Secure File Transfer Protocol (sFTP)
Campus Labs provides a file server that can act as a temporary storage location for data files that institutions wish to securely transfer to Campus Labs for processing.
Once your campus has created your Core Data files you can then send them to us using the sFTP option.
Step 1: Connecting to the server
In order to connect to the Campus Labs file server, an institution must utilize a file transfer client capable of supporting SFTP, such as the FileZilla client (http://filezilla-project.org).
Use the following settings:
• Host: ftp.campuslabs.com (US); ftp.campuslabs.ca (CA)
• Port: 22
• Protocol: SFTP – SSH File Transfer Protocol
• Logon type: Normal
• User and password are provided via phone
• Do not enter anything for “Account”
Step 2: Importing your data
Campus Labs will set up a sFTP file directory for you. Within that directory there will be a folder for each of the different Core Data files you will be sending. Drop the completed file into the corresponding folder along with a manifest file(.done file) which will indicate the data file is complete and ready to be imported. An example of the .done file is below. You would replace "samplefile123" below with the name of the file you are sending.
Importing Accounts via sFTP
Campus Labs will create an "Accounts" and "AccountsImports" folder for your campus. You will need to import the Accounts of your campus into the system before Demographics or Course data. You will receive an error message if done out of order.
The Accounts import must be sent over in a .CSV file and include the following information: External ID, First Name, Last Name, and Email Address. Along with the .CSV file, a "FILENAME.Done" file must be put into the "AccountsImports" folder as well.
Running this Accounts import is not instantaneous and will take at least 15-30 minutes before completing.
Importing Courses via SFTP
You will need to import courses after accounts have been imported into the Campus Labs system. The course information can come before or after you import your demographic information.
Campus Labs will create a "Courses" folder with sub folders for "OrgUnit", "AcademicTerm","Course", "Section", "Enrollment", "Instructor", "Attribute", and "CrossListing".
The templates for all of these course imports are located in the Core Data Management site as well as here. Every column header must be included. Fields can be left blank for the users if they don’t have that information. Once the course imports are filled out, they must be dropped into their corresponding folder with the "FILENAME.done" file. These imports should be sent in this order;
- Organizational Units
- Academic Terms
To verify that all course information has gone in successfully, please follow these steps:
- Go into your Core Data Management site
- Click on the Catalog button under Courses
- Click the section on the left (Courses, Sections, Enrollments, etc.) to jump into your specific data
- Use the Search field and drop down to find the specific information you need to verify
Importing Demographics via sFTP
You will need to import the demographic information after accounts have been imported into the Campus Labs system. The demographic information can come before or after you import your course information.
Campus Labs will create a "Demographics" folder with sub folders for "FacultyImport" and “StudentImport" for your campus.
The templates for both the student and faculty demographic imports are located in the Core Data Management site. Every column header must be included. Fields can be left blank if the users don’t have that information. Once the demographic information is added to each file, it must be dropped into the corresponding folder (student or faculty) with a "FILENAME.done" file.
To ensure the demographic data came through correctly, you can click into users to see if the information matches up. All demographics imports should be a complete "picture" of the student every single time. Any time there is a blank demographic field, we will assume that the previous value is no longer relevant or correct and replace it with an empty value.
Campus Data Managers can go into the Core Data Management site to the see the status of the sFTP files. The status for these files will show as complete, incomplete, or failed. The failed files will come with an error attachment.