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Importing Students and Alumni to Zócalo

This article is for administrators of Zócalo. A run-through by Jen Holguin is recommended.

Prepare your Data: Alumni (from the Hyperion weekly report):

1)      Delete last row in spreadsheet- it contains invalid data;

2)      Open “Symplicity Alumni Update Template” and replace the data in the worksheet entitled, “Report” with your Hyperion report;

3)      Save the spreadsheet on your desktop as a CSV (comma delimited) document type (Note: once you’ve done this, you can continue to save the document, but don’t close and re-open it. The CSV format does not maintain the extra zeros in front of the Student ID number. If you somehow do lose this formatting, highlight the Student ID column and right click. Choose “Format Cells.” In the “Number” tab, choose “Custom.” Replace the 0.00 in the “Type” field with 8 zeros, no decimals);

4)      In Zócalo, open up any student record under the “Student” module. In the “Flags” box on the right side of the screen, type in a new flag name and click on “Add.” A good protocol would be your initials, followed by the date, followed by a short label if you’re doing more than one upload that day (e.g. “LM 1.1.10 Alumni”);

5)      In the spreadsheet, change the column header labeled “Flag” to the new flag name you created in the student record.

The following steps are now incorporated into the Excel templates (“Symplicity Student Upload Template” and “Symplicity Alumni Upload Template” on the S drive. They are saved here in case the template ever becomes corrupted or in case we need to refer to the list of changes accomplished by the template:

6)      Add three columns: “Alumnus(a),” “Applicant Type” and “Flag.” Copy “Yes” in the Alumnus(a) column for all records, and copy “Alumni” in the Applicant Type column for all records. In the Flag field, copy today’s date for all records. This will allow you to find the records you’ve uploaded (and batch delete them if needed!);

7)      Insert the following formula in the Alumnus Degree field: =IF(Report!K2=”||||”,””,Report!K2). This will delete the “||||” from all of the empty data records;

8)      Note that you could delete the extra columns (those denoted with *No Match* in the table below), but this is not necessary;

9)      Save your changes.

Prepare your Data: Students:

1)     In Hyperion, run the MIIS Symplicity Download report under Monterey, Student, General Student. The full term (ex. 201198) must be selected. Select Statuses AS, LP, PG and TW (see key below). Select all levels and click “Download to Excel.”

2)     Open “Symplicity Student Update Template” and replace the data in the worksheet entitled, “Report” with your Hyperion report;

3)     Save the spreadsheet on your desktop as a CSV (comma delimited) document type (Note: once you’ve done this, you can continue to save the document, but don’t close and re-open it. The CSV format does not maintain the extra zeros in front of the Student ID number. If you somehow do lose this formatting, highlight the ID column and right click. Choose “Format Cells.” In the “Number” tab, choose “Custom.” Replace the 0.00 in the “Type” field with 8 zeros, no decimals);

4)   In Zócalo, open up any student record under the “Student” module. In the “Flags” box on the right side of the screen, type in a new flag name and click on “Add.” A good protocol would be your initials, followed by the date, followed by a short label if you’re doing more than one upload that day (e.g. “LM 1.1.10 Alumni”) (Lynn reports that you don’t have to do this, you can skip to step 3);

5)      In the spreadsheet, change the column header labeled “Flag” to the new flag name you created in the student record.

The following steps are now incorporated into the template. They are saved here in case the template ever becomes corrupted or in case we need to refer to the list of changes accomplished by the template:

6)      Hide or Delete the Concentration 1 (code) and Concentration 12 (code) fields to make viewing easier;

7)      Insert a new column after Concentration 12 (desc) labeled Language;

8)      Custom sort by Concentration 1 (desc) and then by Concentration 12 (desc);

9)      Cut and paste all of the language information from these two columns (the data should be in either one or the other column) into the new Language field you’ve created. For GSIPM students, the format is generally “Language of Study-Spanish,” while for T&I students you will see “English-Spanish”;

10)      If any data is left in the Concentration 12 (desc) column (there shouldn’t be any), cut and paste it into Concentration 1 (desc);

11)      Insert a column after the Major (desc) column and entitle it, “Degree.” The degree name is a combination of the Program (desc) column and the Major (desc) column. To achieve this, use the Concatenation function. In Row two, type, “=CONCATENATE(P2,” “,R2)” for results that should look like this: “TILE Master of Arts TESOL.” Copy this formula to all records;

12)   Add three columns at the end of your spreadsheet: “Alumnus(a),” “Applicant Type” and“Flag.” Copy “No” in the Alumnus(a) column for all records, and copy “Current Student” in the Applicant Type column for all records. In the Flag field, copy today’s date for all records. This will allow you to find the records you’ve uploaded (and batch delete them if needed!);

13)   Note that you could delete the extra columns (those denoted with *No Match* in the table below), but this is not necessary;

14)   Save your changes.

