Workflow: Setting Up Athletics in Veracross Using Importer

Overview

Veracross has a number of data importer options which make it useful for various workflows. One of these workflows is a process by which most aspects of Veracross Athletics can be set up through the importer. Since, as in all of Veracross, the Athletics structure is a relational database – certain data needs to be present before you can do the next importer type – the order of operations is important.

This article details the proper order of operations for setting up Athletics in Veracross, along with a brief note about why one thing must come before another.

Department and Subject Setup

It is necessary prior to any other step that school-level specific “Athletics” subjects be set up within the appropriate Department. Generally, this should require no more than once subject per School Level. For example, set up a subject called Upper School Athletics in the Upper School department.

Configuring the Sports

In order to add any specific team or event information via the importer for Athletics, you must first configure the Sport itself in Axiom. “Sport” here is used to define the year-over-year reusable record that correlates to other Courses – e.g. Biology and English – and uses the Course Type of Athletic Program. This may be done from the appropriate Subject record page – e.g. Upper School Athletics – using the “Add Record” option.

In this Sport, the following must be defined:

  • Course Type is Athletic Program
  • The Sport name and abbreviation, which appears on various documents and calendars
  • The level of the sport (e.g. Varsity, JV, ect.) as set by Classifications
  • The gender, as appropriate

When setting up the Sport, it is best to set up the records so that you have no more than one Team per Sport per year. An example of a well-defined sport would be Varsity Girls Soccer. Using simply Soccer as the Sport’s name would most likely result in data integrity issues down the line as there may be multiple Soccer teams within the same year, considering boy’s and/or JV soccer teams.

Repeat this process for as many teams as you have.

Importing Processes

After the Sports are configured, the following may be done using the data importer.

Note: Any template column in bold is a required field. Information must be entered into each occupied row for that field or else the import procedure will return an error.

Teams Import

Athletic Teams in Veracross Athletics actually correspond to the structure of a Class in much the same that a Sport corresponds to a Course.

The Importer tool may be used to import Team data using the same process as for importing an academic class. Learn about Importing into Veracross and use the following fields:

Template Column Heading Notes
school_year This is the value for the School Year that the Team is scheduled to play in. The value for this field must be formatted as xxxx (e.g., 2016 for the 2016-2017 school year).
school_level_id This value is an integer, 0-5, that corresponds to the School Level ID found by navigating to “School Levels” on the System homepage. Additionally, this should correspond to the school level for the Athletic “department” of which the team is a part.
veracross_course_id This is the value of the “course” that corresponds to the Sport which was set-up in the previous Configuring the Sport step. This value may be found on the Course List query found on the System homepage.
class_id This is the identifier for a specific team to be added and will display in Axiom anywhere the “Class ID” information is pulled including query results and class/team configurations. Note that the maximum length is 20 characters.
description This is the long form name of the team and will be displayed in Axiom query results and team configuration.
veracross_teacher_fk This is the unique Veracross Person ID number or the faculty or staff number who will be the main coach for the team. This may be found in the Person ID column of a Person of Faculty/Staff Query.
begin_date Format should be YYYY/MM/DD or MM/DD/YYYY.
end_date Format should be YYYY/MM/DD or MM/DD/YYYY.
grading_period_group_id Used for Academic Classes only, this field may be left blank.
grading_method_id  Used for Academic Classes only, this field may be left blank.
grade_conversion_scale_id  Used for Academic Classes only, this field may be left blank.
term_credit_hours  Used for Academic Classes only, this field may be left blank.
room_id  Used for Academic Classes only, this field may be left blank.

Additional Coaches Import

Multiple coaches may be added to a given team in addition to the “head coach” added in the Team import. If there are no additional faculty/staff leadership positions to add, this may be skipped.

Use the following fields, which are parallelled with the class permission import template, as the headers for the Additional Coaches Import:

Template Column Heading Notes
internal_class_id This integer value is unique to the Team that is assigned by the Veracross system upon creation of the Team record. This may be found by adding the Internal Class ID field to a Find Team query on the Athletic Program homepage.
person_id This is the unique Veracross Person ID number for the faculty or staff number who will serve as an additional coach for the team. This may be found in the Person ID column of a Person of Faculty/Staff Query.
role The most common option for this field is Assistant Coach followed closely by the Other option to account for people like Score Keepers and Logistics Managers.
track_attendance Set the permissions for the additional coaches using this Boolean field. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
view_grades  Set the permissions for the additional coaches using this Boolean field. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
update_grades  Set the permissions for the additional coaches using this Boolean field. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
view_progress_report  Set the permissions for the additional coaches using this Boolean field. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
view_report_card  Set the permissions for the additional coaches using this Boolean field. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.

Note that the class_permission record to which this information will be attached requires an internal Class ID for the Team and a Person ID for the additional coaches. Therefore both must be set up in Veracross prior to this step.

Rosters Import

Once the Team has been imported, Team Rosters may be added. Importing information using the following fields will create enrollment records associated with the Team.

