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titleKey Terms and Concepts

Key Terms and Concepts

Info

INFO: Older versions of the Bulk Course Edit screen offered only a limited set of course enrolment related fields that could be targeted in a bulk update run. The newer version of this screen allows for the inclusion of any field from the course enrolment record.

Bulk List

A list of one or more process of selection of student data that the user has added to a temporary list for the purposes of performing a bulk action of some kind.

A temporary list of Student on which a bulk action or process is to be performed on. Bulk lists can be generated from the report builder or from the Search Course section. the bulk list needs to include Course Enrolment Id to function.

Report Builder

The Report builder is a tool located in the reports section of the system, that allows for reports to be built and customised to suit the institutions needs.

Firstly the required fields are added to the report, then joiners and options are used to filter the fields and results, and finally the format of the report is selected. Reports can be saved to reused or built and used once as required. Saved reports can be allocated to selected permission levels allowing lower level staff to run reports with the minimal amount of field options required.

Reports can be written directly with SQL if the power user is able to do so.

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Implications

Warninginfo

WARNING

The Bulk Course Edit screen is intended for experienced users of Paradigm with a deep understanding of how bulk changes to records may impact both government and internal reporting obligations.

NOTE

INFO

Older versions of the Bulk Course Edit screen offered only a limited set of course enrolment related fields that could be targeted in a bulk update run. The newer version of this screen allows for the inclusion of any field from the course enrolment record.

Warning

WARNING

The Bulk Course Edit screen is intended for experienced users of Paradigm with a deep understanding of how bulk changes to records may impact both government and internal reporting obligations.

Note

USE CAUTION

When updating bulk information or enrolling students into units in bulk care must be taken to ensure that only the students who should be updated / enrolled appear in the initial list. Errors from bulk updates are much harder to fix as they need to be manually fixed one at a time as there is not a bulk undo option.

This function should be reserved for higher level staff or power users who understand the complexities of the system and also understand.

Workflow

  1. Click on the Student tab in the side menu

  2. Click on the Search Course option in the side menu.

  3. Select the required course from the Course Name drop box

  4. Select the Enrolment Status required from the enrolment status drop box. (These two are required to produce a list)

  5. Select any other options to reduce the results.

  6. Click on the Search Course Enrolments button

  7. Select the Tick the boxes next to the required students (or tick the select all option at the top of the tick box section). 

  8. Scroll to the bottom of the list and click the Add enrolments to list  button.

  9. A bulk list of student enrolments has now been created. 

  10. If any of the Students need to be removed from the list click on the Remove icon 

  11. Click on the Bulk Course Edit option in the side menu.

  12. Update the required fields

  13. Click on the Save All Enrolment button

  14. A list of changes made for each student will be displayed, scroll through the list checking for any errors.

Expand
title1. How to Bulk Edit the Course Edit Enrolment from a list Bulk List of Students
Expand
title2. How to Bulk Enrol Students into Units

  1. Click on the Student tab in the side menu

  2. Click on the Search Course option in the side menu.

  3. Select the required course from the Course Name drop box

  4. Select the Enrolment Status required from the enrolment status drop box. (These two are required to produce a list)

  5. Select any other options to reduce the results.

  6. Click on the Search Course Enrolments button

  7. Select the Tick the boxes next to the required students (or tick the select all option at the top of the tick box section). 

  8. Scroll to the bottom of the list and click the Add enrolments to list button.

  9. A bulk list of student enrolments has now been created. 

  10. If any of the Students need to be removed from the list click on the Remove icon 

  11. Click on the Bulk Course Edit option in the side menu.

  12. Scroll down to the Scheduled Unit Search section

  13. Enter any combination of Unit Code, Unit Name, Unit Provider, Start Date, End Date (Paradigm requires at least one search criteria) 

  14. Click on the Search Scheduled Units button

  15. Click on the tick boxes next to all of the required units (or click on the pencil icon if one one units is required)

  16. Click on the Enrol into Selected Scheduled Units button.

  17. A list of enrolments for each student will be displayed, scroll through the list checking for any errors.

Expand
title3. How to build and produce bulk students report via the report builder

  1. Click on Report Builder under Reports from side menu

  2. Select Student Course Enrolment Details as the base report

  3. Click on the Load Base Report button

  4. Scroll down to the Report Columns section

  5. Select the required fields for the report using the Control button and clicking the required options. Ensure that Course Enrolment Id is included or bulk report will not function correctly.

  6. Click the Add / Remove Columns button. To update the fields selected either select or deselect the required field and click the Add/ Remove Columns button.

