# Edit Session Enrolments as a Student

## Overview <a href="#overview" id="overview"></a>

This knowledge-based article provides an overview of how the system facilitates students in modifying their session enrolments once they have already enrolled in their units for a specific semester and now wish to update their session preferences. To enable this capability, administrators need to maintain specific settings and configurations, ensuring that students can only edit sessions as intended.

## Session Settings and Configurations <a href="#session-settings-and-configurations" id="session-settings-and-configurations"></a>

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

### 1. Time Period Configuration <a href="#id-1.-time-period-configuration" id="id-1.-time-period-configuration"></a>

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

1. Controls when students can use the Students Units Session screen
2. Controls what is editable via the Students Units Session screen
3. 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 are [below](#3.-additional-session-settings-and-configurations).

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2FOe8mCYlegI803nR2haNA%2Fimage.png?alt=media&#x26;token=8d01267e-a2ff-46b0-9327-432d76819941" alt=""><figcaption></figcaption></figure>

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: [Time Periods: Configurations](https://docs.silverband.com.au/home/paradigm-knowledge-base/system-configuration/workflows/time-periods#configuration-periods)

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:

<table data-header-hidden><thead><tr><th width="233"></th><th width="259"></th><th width="198"></th><th width="212"></th></tr></thead><tbody><tr><td><strong>Time Period Id</strong></td><td><strong>Type</strong></td><td><strong>Name</strong></td><td><strong>Note</strong></td></tr><tr><td><strong>SESSION_EDIT</strong></td><td>CONFIGURATION_PERIOD</td><td>Controls what is editable via Student Units Sessions screen</td><td>When today’s date is outside of this time period range, students will see the availability status showing ‘Closed to Changes’. The specified dates must be outside the Start Dates of the Sessions for the Scheduled Units intended for editing. For instance, Scheduled Unit ComSci100 Session 1 begins on 02/14/24, therefore, your SESSION_EDIT Start Date should be earlier than or on that date.</td></tr><tr><td><strong>SESSION_EDIT_PERIOD</strong></td><td>CONFIGURATION_PERIOD</td><td>Controls when Students can use Student Units Sessions screen</td><td>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’.</td></tr></tbody></table>

### 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://docs.silverband.com.au/home/paradigm-knowledge-base/system-configuration/workflows/edit-field-labels#edit-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**                                                |

### 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:

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2F58XynU1oT1Q7rWiXs0Bb%2Fimage.png?alt=media&#x26;token=ab63f007-7cbc-4e8f-9e24-49ea70059f97" alt=""><figcaption></figcaption></figure>

The first two configurations are discussed [above](#1.-time-period-configuration), 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](https://silverband.atlassian.net/servicedesk/customer/user/login?destination=portals) 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

## 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.

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2FSywyuXcWQoLGs6FPJKOn%2Fimage.png?alt=media&#x26;token=3d790b0c-8407-4c51-b9db-75112df9b69a" alt="" width="563"><figcaption></figcaption></figure>

### 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.

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2FEEn8DNQwHQsfRr9JG01x%2Fimage.png?alt=media&#x26;token=3703547e-0ac2-481c-bada-ec41d8f1c428" alt=""><figcaption></figcaption></figure>

### 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:

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2Feuo9SLQzuD7gxDD6yKOt%2Fimage.png?alt=media&#x26;token=1099b8a8-7a27-4ec1-800b-137534073353" alt=""><figcaption></figcaption></figure>

#### 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’.

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2FnqRafmg8g7H0BE3Lo9vZ%2Fimage.png?alt=media&#x26;token=0b097c55-1793-469d-8abc-69bd1771e86e" alt=""><figcaption></figcaption></figure>

### 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.

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2FObRn8raCMKztgYdG4O3d%2Fimage.png?alt=media&#x26;token=c9f28ef0-0b16-42c5-928b-9d404c843240" alt=""><figcaption></figcaption></figure>

## Prerequisite Records

Prior to editing the Student's session enrolments, the following are assumed to be true:

* The correct Time Periods are configured to the session enrolments that you want the students to edit, *see* Time Period Configuration [above](#1.-time-period-configuration)
* The students are already enrolled in the Scheduled Units with the sessions that you want to edit, *see* [Enrol Students in Scheduled Units](https://docs.silverband.com.au/home/paradigm-knowledge-base/student-enrolments/workflows/manage-unit-enrolments/enrol-students-in-scheduled-units)

## Workflow

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 ](https://silverband.atlassian.net/wiki/spaces/PKB/pages/1730576385/Student+Session+Enrolment#Navigate-to-the-page)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.

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2FYYfOfK3yxkZlnu8XQ7m7%2Fimage.png?alt=media&#x26;token=8cd0e28e-4f41-4220-bb76-67c7cf057500" alt=""><figcaption><p>student's Course Enrolments section</p></figcaption></figure>

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.

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2FGIIJieL6nZx9fKo0MU1z%2Fimage.png?alt=media&#x26;token=05f95a6e-3345-4784-bcd9-dd20dbc87cb6" alt=""><figcaption><p>editing the preferred sessions of the student per Unit Enrolment</p></figcaption></figure>

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.

<figure><img src="https://1246578764-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FC21t2SaV2eKaLxvtR27D%2Fuploads%2FNajnNck033N3oV8iDEJ3%2Fimage.png?alt=media&#x26;token=bdb69505-d7e5-4102-a00b-71926b6f8e22" alt=""><figcaption><p>enrolling the student to the preferred session</p></figcaption></figure>

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