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The Bulk Course Edit screen is used to edit course enrolment details which requires sometimes to be edited in bulk for data entry efficiency. There are two bulk actions involve involved to complete this workflow, one is to bulk generate the student list, then the Bulk Course Edit screen to edit some course enrolment fields. This knowledge article will provide a workflow on for editing/updating students' course enrolments enrolment-related information in bulk.

Complexity:

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Navigation

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How-to Guide(s)

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titleAssumptions

Assumptions

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The user has an understanding of the Australian Tertiary Education System / VET Sector;

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Student have already been created and enrolled into Courses; and

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Key Terms and Concepts

Key Terms and Concepts

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.
Info
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titleCreating Bulk List in Paradigm

Bulk List

A list of one or more process processes 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 Students 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 The bulk list needs to include Course Enrolment Id to function.

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titleCreating Bulk List using Report Builder

Creating Bulk List using Report Builder

The Report builder 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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titleBulk Course Edit - Available Fields to Edit

Bulk Course Edit - Available Fields to Edit

ENROLMENT DETAILS section

Description

Study Area

Study Specialisation

Course Major Study

Course Minor Study

Course Major Study

Course Minor Study

Acceptance Status

Acceptance Date

Interview Date

Start Date

Expected End Date

Contact Hours(Full/Part)

Funding Type

Fee Type

Contact Mode

Enrolment Status

Withdrawal Date

Withdrawal Reason

Withdrawal Comment

Student Card Received

Minimum Credit Points Enrollable

Maximum Credit Points Enrollable

Online Credit Point Time Period

Withdrawn by Registrar

Date

Offer Date

Resident in Australia

Progression Level

Progression Status

Progression Level Date Set

Agent Commission Percentage

Agent

Agent Commission Percentage 2

Agent 2

Select Field Name

GRADUATION section

Description

Graduand

Graduation Date

Graduation Status

Certificate

Certificate Date

Graduated Award

Award Application Date Sent

Award Application Date Received

Attending Ceremony

Academic Dress Required

Ceremony Date

Ceremony Location

Parchment Number

Academic Requirements Complete

All Requirements Complete

Notes

ACTIONS

Description

Calculate GPA

Calculate Credit Points Enrollable

Calculate Credit Points Earned

Save All Unit Enrolments

Request Student Card

Create Course Plans

Calculate Weighted GPA

Implications

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.

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.

Workflow

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title1. Bulk Edit the Course Enrolment Enrolments from a Bulk List of Students

 How to Bulk Edit

the

Course

Enrolment

Enrolments from a Bulk List of Students

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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 edit the course enrolments via 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 of creating your bulk list:

(
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) 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.

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) 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 unitsedit the course enrolment details.

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

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) 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.

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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 edit the Course Enrolments details of the students in bulk.

NOTE:

You should have a bulk list ready [following from the

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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.

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

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

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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.

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

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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title2. Bulk Enrol Students to Scheduled Units

Refer to this how-to guide: How to Bulk Enrol Students to Scheduled Unitsfor the instructions.

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