Import your Data: Students and Alumni:

1)      Go to “Tools,” then “Import Data” from the left-hand tool bar;

2)      Click on the “Symport” tab;

3)      From the “Import Object” drop-down menu, choose “Students;”

4)      A new drop-down menu will appear, entitled “Import Data.” Click on “Browse” to locate your spreadsheet file.

5)      Once you have selected your file, a number of new fields will appear. In the first field, “File starts with Headers row?”change to “Yes;”

6)      “File Type” should be “Delimited;”

7)      “Delimiter” should be “Comma;”

8)      “Treat consecutive delimiters as one?” should say “No;”

9)      Click on “Upload” to be taken to the field mapping screen. The mapping should match up as follows. Note that as of summer 2011, the Banner Student ID now goes in the Alumni ID field and the Email goes in both the Email field and the Student ID field in Zócalo. This is already reflected in the upload template:

Alumni:

Report Fields Zócalo Fields
Alumni ID

Student ID

Alumni ID

Student ID

ConstituencyGroup Student Profile: Alumnus Degree
ClassYear Student Profile: Alumnus Graduation Date
Last Name Last Name
First Name First Name
Preferred First Name *No Match*
Middle Name MI
Email Email
Gender Gender
Language of Study Student Profile: Language of Study
Degree Long Description Alumnus Degree
Alumnus(a) Alumnus(a)
Applicant Type Applicant Type
Flag Flag


Students:

Report Fields Zócalo Fields
Term *No Match*
Id Student ID
Last Name Last Name
First Name First Name
Preferred First Name *No Match*
Middle Name MI
Email Email
Gender Gender
Admit Term Student Profile: Semester Admitted
Grad Term Student Profile: Graduation Date
Last Term Attended *No Match*
Status *No Match*
Registered for Term Student Profile: Registered for Semester?
Level *No Match*
Program *No Match*
Program (desc) *No Match*(do not delete column)
Major (code) *No Match*
Major (desc) *No Match*(do not delete column)
Degree Major
Concentration1 (desc) Track
Concentration12 (desc) *No Match*
Language Student Profile: Language of Study
Primary Academic Advisor Student Profile: Primary Advisor
Advisor 2 Student Profile: Secondary Advisor
Advisor 3 *No Match*
Advisor 4 *No Match*
Type *No Match*
Camp Code *No Match*
Program 2 (code) *No Match*
Program 2 (desc) *No Match*
Major 2 (code) *No Match*
Major 2 (desc) *No Match*
Concentration 2 (code) *No Match*
Concentration 2 (Desc) *No Match*
Concentration 22 (code) *No Match*
Concentration 22 (desc) *No Match*
Admt Code *No Match*
Admt Desc *No Match*
Alumnus(a) Alumnus(a)
Applicant Type Applicant Type
Flag Flag

10)  Once all fields are mapped, scroll to the far right and select “Key” for the “Student ID” row;

11)   Select “Preview;”

12)   If ANYTHING other than the message, “Student Match Found: (Name of first alumni record)” appears at the top of the pop-up preview screen, go back and re-map- something didn’t work! If it says “Duplicate Record Found,” for example, then it will create duplicate records in the system for each alumnus- a very messy thing to clean up!

13)   Click on “Import Current.” If this is successful, the “Import All” button will appear. Click on this. I noticed with my last student import that the Major field data changed between the “Preview” view (correct degree info was shown) and the “Import Current” (“0048”). I’ll investigate, but the information that imported when I clicked “Import All” was correct.

14)   You’re done! If uploading the entire alumni spreadsheet, your job may be queued, and you’ll receive an email when the job is complete.

Hyperion Dashboard Code Key for Student Reports:

Code Description
Term (note, if term doesn’t end in 8, it is used by Midd)
201028 Spring 2010
201068 Summer 2010
201098 Fall 2010
201078/38/88 Summer 2010 Language/Other
Status (AS, LP, PG and TW students should be uploaded to Zócalo)
AS Active/Admitted
IS Inactive
LP Leave for Peace Corps
NF Forfeited deposits
PG Pending grads (includes incomplete Boren’s, etc.)
TW LOA’s, DLI TFL students (who may take courses intermittently)
WP Withdrawals
Level (include all)
CG California graduate student
CN California non-graduate student
Type (column in report, not on dashboard)
I Incoming/Initial Term
C Continuing
R ?

How do I get alumni set up with Zócalo?

This post was written for staff and graduate assistants with Manager access to the Zócalo system. It provides step-by-step instructions on successfully setting alumni up with Zócalo account access. In the Spring of 2011, we made changes to how the alumni access the system. Instead of using their student ids as the username, we use the email address we have on file for them. They can now reset their own passwords with this email address by clicking on the “Forgot Password” link.

