Interview Weekends - Travel Template & Instructions


Introduction

In order to build and send out candidate itineraries for a given Interview Weekend, data about various topics must first be uploaded, one of them being Travel details. This is done via uploading a properly formatted CSV file containing details about candidates and how they are traveling to and from the weekend.

File Upload Template (with Header Row): travel.csv

NOTE: The uploaded file needs to follow a very specific format (as specified below). It is required that there be a header row. Each row after will be assumed to contain all the necessary information for each event. Once uploaded, the file will be checked for compliance to this format; if any errors are found, the entire upload is cancelled -- the errors must be corrected in the CSV file, and the file re-uploaded. Once there are no errors, the file will be accepted by the system and its contents recorded in the database.

Instructions

Required Format (with examples):

EVENT_TYPE

CANDIDATE_UMID

TRAVEL_TYPE

CARRIER

CARRIER_NUMBER
TICKET_NUMBER
ARRIV_OR_DEPART
DEPART_DATE
DEPART_CITY
DEPART_TIME
ARRIV_DATE
ARRIV_CITY
ARRIV_TIME
TRAVEL_CONTACT_PHONE
DESCRIPTION

LOCATION

DELETE_RECORD
Individual

12345678

plane

delta

 DL4560 496xis02095mx001 A

1/2/2018

 Chicago 10:00am 1/2/2018 Detroit 11:00am 456-789-0123 Proceed immediately to baggage claim. 

Meet UM Greeters at carousel #5.


Group


plane





1/2/2018 Ann Arbor 9:10am


(456)789-0123 Bus #1 departs for DTW Airport

Front entrance of NCRC


All







1/4/2018 Ann Arbor 12:30pm


456.789.0123 Check out of hotel, with luggage, and wait in the lobby Graduate AA Lobby delete

Notes about uploading, changing, and deleting:

  • Uploads can contain as many or as few rows as desired; once uploaded, the information will stay in the database (i.e. the CSV file you uploaded does not need to be preserved).
  • More travel events can be added to the weekend by either creating and uploading a new list, or adding the new events to your previously uploaded CSV file and reuploading.
  • When a travel event is already found in the database (identified by event type, candidate umid, travel type, departure date, and departure time), the system will do one of two things:
    • if the carrier, carrier number, ticket number, arrival/departure code, departure city, arrival date, arrival time, arrival city, and travel contact phone are the same, it will skip it if all values are the same.
    • if the carrier, carrier number, ticket number, arrival/departure code, departure city, arrival date, arrival time, arrival city, or travel contact phone are different, it will update the travel event with the new values from the file.
  • An existing record (identified by event type, candidate umid, travel type, departure date, and departure time) can be deleted by typing 'delete' in the Delete_Record column for that row in your spreadsheet and uploading the file.
    • If you do not have an existing CSV file with the record you want to delete, you must first recreate the file with the record identified by event type, candidate umid, travel type, departure date, and departure time.

Field Definitions

Name

Length

Rule

Notes
EVENT_TYPE 10 Required
('Individual', 'Group', or 'All')		 'Individual' is for a unique candidate's travel plans.
'Group' is for bulk-assigning a travel event for all individuals of a certain Travel_Type.
'All' is for bulk-assigning a travel event for all individuals, regardless of Travel_Type.

CANDIDATE_UMID

8

Required for 'Individual' Event Type
(8 digit UMID/Emplid)


TRAVEL_TYPE

8

Required for 'Individual' and 'Group' Event Types
('Plane', 'Train', 'Bus', 'Car', 'Local', 'Other')

'Car' is for out-of-town candidates driving in, who need a hotel.
'Local' is for nearby candidates who will not need a hotel.
'Other' is for miscellaneous transportation, such as buses or shuttles, that cannot be grouped by Travel_Type.

CARRIER

50

Required for 'plane', 'train', and 'bus' Travel Types

Name of the transportation company/service (i.e. Delta or Amtrak).
CARRIER_NUMBER 50 Required for 'plane', 'train', and 'bus' Travel Types
 The number identifying the flight, train trip, or bus trip (i.e. DL4560).
TICKET_NUMBER 100 Required for 'plane', 'train', and 'bus' Travel Types The candidate's ticket number, as supplied by AAA.
ARRIV_OR_DEPART 1

Required for Individual 'plane', 'train', and 'bus' Travel Types.
('A' or 'D')
DEPART_DATE
Required for all Event and Travel Types except Individuals traveling by 'Car' or 'Local' Format: MM/DD/YYYY (allows single digit day and month and two digit year)

DEPART_CITY

 50 Required for all Event and Travel Types except Individuals traveling by 'Car' or 'Local'
DEPART_TIME
Required for all Event and Travel Types except Individuals traveling by 'Car' or 'Local'
ARRIV_DATE
Required for 'plane', 'train', 'bus', 'car', and 'local' Travel Types. Not required for Group events. Format: MM/DD/YYYY (allows single digit day and month and two digit year)
ARRIV_CITY 50 Required for 'plane', 'train', 'bus', 'car', and 'local' Travel Types. Not required for Group events.
ARRIV_TIME
Required for 'plane', 'train', 'bus', 'car', and 'local' Travel Types. Not required for Group events.

TRAVEL_CONTACT_PHONE

14

Optional

Phone number for company or service that is providing the transportation; format is flexible (hyphens, dots, or spaces are allowed).

DESCRIPTION

250

Optional

 Approximately 50 words or fewer.

LOCATION

100

Optional

 Approximately 20 words or fewer.

DELETE_RECORD

6

Optional
Type 'delete'

Must be used in conjunction with an existing record, identified by identified by event type, candidate umid, travel type, departure date, and departure time.