Overview
Enrolling students to scheduled units in bulk is made possible via the search course, upload bulk list, and report builder generation of students list, and using the bulk course edit screen to enrol students into scheduled units. Note that when using this method, all students in the bulk list are being enrolled into the exact same set of scheduled units. If there are multiple cohorts with differing unit selection requirements, then the import wizard will be more efficient, see below IMPORT WIZARD notes.
IMPORT WIZARD [Processing New Unit Enrolments Notes]
This is recommended for bulk enrolments which requires multiple cohorts with differing unit selection requirements.
If you choose this method, please keep in mind the following:
In your source data file, you have to make sure that you have something to uniquely identify the (1) student (e.g. student number); (2) the student course enrolment (e.g. course enrolment ID, OR the combination of course code and start date if that combination is unique per student);(3) and the scheduled unit (e.g. the scheduled unit ID or a sufficient number of the following fields to achieve uniqueness: unit code, start date, delivery method, delivery provider, census date)
Seek advise from the Silverband Support Team to review the import profile before it is used. This may reduce the chance of an unintended update impacting upon the data quality.
You can read an overview on how our Import Wizard works through this article: System > Import Wizard
To proceed with bulk enrolling students to the exact same set of scheduled units, refer to the Workflow below:
Workflow
STEP 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 suggested ways in creating your bulk list:
(1) 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.
(2) 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.
(3) 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.
STEP 2 Enrol to Scheduled Units
After creating the bulk list of students to whichever method you choose from the options above, you are now ready to proceed to enrolling the students to scheduled units.
1. Choose Student > Bulk Course Edit menus on the side. Scroll down to the SCHEDULED UNIT SEARCH section. Search by Unit ID or Unit Name if you want only one specific scheduled unit, else, you can search by Unit Provider, Start and End Date, and Status. Click the SEARCH SCHEDULED UNIT button.
2. You can narrow down your search further by (1) typing more keywords on the Filter Box (highlighted in RED with an arrow in the screenshot below). Once you have the scheduled unit results, (2) select the scheduled unit(s) that you want the students to be enrolled to by putting a checkmark against each scheduled unit checkboxes. Select all scheduled units by clicking the checkbox on the header column on the upper right corner of the table.
(3) After selecting the scheduled unit(s), you have the option to set the Enrolment Status to Enrolled and then (4) click the ENROL INTO SELECTED SCHEDULED UNITS button.
3. After clicking the enrol button, check under the STUDENT RESULT LIST section for any errors. If all goes well, you should have a result list with SUCCESS messages, the same as the sample screenshot below.
The students are now successfully enrolled to the scheduled unit(s). To check, you can load a student record and check under the UNIT ENROLMENTS section.