Step-by-Step Data Import Process

Looking for training on the topics in this article? Check out our asynchronous, on-demand course on Coursetune's Data Importing Services at the Coursetune Community Learning Center!

Coursetune Data Importing Process

Preparation

Checklist: https://forms.gle/vnfGvNN3npm2LWdM8

Article: What kinds of data should I gather for data importing

Our promise to you is that we will import your existing documentation to get Coursetune to its current state. From there, your promise is that you will use Coursetune as the source for editing and updating in continuous improvement.

For that reason, all the data to be imported must be included in the original request. Please run through the checklist to ensure it’s all there as you expected. Coursetune will not be able to support appending or adding on missing info to courses after they are imported; any missing data will need to be added by the teams as their next steps in curriculum development. Coursetune will be able to support teams in this effort through live chat, help site tutorials, and live training sessions.

Sharing Documents and Setting Expectations

1. When the Primary Contact at the School receives a new data importing request from faculty and staff, they review the documentation and checklist and identify any missing information. 
• If a project is urgent, overly complex, or if this is the first documentation of its type being imported, the Primary Contact will dive into a Coursetune Glossary Guide (saved in your shared Google Drive folder) to indicate where the data is in your documentation and the corresponding field it should be imported into within Coursetune. This resource can be used for guidance and best practices 
2. Submit files directly to [e-mail] or upload them to the shared Google Drive and email Support to let them know. Accepted example file formats: .doc, .pdf, .xls (and all), .csv, and .txt.
3. Support replies with files received, link to the checklist, and asks for a deadline (if applicable)
4. Support will review the files and reach out with any questions
• If the documentation is more complex than we typically see, it may require the Primary Contact to complete or oversee completion of the Glossary Guide or mark up the files to make sure all data is there up front and that we’re clear on what goes where
• Otherwise, Support will email any questions directly to the Primary Contact as the work progresses
5. The next steps depend on the complexity of the documentation
   1. Phase I - import courses (optional standards/outcome sets)
   2. Phase II - mapping
• Easy import = Support will import the project and notify via email when complete
• Moderate complexity = Support will begin with one sample course that will be imported and sent back for review and approval, then the remaining will be imported
• Complex = import will happen in 2 phases
6. Import complete Support will notify the Primary Contact. The email update will include a summary of what was imported, ideas on the next steps, and a link to Success Manager’s calendar if the requestor wishes to review their import and train on the next steps with Coursetune

Following the import, optional training is available. We recommend separating training by roles as much as possible. For example a manager and editor training, and/or a separate viewer/commenter training as one of the monthly training. Training manuals are in this help site article: Where Should I Start in Coursetune: User Guides