Upload assignments in bulk in Advisor Assignment

• Before you begin
• Use bulk assignment

Before you begin

To upload bulk assignments in Advisor Assignment, you must:

• Have one of the following two roles in your SIS profile. If you do not have either role, request one of them from your campus data manager.
  • AA Advisor Assignment 1
  • AA Advisor Assignment 2
• Be added to the necessary Access Control Management (ACM) group. To request to be added to the ACM group, email iu-uits-aa@exchange.iu.edu.

Use bulk assignment

1. Go to the Advisor Assignment website, and save a copy of the Excel template to your computer. Make sure you name each file something unique, and save the file frequently to avoid losing data.
Note:
You should download a fresh copy of the Excel template each time you submit a file; if you improperly use copy and paste with an existing template, data errors can occur.
2. Enter data into the template; do not delete, move, or change the column headings. Only use one row per assignment or assignment inactivation.
   • There are 14 columns in each row. Not every column needs a value; the following table contains the required and optional data for each column:

     Bulk assignment template fields

     Column	Required field?	Acceptable Value(s)/Explanation	Comments
     Action	Yes	A: Indicates a new assignment is being made I: Indicates an existing assignment is being inactivated	N/A
     University_ID	Yes	Student's 10-digit emplId. Not the network ID.	Excel may remove the leading zeros; that's acceptable.
     Last_Name	Yes	Student's last name; either primary or preferred is acceptable.	N/A
     First_Name	Yes	Student's first name; either primary or preferred is acceptable.	N/A
     Institution_Code	Yes	IUBLA: Bloomington IUCOA: Columbus IUEAA: East IUFTW: Ft. Wayne IUINA: Indianapolis IUKOA: Kokomo IUNWA: Northwest IUSBA: South Bend IUSEA: Southeast	Only use one of the five-character codes for the current row. The institution must be active for the student, or an error will result.
     Advisor_Role	Yes	ADVR: Academic Advisor ADAT: Athletic Advisor ADHR: Honors Advisor ADIN: Success Coach ADFC: Faculty Advisor ADFM: Faculty Mentor ADOF: Advising Office ACAR: Career Advisor	Only use one of the four-character codes for the current row. The institution must be active for the student, or an error will result.
     Academic_Career	Yes	DENT: Dentistry GRAD: Graduate GRD1: Graduate 1 LAW: Law MED: Medicine OPT: Optometry UGRD: Undergraduate	Only use one of the four-character codes for the current row. The career must be active for the student, or an error will result.
     Academic_Program	Yes, but only for ADVR and ADFC roles; program is optional for all other roles.	Student's academic program	Only use the SIS Program code, such as "TECH1" or "BUS1". The program must be active for the student, or an error will result.
     Academic_Plan	No, plan is optional for all assignments.	Student's academic plan	Only use the SIS Plan code, such as "FINBSB". The plan must be active for the student, or an error will result.
     Advisor_ID	Yes, except for the ADOF (Advising Office) role. If ADOF is the role, this must be left blank.	The 10-digit emplId of the advisor, mentor, coach, or counselor. Do not use the network ID.	Excel may remove the leading zeros; that's acceptable.
     Approve_Grad	Yes	Y: YES N: NO	Only use the single-character code.
     Approve_Enrollment	Yes	Y: YES N: NO	Only use the single-character code.
     Advising_Office	Yes, but only for the ADOF role. If ADOF is not the role, this must be left blank.	The IU advising office code.	The advising office must already exist in SIS. A code should not be entered if the "Advisor_ID" field contains a value.
     Opt_Out_of_Auto_Inactivation	Yes	Y: YES N: NO	Only use the single-character code. Most users should enter N for this field; enter Y only if there is a good reason to do so.

3. When are ready to submit the template, save it as a UTF-8 CSV file.
   Important:

   Make sure you save the template as a UTF-8 CSV file as opposed to any other CSV option, otherwise certain characters in first and last names will not work properly.
4. Return to the Advisor Assignment site, and choose Select CSV file.
5. Go to the location of your CSV file and select it. The file name will then display next to Select CSV file.
6. Check Upload and apply assignments, and then select Upload. If the file submits without any issues, at the top of the screen a message will display indicating that your request was successful, along with the submitted file’s name and the number of rows in the submitted file.
   • After you submit the file, it will take 10 minutes or less for the file to be processed. Once the file has completed processing, you will receive an email from noreply@indiana.edu with the subject line "Advisor Assignment Bulk Load Report". The email will contain statistics about the file submission and a list of any errors that occurred.
   Note:

   There is an issue with Outlook that sometimes causes it to put the email in the "Junk Email" folder; if you do not receive an email within 10-11 minutes, look for it there. This is not an issue that IU is able to fix.

   You can create an Outlook rule to direct the confirmation emails somewhere else. For information on how to create rules in Outlook, go to the Microsoft support website.

To process additional files, refresh your browser and repeat the process above, or go to the Advisor Assignment website again.