Overview

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 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 for editing/updating students' course enrolment related information in bulk.

Complexity: MEDIUM to HIGH

Key Terms and Concepts

Creating Bulk List in Paradigm

Bulk List

A list of one or more 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 Students on which a bulk action or process is to be performed. 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.

Creating Bulk List using 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.

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Withdrawn by Registrar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:

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:

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.

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

1. Bulk Edit Course Enrolments from a Bulk List of Students

How to Bulk Edit Course Enrolments from a Bulk List of Students

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 edit the course enrolments 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:

(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 edit the course enrolment details.

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 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 STEP 1instructions 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.

BE ADVISED:

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

1 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.

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

3 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.

4 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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2. Bulk Enrol Students to Scheduled Units

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

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Related Pages

Page:

How to Bulk Enrol Students to Scheduled Units
Page:

QILT SES Reporting
Page:

Report Builder

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