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SUMS Guide – Elections Import Tool

The Elections Import Tool provides you with 2 templates in which you can bulk upload your academic and Student Group elections.

Before you complete your import templates, ensure you create a template election to determine all of the parameters of your elections, such as:

  • Nomination Dates
  • Voting Dates
  • Nomination/Manifesto Requirements

Have a look at our elections guide for further information before uploading your data: [https://docs.sums.su/user-guide/elections/creating-an-online-election/]

Accessing your Import Templates

Within the Elections module, select ‘Elections’ and click the ‘Import’ button.

From here, select whether you wish to complete an academic or Student Group elections import, and click ‘Example’ alongside whichever you require to obtain the import template.

Academic

Once you have downloaded a blank import template for academic elections, you will be provided with the following columns:

  1. template_id* – system id of the example election you have created for this set of elections
  2. course_code
  3. year_of_study
  4. school_code
  5. college_code
  6. report_id
  7. number_of_positions*

Note: Required fields are marked with an asterisk.

You will need to complete either column 2, 4 and 5, and include column 3 if year of study is also required.

To import your elections:

  1. Enter all of your relevant data and save the file in a CSV format;
  2. Click ‘Browse’ alongside the relevant election type to find and select your document;
  3. Click ‘Submit’ to import the data.

If you have attempted to import a template that contains inaccurate data, such as an invalid course code, the import will error and confirm which data is incorrect. The import will fail, and no elections will be uploaded until a complete and accurate data file is selected.

Student Groups

Please note: the template for this import tool has recently been updated. Please download the template again instead of using a previous file to ensure the correct one is used._

Once you have downloaded a blank import template for Student Group elections, you will be provided with the following columns:

  1. parent_id* – system id of the example election you have created for this set of elections
  2. group_id*
  3. committee_position_id*
  4. number_of_positions*

Note: Required fields are marked with an asterisk.

To import your elections:

  1. Enter all of your relevant data and save the file in a CSV format;
  2. Click ‘Browse’ alongside the relevant election type to find and select your document;
  3. Click ‘Submit’ to import the data.

Updated on 27th April 2023