Campus - uploading final exams and bookings

Helping Exams and Central Stores upload a spreadsheet into Campus so the bookings don’t have to go in manually.

Exams typically happens the first week of the second month of the term:

Fall (early October)
Winter (early February)
Spring (early June)

Central Stores asks for Orientation to get uploaded anywhere from May to early July:

For these bookings, we book everything before the start of the Fall term in RO rooms.
We hold off on any bookings that are going to take place during the term until after the Fall courses have been moved into Campus. There’s no need to wait for the Midterm queue to be processed, orientation usually takes priority due to number of students and it’s a Presidentially backed event.
All outside spaces and foyer/common areas that Central Stores is responsible for can be booked upon receipt.
Key requests to make RO managed rooms lockable during Orientation - head here for more details: https://uwaterloo.atlassian.net/wiki/spaces/SOR/pages/43552408235

Creating Files to upload Orientation Bookings or Exams

If you’re getting this error:

the csv file that’s being sent to us has a hidden character that’s appearing in it, here’s how to get rid of it and see if it’s actually there.

Once you get the file in from the orientation office or the bookings office, open it with Ultra Edit and then view it in Hex mode (found in edit).

you’ll want to go to File the Save as and instead of “Default” for encoding choose “ANSI/ASCII”

sneaky characters gone!!

Place the CSV file (received from Annette for exams and Jamie for Orientation) in the format required into the appropriate folder on the R drive (“R:\Scheduling\Enterprise Reservation Scripts\Bookings or Exam”). There should be an example of the file format in the “Scripts” folder. The name of the file should not have spaces – use underscores.
Using ultraedit open up the csv file and ensure the time is HH:MM (09:00) and the date is YYYY-MM-DD (with the dashes)
If you open the .csv in excel you’ll have to fix the formatting of the E and F columns (the times) make it a custom format of HH:MM
Ensure that there’s no commas in between section numbers (example: ACTSC 372 LEC 001, 002) it will throw it into a new column and make no sense in the transfer.
Delete the Reservation and Reservation_bookedRoom.txt files if they exist in the “Exam” folder
*Please note * the script (called add_Finals.pl) hard codes the name/description to Winter Exams – you need to change this in the file!!!!
From your PC search bar type CMD. Click on Command Prompt. Type R: (enter) then
cd scheduling\Enterprise Reservation Scripts
If for exams type “cd exam” (or tab to find the folder name) then enter. Then press tab until “add_Finals.pl” then a space then “<” space and tab again until the file name is there “f19_2.csv”. hit enter
Once entered it should appear as R:\Scheduling\Enterprise Reservation Scripts\Exam>add_Finals.pl < test_training.csv
*Used for Orientation only (frosh week) If for orientation type \Bookings (or tab to find the folder name) add_bookings.pl < ori_final2.csv

The files will be put into the appropriate folder (Bookings or Exam) and you can now use these to upload into Campus.

The script hard codes the name/description to Winter Exams – you need to change this in the file!!!!

After the files are created open them with Ultra edit.

Fall Final Exams,Fall Final Exams,Fall Final Exams,Final Exams,20191206-1,Scheduled Only,0,20191206,20191206,0,,09:00,11:30,,,,Final Exams,AFM 462 ,,,1,,1,SO,00:10,00:10,,,

K:\sisp\Infosilem-downloads (pick which ever you’ve installed – the most current install version) {K:\sisp\Infosilem-downloads\Enterprise2018_1_0\Documentation\English\Integration Guides\Text Files In the document this is referring to Scheduling - Event management then looking for the Reservation.txt Text file name}

Event Id, EventType, ActivityID, ActivityType, ReservationID, ReservationType, Number of attendees, Start date, end Date, recurrence type,

Reservation description is the course (MATH136)

Once files are created head to Campus Admin and log in as “super” user under Utilities look for Import/Export > Text files Import (Don’t use exam scheduling module – we bring them in as reservations)

File Type should be Character Delimited Values and, in the box next to it, that’s a comma.

Select the “Upload File” button, and drag drop the file into the pop up box. reservations should be added to the reservations upload, and Reservation_BookedRoom should be added to the Booked Rooms upload location. The top default file path is where the reservations.txt file is and the second on is where the booked rooms file is.

Then Click “Import”

If there are reject check the transfer log and see what went wrong, it’s usually a room has been mislabeled, or there’s a weird time and date. Otherwise check to ensure everything came in correctly. You can upload the same files again until everything has come in without errors – it doesn’t create extra bookings or conflicts (thankfully!)

Then close.