Template Column Heading Notes
veracross_class_id This field is necessary to specify the team, which must already exist in Veracross. To find the class (team) ID, run a Find Teams query on the Athletics Program homepage and pull in the Internal Class ID field.
class_id This is the Team ID, which may also be found in the Find Teams query.
school_year This should be the year in which the Team roster is in effect and must be formatted as xxxx (e.g., 2016 for the 2016-2017 school year).
veracross_student_id This field is the Person ID of the student who should be added as an “enrollment” on the team.
enrollment_level_id For the purposes of Athletic Imports, this field may be left blank.
room_number For the purposes of Athletic Imports, this field may be left blank.
floor_number For the purposes of Athletic Imports, this field may be left blank.
bed_number For the purposes of Athletic Imports, this field may be left blank.

Opponents

Opponents and locations are reflected as Organizations in Veracross and may be set up at any time. They cannot, however, be imported using the import tool and must be entered manually. Adding an opponent as an organization may be done from the System homepage, and choosing Add Organization from the Add + menu. To display as an opponent in Veracross, an organization must have the following:

  • Organization – this is the description/name of the opponent
  • Address – Inputting the address for an opponent allows Veracross users to automatically map and download directions.
  • Role – Set to Athletic Opponent or, if only a Location, then any Role will do. Note that the role may only be added once the Organization record has been created by pressing “Add Organization” in the menu bar.

Events Import

Importing Athletic Events required defining the Team, event type, description, and Start date, making it perhaps the most complex part. Use the following header fields to import the data or view the Data Importer: Athletic Events article for full details.

Template Column Heading Notes
internal_team_id This field is necessary to specify the team, which must already exist in Veracross. To find the class (team) ID, run a Find Teams query on the Athletics Program homepage and pull in the Internal Class ID field.
school_level This value is an integer, 0-5, that corresponds to the School Level ID found by navigating to “School Levels” on the System homepage. Additionally, this should correspond to the school level for the Athletic “department” of which the team is a part.
grade_level This value is a text field. Run a Grade Level query from the System homepage to ensure an exact match. Can be “Grade Level” or “Long Description” fields from the query.
campus This value may be a text or numeric ID. If text, it must be an exact match as indicated on the Campus List query on the System homepage. Run that query to find the ID.
description This should be the description or title of the event. Note that the maximum length is 100 characters.
start_date Format should be YYYY/MM/DD or MM/DD/YYYY.
start_time Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30).
end_date Format should be YYYY/MM/DD or MM/DD/YYYY.
end_time Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30).
contact_person_id Must be an internal Veracross Person ID. Run a Find Person query in Axiom to find.
primary_resource_id This is representative of the home location for the event, e.g. a court or field that is saved as a resource in Veracross. Run a Find Resources query on the System homepage to locate. In the query design, un-suppress the ID from the results (Style tab, column options).
destination_organization_id This is representative of the opponent’s organization. Run a Find Organizations query on the Main or System homepage to locate.  In the query design, un-suppress the ID from the results (Style tab, column options).
location This field is not specified to either the internal location resource or destination organization. Rather this is a more generic location, e.g. a city and state.
event_status This field indicates the status of an event based upon the entry of one of the following integer choices:
Blank = 0 = N/A
1 = Unconfirmed
2 = Confirmed/Scheduled
3 = Postponed
4 = Cancelled
5 = Delayed
class_departure_time This states what time affected students should leave class and will propagate to student attendance if the integration is enabled for this event. Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30).
campus_departure_time This states the time the team should depart campus, if applicable. Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30).
depart_from This field states the name of the venue from which the team leaves for the event.
venue_departure_time This states what time the team should leave the hosting venue. Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30).
campus_return_time This states the time that the team is scheduled to arrive back at campus and propagates to student attendance if the integration is enabled for this event. Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30).
transportation This field represents the method of transportation that will be in use.
athletic_opponent_id Internal ID in Veracross. Run a Find Opponents report on the Athletic homepage to locate. In the query design, un-suppress the ID from the results (Style tab, column options).
game_type This field designated what type of game this event counts as. The indicates the type based upon the entry of one of the following integer choices.
1 = Preseason
2 = Friendly/Exhibition
3 = Postseason
home_away This field indicated where the game was played by entering either Home, Away, or Neutral.
out_of_conference This field requires a Boolean response depending on if the game is in or out of conference. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
public_visibility This calendar field require a boolean, i.e. true or false, value. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
parent_visibility This calendar field require a boolean, i.e. true or false, value. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
student_visibility This calendar field require a boolean, i.e. true or false, value. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
staff_faculty_visibility This calendar field require a boolean, i.e. true or false, value. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
alumni_visibility This calendar field require a boolean, i.e. true or false, value. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
group_members_visibility This calendar field require a boolean, i.e. true or false, value. To respond “true” either ender 1, Yes, or True. To respond “false” either leave the field blank or enter 0, No, or False.
master_attendance_status This field indicates what status will show on the Master Attendance for people registered for this event. Run an Attendance Status Codes query on the System homepage to find the ID.
class_attendance_status This field indicates what status will show on the Class Attendance for people registered for this event. Run an Attendance Status Codes query on the System homepage to find the ID.
notes Notes are visible in calendars. HTML supported.
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