Here are the steps to take if you receive an inquiry from an alumnus about accessing their account:

  1. Look up the alumnus’ name in the Student module. Their email address should be in the Student ID field AND the Email field;
  2. If this is the case, close out of their record and go back to the Student List screen. (If this alumnus’ record has never been opened, you may be asked to fill in the alumnus’ major and citizenship. Unless you know otherwise, just choose “US Citizen” (they can change this if needed). You’ll find the alumnus’ degree program listed on the Profile tab; choose the closest approximation to this degree name on the “Major” drop down menu on the Main tab);
  3. Send them the “Alumni Welcome Message,” which will contain both their username (email address) and an auto-generated password. Check the box to the left of their name and select Mail-Alumni-Alumni Welcome Message from the Batch Options drop-down menu. When the message preview screen appears, click on “Continue” at the bottom of the screen. On the next screen, click on “Send Messages.” Don’t forget to un-check the box next to the alumnus’ name on the Student List screen;
  4. Also send a brief reply to the alumnus’ original email, letting them know that a system-generated email with their account access information should be on it’s way. It’s the personal touch that matters!
  5. If the email address listed in the alumnus’ record is different than the email address used by the alumnus in their correspondence with you, email them to ask which they would prefer we use. If they ask us to change the email address we have in the system, be sure to also send this info to the alumni office at alumni@miis.edu. Once you’ve confirmed the email address, return to Step #2
  6. If there is no email address listed in the alumnus’ record, move the Student ID to the Alumni ID field and add the email address to the Student ID and Email fields.  Also send the email address to alumni at miis.edu. Return to Step #2.

Adding Announcements to Zócalo

This post was written for staff and graduate assistants with Manager access to the Zócalo system. It provides step-by-step instructions on adding Announcements, which are viewable by students and/or employers in Zócalo. They also feed into the front page of iLearn and can be tweeted to the MIISCACS Twitter account, which feeds into the main Career page on the website.

  1. Select “Announcements” from the left-hand tool bar;
  2. Click on “Add New” at the bottom of the Announcements list;
  3. Enter a Title and Body information. Please be sure to keep the length very short (no more than one-two lines), so as not to crowd out the other postings on the page;
  4. To add a web link, highlight the text that you would like to be hyperlinked to the website.
  5. Click on this button in the menu:  and input the website URL;
  6. In the “Target” field, choose Open in New Window;
  7. Click on “Insert”;
  8. Note that you can also insert pictures using the same process by clicking on the picture icon
  9. Be sure to fill out the “Date” (today’s date) and “Expiration Date” fields;
  10. Choose your “Targets”: Whether this is a Student-focused announcement or an Employer-focused announcement, please be sure to also choose Staff to keep all of us abreast of what is being posted;
  11. If you leave the “Order” field blank, it will default to 0 and will be placed at the top of the list. You can change the sort order on the main Announcements page after you’ve submitted your post;
  12. If the announcement will have broad appeal, you may want to “Tweet” about it. In the “Announcement to be tweeted” field, include something like, “UNU Call for Papers (weblink)” The tweets will be sent to the Careers main page on the website and to students and alumni who have subscribed to our tweets;
  13. Click on “Submit”;
  14. You will be taken back to the Announcements list. You will note that all of the announcements that have not expired will have an order number in the far right column. You can adjust the sort order by using the up and down arrows to the right of each number based on the priority/dates of the listed postings;
  15. Check that your Announcement looks ok and “fits” with the rest of the section by going to “Students” and choosing a student record to “Login As.”

Adding Positions in Zócalo

This post contains step-by-step instructions on how to enter employers, contacts, jobs, internships and fellowships into Zócalo. This post was written for staff and graduate assistants with Manager access to the Zócalo system.

Logging In:

  1. Go to: https://miis-csm.symplicity.com/manager/;
  2. Enter your username and password (please remember to change your default password after your account has been set up under the My Account link on the left-hand toolbar!)

 

Before You Post:

  1. On the left-hand side bar, click on “Job Postings;”
  2. Search for the position using the “Keyword” field to ensure that it has not already been posted;
  3. Next, go to the “Employers” section. Search for the Employer, again using the “Keyword” field, to check whether the organization/company is already in the system;
  4. If the employer is not already in the database, please add it using the guidelines below. Otherwise, skip to Entering Job Postings.

To Enter Employers (check out the Protocols post for further guidelines):

  1. Scroll down to the bottom of the screen and click “Add New;”
  2. In the “Organization” field, enter the name of the organization. Keep in mind the protocol listed below;
  3. Fill out the “Employer Sector,” “Website,” “Industry” and “Overview” fields as best you can, so that it’s easier for students to find employers and positions based on keyword searches. Please ask us if you have questions on these fields.  Overview information can be copied and pasted from the “About Us” or similarly labeled section of an organization’s website. The last three fields are on the “Profile” tab- you will need to click “Save” on the Main tab before clicking on the Profile tab;
  4. Click “Submit.”

