the downloaded data file in Excel. The file will display only the records with errors, and the reason for each error will be listed in the Errors column.
  10. Fix the errors, and upload the data file. 

 

 

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Last Modified: 2023-01-13 15:11:16.076092-08

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