Objective

This article explains how to Edit / Update student Course enrolments related information in bulk, once you built a bulk list of course enrolments.

Complexity: MEDIUM to HIGH

Page Contents

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.

Assumptions

The user has an understanding of the Australian Tertiary Education System / VET Sector
Student have already been created and enrolled into Courses
The user is able to target with precision only the records that should be included in the bulk update

Key terms and concepts

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

Item

Definition

Bulk List

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.

Implications

Bulk Lists and Editing

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. How to Bulk Course Edit from a list of Students

Click on the Student tab in the side menu
Click on the Search Course option in the side menu.
Select the required course from the Course Name drop box
Select the Enrolment Status required from the enrolment status drop box. (These two are required to produce a list)
Select any other options to reduce the results.
Click on the Search Course Enrolments button
Select the Tick the boxes next to the required students (or tick the select all option at the top of the tick box section).
Scroll to the bottom of the list and click the Add enrolments to list button.
A bulk list of student enrolments has now been created.
If any of the Students need to be removed from the list click on the Remove icon
Click on the Bulk Course Edit option in the side menu.
Update the required fields
Click on the Save All Enrolment button
A list of changes made for each student will be displayed, scroll through the list checking for any errors.

2. How to Bulk Enrol Students into Units

Click on the Student tab in the side menu
Click on the Search Course option in the side menu.
Select the required course from the Course Name drop box
Select the Enrolment Status required from the enrolment status drop box. (These two are required to produce a list)
Select any other options to reduce the results.
Click on the Search Course Enrolments button
Select the Tick the boxes next to the required students (or tick the select all option at the top of the tick box section).
Scroll to the bottom of the list and click the Add enrolments to list button.
A bulk list of student enrolments has now been created.
If any of the Students need to be removed from the list click on the Remove icon
Click on the Bulk Course Edit option in the side menu.
Scroll down to the Scheduled Unit Search section
Enter any combination of Unit Code, Unit Name, Unit Provider, Start Date, End Date (Paradigm requires at least one search criteria)
Click on the Search Scheduled Units button
Click on the tick boxes next to all of the required units (or click on the pencil icon if one one units is required)
Click on the Enrol into Selected Scheduled Units button.
A list of enrolments for each student will be displayed, scroll through the list checking for any errors.

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

Click on Report Builder under Reports from side menu
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
A list of students has now been created.
To remove any students prior to a bulk action click the un-link button

4. How to edit a course for a bulk list of students

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

Click on Report Builder under Reports from side menu
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 list to be generate
Click on the Bulk Course Edit option in the side menu
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.

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Bulk Course Edit