  7. Update the Report Column Names and Columns Order numbers as required.

  8. Click the update Columns button to make any alterations.

  9. Scroll down to the Filter Clause section

  10. To filter the returned data clauses can be added either singly or joined together to produce only the required data. E.g. Start date > 01/01/2020 will produce a list of students whose start date is greater than 01/01/2020. But with an additional condition of: Start date > 01/01/2020 AND Funding Type is Fee -Help the data will include students who have both criteria. (For more information on this please see the Report builder KB)

  11. Scroll down to the Format Report section.

  12. Select the Bulk Student select option.

  13. Click the Produce Report button.

  14. A List of Student who meet the selected criteria will appear.

  15. Click the tick boxes next to the required students, alternatively click the tick all option.

  16. Scroll to the bottom of the page.

  17. Click the Add selected to list button

  18. A list of students has now been created.

  19. To remove any students prior to a bulk action click the un-link button

Please note:

 How to Bulk Edit the Course Enrolment from a Bulk List of Students

Expand
title4. How to edit a course for a bulk list of students
Note
Status
colourBlue
titleSTEP 1
Create the Bulk List of Students to Enrol

There are three ways to create the bulk list of students that you want to enrol to scheduled units via the Paradigm’s User Interface. Depending on the complexities of your student cohort / criteria, and how your current students' data are coded, you have the option to choose either of these three possible ways in creating your bulk list:

(
Status
colourGreen
title1
) Search Course screen (Student > Search Course)

You can search for students via this screen by Course Name, Enrolment Status, Institution, Funding Type, Start and End Date, Contact Mode and Hours, Order By, and Agent.

Refer to the instructions on this workflow How to ADD a List of Students to a Bulk List.

(
Status
colourGreen
title2
) Upload Bulk List screen (Student > Upload Bulk List)

Upload a list from a CSV Source File. You can use this option if you have an existing (valid with all the required fields matching to Paradigm) CSV file with a list of students that you want to enrol to the scheduled units.

Refer to the instructions on this workflow Student > Upload Bulk List.

(
Status
colourGreen
title3
) Report Builder screen (Report > Report Builder)

If you want to build a list of students to enrol using your existing saved report or generate a new report with your own criteria / conditions, then this is the best way for you to create the bulk list.

Refer to the instructions on this workflow Report Builder > Bulk Student Select.

Status
colourBlue
titleSTEP 2
Edit the Course Enrolment in Bulk

After creating the bulk list of students to whichever method you choose from the options above, you are now ready to proceed to editing the Course Enrolments details of the students in bulk.

NOTE:

You should have a bulk list ready [following from the

Status
colourBlue
titleSTEP 1
instructions above] before you can proceed to following the instructions below. In the sample screenshot below, the Search Course screen is being used to generate the students' bulk list – this should be the initial screen prior to editing the course enrolment in bulk.

You can also remove student(s) at this stage (by clicking the REMOVE button on the right – against the student record to be removed) whom you don’t want to include in the bulk course edit action.

Note

BE ADVISED:

Bulk actions are much harder to undo, please ensure only the required students are added to the bulk list.

  • Click on Reports in the side menu and click on the Report Builder option

  • Select Student Course Enrolment Details as the base report

  • Click on the Load Base Report button

  • Scroll down to the Report Columns section

  • Select the required fields for the report using the Control button and clicking the required options. Ensure that Course Enrolment Id is included or bulk report will not function correctly.

  • Click the Add / Remove Columns button. To update the fields selected either select or deselect the required field and click the Add/ Remove Columns button.

  • Update the Report Column Names and Columns Order numbers as required.

  • Click the update Columns button to make any alterations.

  • Scroll down to the Filter Clause section

  • To filter the returned data clauses can be added either singly or joined together to produce only the required data. E.g. Start date > 01/01/2020 will produce a list of students whose start date is greater than 01/01/2020. But with an additional condition of: Start date > 01/01/2020 AND Funding Type is Fee -Help the data will include students who have both criteria. (For more information on this please see the Report builder KB)

  • Scroll down to the Format Report section.

  • Select the Bulk Student select option.

  • Click the Produce Report button.

  • A List of Student who meet the selected criteria will appear.

  • Click the tick boxes next to the required students, alternatively click the tick all option.

  • Scroll to the bottom of the page.

  • Click the Add selected to list button

  • Wait for the page to refresh and the list will be generated

  • Under the Student menu, click on the Bulk Course Edit option

  • Remove any required students by clicking on the remove or unlink icon

  • Scroll down to the Enrolment Details section

  • Update the required field and click the Save All Enrolments button.

    • Check for any error messages.

    Image Added

    Status
    colourGreen
    title1
    Choose Student > Bulk Course Edit menus on the side. Note the final list of the students to be edited is shown on the COURSE ENROLMENT BULK LIST section.

    Status
    colourGreen
    title2
    Under the ENROLMENT DETAILS and GRADUATION sections, edit/update the required fields.

    Status
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    title3
    Click the SAVE ALL ENROLMENTS button to save the changes to the bulk list of students, refer to the table below for a brief description of all the other buttons/actions that you can do in the bulk course edit screen.

    Image Added

    Status
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    title4
    A list of changes made for each student will be displayed, scroll through the list checking for any errors.

    Image Added

    Course Enrolment Buttons / Actions

    Brief Description

    CALCULATE GPA

    CALCULATE CREDIT POINTS ENROLLED

    CALCULATE CREDIT POINTS EARNED

    CREATE COURSE PLANS

    CALCULATE WEIGHTED GPA

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