Enrol via Bulk Course Edit Screen

This page contains instructions on how to enrol students in Scheduled Units via the Bulk Course Edit Screen

Overview

Enrolling via the Bulk Course Edit screen is applicable if the bulk list of students can be enrolled on the same Scheduled Units. You have different options to generate your bulk list of students. When selecting the Scheduled Units, you will be presented with search criteria where you need to make sure that the students that have been selected are intended to be enrolled in those units.

Prerequisite Records

Prior to enrolling students into Scheduled Units, the following are assumed to be true:

• The Scheduled Unit records that you want to enrol students into, have already been created and have been TCSI validated (if reportable to the government), see Add Scheduled Units

• The Time Periods have been configured accurately, see Time Periods: Enrol Students in Scheduled Units via Course Plan Requirements

• The student is already enrolled in the Course where the Scheduled Units you want the student to enrol into belong, see Enrol in Courses or Scheduled Programs.

• The Student records already exist for the students whom you want to enrol into the Scheduled Unit

Workflow

There are three ways to create the bulk list of students that you want to enrol on Scheduled Units via 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 of creating your bulk list:

Make sure to choose a workflow that includes both the Student Number and Course Enrolment Id columns when generating a bulk list of students.

• Search Course screen - You can search for students' course enrolment records 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: Add Students to a Bulk List via Student Search Course

• Upload Bulk List screen - Upload a list from a CSV Source File. You can use this option if you have an existing (valid with the 5 required fields matching to Paradigm) CSV file with a list of students and their Course Enrolment IDs that you want to enrol on the scheduled units. Refer to the instructions on this workflow: Upload Bulk List of Students

• Report Builder screen - If you want to build a list of students and their Course Enrolment IDs to enrol using your existing saved report, or generate a new report with your own filters or conditions, then this is the best way for you to create the bulk list. Refer to the instructions in this workflow: Advanced Report Builder - Bulk List Creation

1. Create the Bulk List of Students to enrol on Scheduled Units.

Whichever method you choose from above, you should have a bulk list of students similar to the screenshot below. You still have the option to finalise your list by clicking the REMOVE button against the records that you wish to exclude.

Course Enrolment bulk list created via the Student > Search Course menu

2. After creating the bulk list of students, you are now ready to proceed to enrol the students in Scheduled Units.

3. Choose Student > Bulk Course Edit menus on the side. Scroll down to the bottom of the screen to the SCHEDULED UNIT SEARCH section.

4. Search by Unit ID or Unit Name if you want only one specific scheduled unit, or you can search by Unit Provider, Start and End Date, and Status. Click the SEARCH SCHEDULED UNIT button.

searching for Scheduled Units

5. You can narrow down the results of your search further by (#1) typing more keywords in the Filter Box. Once you have the Scheduled Unit results, (#2) select the Scheduled Unit(s) that you want the students to be enrolled in by putting a checkmark against each Scheduled Unit checkbox. Select all Scheduled Units by clicking the checkbox on the heading row in the upper right corner of the table.

6. After selecting the scheduled unit(s), you have the option (#3) to set the Enrolment Status to Enrolled (or any other value from the option list) and then (#4) click the ENROL INTO SELECTED SCHEDULED UNITS button.

enrolling students in bulk to the selected Scheduled Units

7. 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.

8. The students have now been successfully enrolled in the Scheduled Unit(s). Check to confirm by loading a sample student record and check under the UNIT ENROLMENTS section to confirm that a new unit enrolment has been created.