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This article outlines the full manual process for preparing, editing, and importing Canvas data loads.

Canvas Manual Data Loads – Processes & Procedures

OIT Instructional Design & Technology (IDT)
Updated: 11/13/2025

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Overview

This article outlines the full manual process for preparing, editing, and importing Canvas data loads. Tasks include retrieving source files from Campus Solutions, preparing user/course/section/enrollment files, and importing the final datasets into Canvas via SIS Import.

1. Retrieve and Save Source & Destination Files

1.1 Log in to Campus Solutions

1. Log into Campus Solutions.

2. Navigate to Query Viewer:

   • Use the top search bar, or

   • Go to NavBar → Menu → Reporting Tools → Query → Query Viewer

1.2 Run and Download Queries

Download all five queries as Excel spreadsheets.

If you do not have access, contact Sam H, Jenn R, or Jenni WO to run them.

Queries to download:

• UHCL_CANVAS_COURSE_FEED

• UHCL_CANVAS_FACULTY_FEED

• UHCL_UHCL_CANVAS_FCLTY_CRSE_FEED

• UHCL_CANVAS_STDNT_CRSE_FEED

• UHCL_CANVAS_STUDENT_FEED

1.3 Save Files with Correct Naming Format

Open all five downloaded files and save them using the following conventions:

Recommendation: Use a temporary working folder (e.g., “Canvas Data Processing”) before transferring final files to Teams for long-term storage.

Faculty Users

• Original: UHCL_CANVAS_FACULTY_FEED_YYYYMMDD

• Working file: users-TERM-faculty-YYYYMMDD
  Example: users-FA25-faculty-20251014

Student Users

• Original: UHCL_CANVAS_STUDENT_FEED_YYYYMMDD

• Working file: users-TERM-students-YYYYMMDD
  Example: users-FA25-students-20251014

Course & Section Files

• Original: UHCL_CANVAS_COURSE_FEED_YYYYMMDD

• Working files:

  • courses-TERM-YYYYMMDD

  • sections-TERM-YYYYMMDD

Faculty Enrollments

• Original: UHCL_UHCL_CANVAS_FCLTY_CRSE_FEED_YYYYMMDD

• Working file: enrollments-TERM-faculty-YYYYMMDD

Student Enrollments

• Original: UHCL_CANVAS_STDNT_CRSE_FEED_YYYYMMDD

• Working file: enrollments-TERM-students-YYYYMMDD

2. Create Sections Spreadsheet

A dedicated query for Sections will exist in the future. Until then, follow the manual steps below.

Steps

1. Open sections-TERM-YYYYMMDD.xlsx

2. Delete Row 1

3. Delete these columns (listed in reverse order to prevent shifting):

   • Column I — course_format

   • Column E — term_id

   • Column D — account_id

   • Column C — long_name

4. Rename columns:

   • short_name → name

   • course_id → section_id

5. Insert a new column between A (section_id) and B (name); label it:
   course_id

6. Copy all data from section_id column and paste it into course_id

7. Save the file

8. Save a second copy as CSV (UTF-8)
   Required for Canvas import

3. Edit Remaining Files for Import

3.1 Convert User and Course Files

For each of the following files:

• users-TERM-faculty-YYYYMMDD

• users-TERM-students-YYYYMMDD

• courses-TERM-YYYYMMDD

Perform:

1. Open file

2. Delete Row 1

3. Save final .xlsx

4. Save another copy as CSV (UTF-8)

3.2 Update Enrollment Files with Section IDs

Faculty Enrollments

1. Open enrollments-TERM-faculty-YYYYMMDD.xlsx

2. Delete Row 1

3. Open the sections CSV file and copy the section_id column

4. Paste it into the section_id column in the faculty enrollments file

5. Save as Excel

6. Save another copy as CSV (UTF-8)

Student Enrollments

Repeat steps above for:

• enrollments-TERM-students-YYYYMMDD

4. Import Files into Canvas

4.1 Access SIS Imports

1. Log into Canvas

2. Click Admin

3. Select University of Houston – Clear Lake

4. Click SIS Import

4.2 Import Files in Correct Order

Important: You MUST import in the correct sequence.

Do NOT check any additional boxes during import.

Required import order:

1. courses-TERM-YYYYMMDD.csv

2. sections-TERM-YYYYMMDD.csv

3. users-TERM-faculty-YYYYMMDD.csv

4. users-TERM-students-YYYYMMDD.csv

5. enrollments-TERM-faculty-YYYYMMDD.csv

6. enrollments-TERM-students-YYYYMMDD.csv

4.3 Processing Time

• Smaller imports: seconds to 1 minute

• Student enrollments: up to 10 minutes

4.4 Warnings & Errors

• Review any warnings after each import

• Correct source file if necessary and re-import

5. Final Notes

• Always ensure you are selecting the CSV (UTF-8) version, not XLSX.

• Date format in filenames must be consistent (YYYYMMDD).

• Original (unedited) files should be kept as backups.

• After processing, move all files to the Canvas Teams space for storage.