As an alternative to entering the applicant Code Numbers individually via the keyboard, the ROLIC system provides the option of entering a new program Rank Order List by reading the information directly from a text file produced by another software program (e.g., a spreadsheet or word processing program).

If you have a relatively long list of applicant choices for a program (more than 25 ranks) that already exists in some other software on your computer, you may find that importing the list into the ROLIC system may be easier than keying the applicant Code Numbers one at a time. You can transfer a program Rank Order List from other software directly into the ROLIC system if you can create a text file on your computer in an acceptable format, containing the rank numbers and applicant Code Numbers for all the applicants you wish to rank.

The data file to be imported must be a text file ending with the extension .txt - e.g., progrol.txt.

Record Format of the Text File

The ROLIC system uses only the rank number and the applicant Code Number to identify a ranked applicant. Other information may be included in the text file (e.g., applicant name, school of graduation, etc.) but will be ignored. Your text file must comply with the following format:

• Each choice (combination of rank number and applicant Code Number) must be on a separate line or record in the file. Both the rank number and applicant Code Number must occur within the first 80 characters of the line.
  
  
• The first set of numeric characters on each line must be the rank number for that choice. Rank numbers can be from one to four digits in length.
  
  
• The rank number must be followed by at least one non-numeric character (e.g., blank, comma, quotation mark, letter).
  
  
• The second set of numeric characters on each line must be the 5-digit applicant Code Number for that choice.
  
  
• If there are any other numeric characters on the line they must follow and be separated from the applicant Code Number by at least one non-numeric character (e.g., blank, comma, quotation mark, letter).
  
  
• Non-numeric characters may occur anywhere on a line.
  
  
• Choices can be in any sequence in the text file.

Examples of correct line formats for ranking T. Smith (applicant Code Number 54321) as rank number 10 are shown below:

T SMITH 010 54321 123
"T SMITH",10,54321,123
"0010","54321"

Examples of incorrect line formats for ranking the same applicant as a tenth choice are shown below, along with an explanation of the format problem:

Incorrect	Reason
T SMITH 010 54321123	No separator between applicant Code Number and following digits.
"123","0010","54321"	Numeric characters precede the rank number.
"T SMITH",10,123,54321	Numeric characters between the rank number and applicant Code Number.
1054321TSMITH	No non-numeric character between the rank and applicant Code Number.
"9","34215" "10","54321"	Two applicants on the same line.

Procedure For Importing a Rank Order List

1. Produce a printout from your other software of the applicants to be ranked - preferably in rank number sequence - for proofing the Rank Order List to be created in the ROLIC system. This step is optional but highly recommended.
   
   
2. Sign on to the ROLIC system in the usual manner.
   
   
3. Click on the Import Choices from a File button at the bottom of the initial program information screen.
   
   
4. Follow the instructions on the screen to identify the text file of rankings to be imported, and to complete the import process.

The ROLIC system will read the file and perform checks to ensure that the applicant Code Numbers and rank numbers are correct. If any problems are detected in the data, they will be reported to you on the screen and you will then have the option to proceed, or to cancel the process of importing the Rank Order List from the text file.

If you cancel the data import, no imported information will be saved. You may correct the text file if necessary and try to import it again, or you may enter the program Rank Order List via the keyboard.

If you proceed with the import, the Rank Order List will be created in the ROLIC system, just as if you had typed in the applicant Code Numbers individually. You will then have an opportunity to make changes or corrections to the list within ROLIC, if necessary. You can add, delete, insert or move choices within the ROLIC system in the usual manner. When the Rank Order List is finalized, you will have to certify the list. A copy of the final certified Rank Order List should also be printed from the ROLIC system for your records before the Rank Order List deadline.

© 2012 NMS