Overview

This knowledge base article outlines how the system supports students to amend their session enrolments after they have already been enrolled in their units during a given semester and they now wish to change their session preferences. As an administrator, there are settings and configurations that need to be maintained to ensure that the student can only edit sessions as intended.

Complexity MEDIUM

Session Settings and Configurations

There are three configurations that are related to the Student Session Enrolment screen:

1. Time Period Configuration

If you are a Full Admin user of the system, you will see a SESSION CONFIGURATION section above the screen with the following information:

Controls when students can use Students Units Session screen
Controls what is editable via Students Units Session screen
Additional Controls that may be optionally enabled

The first two are time period configurations that will be discussed here, while the third one is to be configured by the Silverband Support team only- more details here.

The two configuration periods help you to restrict when students are able to amend their session enrolments, as well as allow you to control the data that is editable on the screen.

For information on how to edit a configuration time period within your system refer to our article here: https://silverband.atlassian.net/wiki/spaces/PKB/pages/984994/Edit+Time+Period#D.-Edit-Configuration-Period

Follow the menu path: System > Edit Time Period, then choose the type of Configuration Period, click the Search Time Period button and search for records that have the following Time Period Ids:

	Time Period Id	Type	Name	Note
1	SESSION_EDIT	CONFIGURATION_PERIOD	Controls what is editable via Student Units Sessions screen	When today’s date is outside of this time period range, students will see the availability status showing ‘Closed to Changes’
2	SESSION_EDIT_PERIOD	CONFIGURATION_PERIOD	Controls when Students can use Student Units Sessions screen	When the session period is outside of this time period range, students can access the session screen but they will see the availability status showing ‘Not Accepting Changes’.

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2. Label Id and Value Reference Table

Based on the label value you see on the screen, you can search for the corresponding label id and edit that label value to suit your institution:

The workflow on how to edit labels is in our knowledge base article here: https://silverband.atlassian.net/wiki/spaces/PKB/pages/984947/Edit+Form+Labels#b.-Editing-Form-Labels-by-Searching

Label Id - Search and edit the Label	Label Value - what to show in the Availability column
`session_status_sessionEdit`	Closed to Changes
`session_status_sessionEditPeriod`	Not Accepting Changes
`session_status_daysToEdit`	Not Accepting Changes - Deadline has Passed
`session_status_censusBlock`	Not Accepting Changes - Census Date has Passed
`session_status_restricted`	Session is Restricted
`session_status_available`	Session is Available
`session_status_cancelled`	Session is Cancelled
`session_status_noClass`	Session is Required
`session_status_noGroup`	Session is Mandatory
`session_status_duplicate`	Cannot enrol in duplicate sessions
`session_status_onlyOption`	Enrolment Required
`session_status_classFull`	Class is Full
`session_status_mandatorySibling`	Session shares the same group as a mandatory enrolment
`session_status_enrolled`	Enrolled
`session_status_available`	Available
`session_status_unknown`	Available or Enrolled
Table column headings (if you wish to make changes)
`scheduled_unit_session_sessionDay`	Session Day
`scheduled_unit_session_startDate`	Date
`scheduled_unit_session_startTime`	Start Time
`scheduled_unit_session_endTime`	End Time
`scheduled_unit_session_sessionType`	Session Type
`scheduled_unit_session_teacher`	Teacher

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3. Additional Session Settings and Configurations

If you are a Full Admin user of the system, you will see a SESSION CONFIGURATION section above the screen with the following information:

The first two configurations are discussed above, while the third one is maintained by the Silverband Support Team only. If you need to change the following logic, please raise a helpdesk ticket and our team will be able to assist you:

Block changes on the Student Session Enrolment Screen when the census date has passed
Days after the scheduled unit start date where students are allowed to edit sessions via the Student Session Enrolment screen

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Session Enrolment Sections

Refer to the following notes on the different sections when editing the sessions:

Navigate to the page

Student Permission Level

The students can access the page via the Student > Sessions menu on the side.

Admin Permission Level

The Session Enrolment screen can be accessed via the Student > Course Enrolment > Sessions menu on the side.

A Note when Loading the page

This screen (student_units_sessions.php) allows students to amend their session enrolment directly.

When a student uses this URL directly (…/student_units_sessions.php) without loading the Student Summary screen first, they might encounter the following error message that prompts them that they must load a course enrolment before beginning their session selections.

This is the same for Admin users, a student course enrolment record must be loaded first, else, an error in the screenshot below will be displayed.

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Course Enrolments Section

This section displays a list of past and current course enrolments for the student. To ensure the correct course enrolment is loaded, you can click on the binoculars icon to switch between the currently loaded course enrolment record.

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Session selection scenarios

Scenario 1

When a class reaches its capacity, students will see the Availability message ‘Class is Full' and the session will no longer be selectable as shown in the screenshot:

Scenario 2

When today’s date is outside of the time period id 'SESSION_EDIT', students will see the availability column showing the status ‘Closed to Changes’.

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Session Enrolment Status

When the student successfully enrols at the session time they chose, the Availability status changes from ‘Available’ to ‘Enrolled' and the success message is shown at the top of the screen.

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Workflow

NOTE:

The instructions below assume that you have already configured the correct time period and the students are already enrolled on the units.

1. For admin users, load the student and the course enrolment record where you want to edit the sessions, while for students, log in to your account and load the Summary screen, see above notes.

2. Navigate to Student > Sessions menus for Student Access level or Student > Course Enrolment > Sessions menus for Admin users of the system.

3. For students with two or more course enrolment records in the system, go to the COURSE ENROLMENTS section and select the required course, else, proceed to the next step.

4. With the Course Enrolment record loaded, navigating to the Sessions page will display all the unit enrolments and sessions. Edit the preferred sessions per unit enrolment.

5. After selecting the preferred session, click the ENROL INTO SELECTED SESSIONS button. A success message will appear and the student is now enrolled on those selected sessions. Note the status will now be set as Enrolled on those sessions that you just enrolled into.

6. Repeat steps 4-5 to edit the preferred session on other enrolled scheduled units.

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