- Interview Weekends - Faculty Availability Upload Template and Instructions

Introduction

While faculty will be indicating their availability for each weekend via the Faculty Availability mini-site, their availability (for a given weekend) can also be set internally via upload. This is done via uploading a properly formatted CSV file containing details about when faculty are available.

NOTE: Faculty Availability can also be set 'after hours' by logging into the Faculty Availability mini-site as a super-proxy and selecting that faculty member.

File Upload Template (with Header Row): faculty_availability.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 candidate. 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):

FACULTY_UNIQNAME_OR_UMID	DATE	START_TIME	BUILDING	ROOM	PHONE	DELETE_RECORD
jeschwar	03/29/2017	09:00AM	Med Sci 1	2546	(456) 789-1234
45678901	11/14/2018	10:15AM	THSL	Lobby	(123) 456-7890
oriordan	04/21/2019	02:30PM	BSRB	304		delete

Notes about uploading, changing, and deleting:

Each faculty member can have 1+ dates and timeslots, and a potentially unique room number and building for each.
If a faculty member cannot attend some particular timeslot, that is specified by NOT having any CSV row for that faculty member matching that timeslot.
Each faculty member can have only one phone number, so the number specified in the first row for a given faculty UMID can either be duplicated or skipped in each subsequent row. Supplying a different phone number will overwrite any previously indicated phone numbers for that faculty member.
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 faculty availability details can be added to the weekend by either creating and uploading a new list, or adding the new information to your previously uploaded CSV file and reuploading.
When a faculty member's availability is already found in the database, the system will do one of two things:
- if the faculty member's details are all the same, it will skip this row
- if the faculty member's room, building, or phone number are different, it will replace those details with the new values from the file
A faculty member (identified by faculty uniqname/UMID, date, and start time) can be removed from the weekend 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 the faculty uniqname/UMID, date, and start time.

Field Definitions

Name	Length	Rule	Notes
FACULTY_UNIQNAME_OR_UMID	8	Required	Uniqname or 8 digit UMID/Emplid.
DATE	10	Required	Format: MM/DD/YYYY (allows single digit day and month and two digit year). This must match the date of one of the interview timeslots defined in Weekend Setup.
START_TIME	7	Required	Format: HH:MMAM (or PM). This must match the start time of one of the interview timeslots defined in Weekend Setup.
BUILDING	40	Required	This is where the faculty member will be interviewing the candidate. Faculty Availability site has a curated list of buildings, but also allows a custom building name.
ROOM	20	Required	This is room number inside the building where the faculty member will be interviewing the candidate.
PHONE	14	Optional	Format: (###) ###-####. This appears on the itinerary.
DELETE_RECORD	6	Optional Type 'delete'	Must be used in conjunction with a faculty member (identified by faculty UMID/uniqname, date, and start time) who is already associated with this weekend.