Learning Objective Repository – Importing via XLSX (Sysadmin)

TABLE OF CONTENTS

• 1 Introduction
  • 1.1 Achievement levels (Assessment settings)
• 2 XLSX File Structure
  • 2.1 Required columns
  • 2.2 Element types
• 3 Preparing the XLSX File
  • 3.1 Set up the spreadsheet
  • 3.2 Add a root folder
  • 3.3 Add subjects
  • 3.4 Add categories (optional)
  • 3.5 Add learning objectives
  • 3.6 Add criteria (optional)
  • 3.7 Add descriptors (optional)
• 4 Importing the File
• 5 After Import
• 6 Download Example File
• 7 Technical Information
• 8 Troubleshooting
  • Descriptor text is missing or appears under the wrong achievement level
  • Subject does not appear when adding objectives to a course
  • Cannot access the repository from the Admin section

1 Introduction

You can create and import a complete learning objective repository structure using an XLSX file. This method is suitable for preparing large curriculum structures externally before uploading them to itslearning.

The import process consists of two stages: preparing the XLSX file with the correct structure, then uploading it through the Admin section.

1.1 Achievement levels (Assessment settings)

Before preparing Descriptor rows (see section 3.7), check how the assessment scale is configured for the course or courses where these learning objectives will be used. This scale is configured separately from the learning objective repository, and it determines how rubrics are displayed in a course.

Where to find it: Course settings → Learning Objectives → Assessment settings → Achievement levels.

Here, an administrator or teacher defines:

• Number of levels – for example 4.
• Achievement level labels – the name shown for each level, ordered from the lowest to the highest. A common setup is Below basic, Basic, Proficient, Advanced.

Course settings:

Learning Objectives:

Assessment settings:

Achievement levels:

2 XLSX File Structure

The XLSX file uses a hierarchical structure in which each row represents one element. The ParentID column links each element to its parent level in the hierarchy.

2.1 Required columns

The file must contain exactly the following five column headers in row 1. Header names are case-sensitive and must be typed exactly as shown.

2.2 Element types

Each row in the file must be assigned one of the following six element types. The type determines the hierarchy level and which parent elements are valid.

3 Preparing the XLSX File

3.1 Set up the spreadsheet

1. Open Excel or another spreadsheet application.
2. Create a new sheet.
3. Add the following column headers in row 1, exactly as shown:

3.2 Add a root folder

1. In row 2, add your top-level folder.
2. Leave the ParentID column blank.
3. Set Type to Folder.
4. Enter a unique ID and a descriptive Title.

Example:

3.3 Add subjects

1. Add one row for each subject.
2. Set ParentID to the ID of the parent folder (e.g. MAT).
3. Set Type to Subject.
4. Use short, unique IDs (e.g. MAT_NUM).
5. Enter a descriptive title (e.g. Numbers and operations).

Example:

3.4 Add categories (optional)

Categories organise learning objectives within subjects. Categories can be nested within other categories to create deeper structures.

1. Add a row for each category.
2. Set ParentID to the relevant subject ID or parent category ID.
3. Set Type to Category.
4. Enter a descriptive title (e.g. Year 3, Calculation).

Example:

3.5 Add learning objectives

1. Add a row for each learning objective.
2. Set ParentID to the relevant subject ID or category ID.
3. Set Type to LO.
4. Enter a clear, specific title describing the skill or knowledge.

Example:

3.6 Add criteria (optional)

Criteria define assessment standards for learning objectives. Add criteria only if you use rubrics in your assessments.

1. Add a row under the relevant learning objective.
2. Set ParentID to the learning objective ID.
3. Set Type to Criterion.
4. Enter a short title describing what is being assessed.

Example:

3.7 Add descriptors (optional)

Descriptors define performance levels for each criterion. Add one descriptor row for each performance level in your rubric.

1. Add a row for each performance level.
2. Set ParentID to the criterion ID.
3. Set Type to Descriptor.
4. In Title, enter the level name (e.g. Low, Medium, High).
5. In Description, enter a detailed explanation of what performance at this level looks like.

Example:

The completed file should look like this:

4 Importing the File

1. Save your spreadsheet as an XLSX file.
2. In itslearning, navigate to Admin → Learning objective repository.
3. Select the appropriate school or site repository.
4. Click Import curriculum.
   
5. Click Browse and select your XLSX file.
   
6. Click Upload file.
7. Review the repository tree to verify all elements imported correctly.
   

5 After Import

Once the import is complete:

• All folders, subjects, categories, and learning objectives appear in the repository tree.
• Subjects display as unpublished (red icon) until you publish them.
• You can edit or extend the structure using the standard interface.
• The repository is available to teachers once subjects are published.

6 Download Example File

An example XLSX file is available in the import interface. Click the here link under "Download an example file" to access a correctly formatted template.

7 Technical Information

8 Troubleshooting

Descriptor text is missing or appears under the wrong achievement level

Symptoms: When a learning objective's rubric is displayed in a course, one or more achievement levels show no descriptor text, or a descriptor's text appears under a different level than intended.

Cause: The number of Descriptor rows for a Criterion does not match the number of achievement levels configured under Course settings → Learning Objectives → Assessment settings. Descriptors are matched to achievement levels by position, lowest first. If there are fewer descriptors than configured levels, the lowest level or levels are left without text.

Solution:

1. Check Course settings → Learning Objectives → Assessment settings → Achievement levels to find the configured number of levels.
2. Edit the Criterion in the repository, or update the XLSX file and re-import, so that it has exactly one Descriptor for each achievement level, ordered from lowest to highest.

Prevention: Confirm the achievement level configuration (see section 1.1) before preparing Descriptor rows, and design each Criterion's rubric to match the configured number of levels.

Subject does not appear when adding objectives to a course

Symptoms: The subject list is empty or expected subjects are missing when adding objectives to a course.

Cause: The subject is not published, or it belongs to a different repository level.

Solution:

1. Open the repository.
2. Verify that the subject displays a green published icon.
3. Confirm the user is connected to the correct school or site.

Prevention: Publish subjects immediately after creating learning objectives.

Cannot access the repository from the Admin section

Symptoms: The "Learning objective repository" link does not appear in the Admin section.

Cause: The user does not have the Learning objectives repository management permission.

Solution:

1. Edit the user profile or policy.
2. Enable Learning objectives repository management at School or Site level.

Prevention: Assign this permission during onboarding for all curriculum-responsible profiles.