This article will serve to provide a general overview of the required Core Data files and their impact in the Course Evaluations product for non-technical users. This is not meant to be a guide for Data Managers in the construction of files. Please see our Technical Resources for further help and guidance. The Course Evaluations platform requires several Core Data Files. These files are required for the platform to function. The required files are:

  • Accounts
  • Organizational Units
  • Academic Term
  • Courses
  • Sections
  • Enrollments
  • Instructors
  • Remove Instructors

Accounts File

The Accounts File import is the most basic information that the platform requires to identify a user and tie information to them. In Course Evaluations, users will need to be in the Accounts file to log into the site and be assigned roles/given enrollment in course sections. Faculty, staff and administrators can then be assigned permissions in Course Evaluations to gain access to different reports and responsibilities in the platform. The Accounts File is also required by the following Campus Labs Platforms: Planning, Outcomes

Core Data File View


Platform View


The user is now available to be enrolled in course sections and/or assigned reporting roles or administrative permissions.

 Accounts File Technical Resources


Organizational Units File

The Organizational Units File import, sometimes referred to as the Organizational Chart, is used to create the structure of your institution in the Course Evaluations platform. These organizational units, along with Courses and Sections, establish all the possible data collection and reporting options in Course Evaluations. The Organizational Units File creates an organizational hierarchy through which data will be aggregated to produce different reports. Organizational units need to be set up properly to allow data to flow where it needs to go and meet your reporting needs. See The Organizational Unit Chart for more information specific to the organizational structure’s effects on reporting and please discuss your Organizational Chart setup with your Campus Labs Consultant. Once imported, you can make changes or additions to your organizational chart although it is important to try and get the Organizational Chart as correct as possible before importing. Please see our Organizational Units support article for instructions on making changes to your organizational chart. The Organizational Units File is also required by the following Campus Labs Platforms: Outcomes. If you are, or will be using both products, please contact your Campus Labs Consultant to discuss the best to develop the file to meet the needs of multiple platforms.

Core Data File View


Platform View


The Organizational Chart above shows the hierarchical relationship of organizational units, which directly impacts reporting permissions.

Organizational Units File Technical Resources


Academic Terms File

The Academic Terms File import is used to create the structure of a campuses annual schedule within the Course Evaluations platform. The Academic Term is the base unit in which organizational charts, courses, and sections are housed. The Academic Terms File is also required by the following Campus Labs Platforms: Outcomes. If you are, or will be using both products, please contact your Consultant to discuss the best to develop the file to meet the needs of multiple platforms.

Core Data File View


Platform View




The academic year now appears as a navigational year in the Terms dropdown menu for creating administration groups, viewing course sections, and accessing reports. 

Academic Terms Technical Resources


Courses File

The Courses File import is used to create a campus course catalog in the platform. The Courses file should contain all the courses that would ever be offered at an institution. When a course is loaded to the platform, it will appear in each term for an academic year. You will need to import the Section file to attach specific course offerings for each term.  

Core Data File View


Platform View


Once imported, the course can now have sections attached to it. Keep in mind, the course should be thought of as the course catalog offering. A course catalog would have English 101 listed only once, so there should only be one entry for each course. Individual offerings of courses are created in the Sections File.

Courses File Technical Resources


Sections File

The Sections File Import is used to associate individual course offerings to the courses in the course catalog. Sections are attached to a specific course and a specific academic term within a year. If you want the same section to appear in both the Fall and Spring semesters, you will need a separate entry for both fall and the spring. 

Core Data File View


Please note, this Core Data file will only produce a section offering for the Fall term for Marketing 321 Section 101 in the example above. You may have the same course offering in the Spring, Marketing 321 Section 101, but you will have to create a unique Sections entry, with a unique section identifier, for that offering as well.

Platform View


Once sections have been created, they can be evaluated.

Sections File Technical Resources


Enrollments File

The Enrollments File import is used to attach a student roster to a specific section offering. Enrollments files are specific to an individual section. You will also have to enter the Status for each student to the Status field. Choices for the field are Active, Enrolled, Dropped, or Withdrawn. 

Core Data File View


Platform View


Students will have the ability to evaluate course sections they have been enrolled in.

Enrollments File Technical Resources


Instructors File

The Instructor File Import should include instructors facilitating a section offered for a specified term. This file attaches an instructor to a specific section. Instructors can be enrolled as one of five roles: Primary, Secondary, Lab, TeachingAssistant, and Preceptor. These roles can be used to ask specific questions to instructors based on role. Please note, to remove an instructor from a course section, the Remove Instructors import must be completed (see below).

Core Data File view


Platform View


Instructors File Technical Resources


Remove Instructors File

The Remove Instructors file is used to remove an instructor from a course section. This import includes the Person Identifiers for any faculty needing to be removed as well as the Section Identifier for the course section the instructor must be removed from.

Core Data File view


Platform View


Remove Instructors File Technical Resources



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