Entering Job Postings:

  1. On the left-hand side bar, click “Job Postings.” To enter the new job posting, scroll down and click on “Add New;”
  2. Start with the “Organization” field. You’ll note that this field actually contains three sub-fields. Type part or all of the organization’s name into the third subfield, entitled “Keyword,” and click “Go.” This should bring up the name of the organization in the first sub-field, a drop down menu. Select the organization name;
  3. Fill out all other fields as completely as possible;
  4. If the deadline is not available in the job description, please post it with an end date of 90 DAYS FROM THE POSTING DATE. Please also add a disclaimer at the end of the position description field that states, “NOTICE: Job Posting Expiration Dates: When an employer does not provide an expiration date on a particular job posting, we arbitrarily set each listing to expire 90 days from the date the position is listed in Zócalo. This prevents Zócalo from becoming a holding place for long expired jobs. However, the actual expiration date may be earlier or later. Should you have any concern about the date, IT IS EACH APPLICANT’S RESPONSIBILITY TO VERIFY THE EXPIRATION DATE DIRECTLY WITH THE EMPLOYER.”
  5. In the “Resume Receipt” field, choose “Other.” The “How to Apply” box will appear below. Input all information about how to apply in this field (and remove from other fields, like “Description,” if necessary);
  6. Check with an advisor before using the “Blind Posting” field;
  7. If the position is an annually recurring fellowship, internship or job, select, “Annually Recurring Job;”
  8. If there are multiple positions for the same organization (more than three), you may input one job with the title, “Multiple Positions.” Check with an advisor if you believe the positions are with an organization with whom we have a close relationship, or if representatives are coming to campus to recruit for the positions.
  9. If the position will have broad appeal, you may want to “Tweet” an announcement about it. In the “Job posting info to be tweeted” field, include something like, “Junior Professional Fellowship for fall at United Nations University- find out more on Zócalo!” The tweets will be sent to students and alumni who have subscribed to our tweets;
  10. For Center for Advising and Career Services Graduate Assistants: Place all e-mails into the “COMPLETED” folder in Outlook.

Protocols for Adding Employers and Contacts in Zócalo

Because we want to ensure that it’s always easy to find the information you’re looking for in Zócalo, we’ve established a set of protocols for entering information. This will be updated as new protocols are developed. For more information on how to post employer and job information in Zócalo, see this post. This post was written for staff and graduate assistants with Manager access to the Zócalo system.

Organization Names:

  1. The organization name should always be written out in full first, exactly as THEY refer to themselves (i.e. U.S. Department of State, not US State Department);
  2. Acronyms should be listed in parentheses after the organization name, with no commas between the name and the acronym (i.e. Central Intelligence Agency (CIA));
  3. If the organization uses “The” at the beginning of its name, leave it off. Do not add it to the end of the name (i.e. World Bank, The);
  4. Also, do not put the division, chapter or location name in the Employer field (i.e. United Nations Association – Monterey Chapter). This information goes in the Division field.
  5. Please do not use the Parent Organization field without touching base with one of the advisors in the Center for Advising and Career Services first. This field should only be used when the parent organization is quite large and the organizations beneath it are highly recognizable unto themselves (i.e. U.S. Department of Homeland Security, under which the US Immigration and Customs Enforcement (ICE) and US Federal Emergency Management Agency (FEMA) organizations are structured). In all other cases, use the Division field for the department, chapter or program;

Third-Party Recruiters:

  1. Enter the recruiter’s employer as the employer. If the recruiter does not have an organization, input “Independent Recruiter;”
  2. Enter the name of the organization the recruiter is recruiting on behalf of at the beginning of the position title. Example: “Yahoo: Language Specialist, Spanish;”

Contacts:

  1. Note that “Full Name” and “Email” are required fields:
  • If no contact person exists, enter “Employer;”
  • When you cannot find an email address at all (please double check this on the organization website!), use “noinfo@[org website address]” (i.e. noinfo@cia.gov) That way, the system will take the email address, and I can run a report in advance of a mailing to catch these before sending email to them;

Phone Numbers:

  1. Phone numbers should be formatted as follows: (XXX) XXX-XXXX for US numbers  and a + sign, then the number with spaces wherever included in the original for international numbers (i.e. +X XX XXX XXXX); Extensions should be listed as “Ext. XXX”;

Websites:

  1. If an organization’s website appears to be down for technical reasons, type, “Website not currently available” in the Overview section. If the website does not seem to exist, check in with the most relevant advisor in the Center for Advising and Career Services- this may not be a real organization!
Sites DOT MIISThe Middlebury Institute site network.