1.

Navigation: Navigator > Records and Enrollment > Enroll Students > Block Enrollment > Create Class Block 

2.

Click the Add a New Value tab.

3.

Click in the Class Enrollment Block field and create a short description of the transaction.  

NOTE: The Class Enrollment Block code is max. 5 characters.  It is a good idea to use this same code when you create your student block.  When creating the Class Enrollment Block code, consider using the class number (e.g. 12929) or a two character representation of the subject, plus the course number (e.g. AR100). 

Click Add.

4.

Enter the following information on the Block Enrollment Classes page:

• Description—enter a valid value (e.g. “ARTF 100). The description can be up to 30 characters and will show on the Student Block lookup during the “Merge Blocks” process later.

• Term—enter the term of enrollment (e.g. “2173”)

• Action—enter the appropriate action (Enroll, Drop, Swap, etc.) from the drop down menu.

• Class Nbr—enter the 5-digit class number field (e.g., "12929"). Click enter on the keyboard to populate the Grading Basis, Units and Class Title. 

Default Values:

• Grading Basis—the default grading basis recorded in the catalog will populate. If the grading basis needs to be changed, click the magnifying glass for additional options.

• Units—the units aligned to the class in the catalog will default.

• Class Title

5.

Enter any necessary class overrides by checking the boxes under “Overrides”. When all necessary overrides have been entered, click the Save button.

NOTE: Multiple courses can be processed under one Block Enrollment transaction.  Click the 

to add additional actions to the transaction.  The actions can be different as well (e.g. Swap and Enroll, etc.) 

6.

Good News! If any errors are made on the Create Class Block page, simply correct your errors and resave.  Do not create a new Create Class Block page.

If you’ve left the page and need to go back, simply click on Find an Existing Value and enter the Class Enrollment Block ID number used on the Create Class Block page and click Search.

7.

NOTE:  If you need to enter an Enrollment Action Reason, you will need to save the class information first, then go back and enter the Enrollment Action Reason into the Reason field.

1.

Navigation: Navigator > Records and Enrollment > Enroll Students > Block Enrollment > Create Student Block

2.

Click the Add a New Value tab.

3.

Click in the Student Enrollment Block field and enter the Student Enrollment Block code, matching the Class Enrollment Block code you created previously.

Click Add.

4.

Enter the Description, matching the Class Enrollment Block Description you created previously.

1.

Enter the following information on the Block Enrollment Students page:

• ID—enter the student’s ID number then tab out. This will populate the student’s name under the Name

• Academic Career—enter the academic career for the student (g. "UGRD”) then tab out. This will populate “Undergraduate” next to the UGRD field.

To add additional students, click the Add Row button ( ).

• Continue this process until all students have been added to the list.

• Once the list is completed, click Save.

NOTE: To remove a student from the list, select the Delete Row button ( ).

Proceed to the Processing Block Enroll Merges instructions below or click Add Merge Process and proceed to step 3 of the Block Enroll Merge instructions below.

1.

Under the Population Selection header, complete the following steps:

• Check the Population Selection

• From the Selection Tool section, select PS Query from the drop down menu.

• In the Query Name section, enter X_SR_STD_BLCK_POP_CLASS, in all caps.

• Click Enter on your keyboard. This will populate the query values.

NOTE:  Do not enter students manually into the ID and Academic Career fields if using Population Selection.

2.

Click the Edit Prompts link to enter term and class number.

• Enter the Term of enrollment for the students.

• Enter the Class Number from which you want to enroll the students.

• Click OK

• Click the

• Fill Student Block link.

3.

Once the Fill Student Block link is clicked, the students will auto-fill into the Student Block. If there are more 300 students in the Student Block, click on the Preview Selection Results link to verify all students have been populated correctly.

Click Save.

Proceed to the Block Enroll Merges instructions below or click Add Merge Process and proceed to step 3 of the Block Enroll Merge process instructions below.

1.

Create Excel file or use existing file of students for uploading.

In Excel:

• Column A = ID number

• Column B = Academic Career

NOTE: Save the Excel file as a CSV (Comma delimited) file and save to your computer.  Make sure the ID numbers are 10-digits before you upload file.  If the ID numbers begin with “000” make sure the cells for ID numbers are “TEXT” formatted.

2.

• Click the Population Selection box to activate the Upload File process.

• On the Selection Tool drop down menu, select External File.

• Click Upload File

3.

Click Browse to select the prepared .csv file from your computer.  

Once the file is selected, click Upload.  

6.

Once the file is attached, click on Create File Mapping link.

7.

On the Population Selection File Map page, complete the following fields:

• File Mapping—enter a name for the file

• File Type—Delimited will default. Click on the drop down menu if using a different type of file.  

• Field Delimiter—Comma will default. Select from the drop down menu if using a different type.

• Field Qualifier—blank this field out.

• EMPL ID field—enter 1

• ACAD_CAREER field—enter 2

• Click OK

8.

Click the Preview Selection Results link to be sure the students will load correctly. The list should contain only the ID number and the Career.  Make sure all ID numbers are 10-digits.

Click Return when previewing is complete.

Click the Fill Student Block link.  This will populate the student list on the page.

9.

Once the Student Block list is populated, click Save. 

Proceed to Block Enroll Merges instructions below or click Add Merge Process and proceed to step 3 of the Block Enroll Merge instructions below.

1.

Navigation: Records and Enrollment > Enroll Students > Block Enrollment > Block Enroll Merge

2.

Click the Add a New Value tab.

3.

Enter the following information on the Block Enroll Merge page:

• Student Block Code—enter the 5-digit code that was assigned when the Student Block was built, into the Student Block field (g. "15495" or “AR100”). Click enter on the keyboard and the Student Block description that was assigned will appear.

• Class Block Code—enter the 5-digit code that was assigned when the Student Block was built, into the Student Block field (g. "15495" or “AR100”). Hit enter on the keyboard and the Class Block description that was assigned will appear.

• Click the Merge button to run the process that merges the student block with the class block.

NOTE:  As soon as you merge the student enrollment block with the class enrollment block, the system generates an Enrollment Request ID that is unique to the block enrollment request.  The same number is assigned to each student and class combination in the block enrollment request. Additionally, once the process completed the merge, the fields in the Merge Blocks group become unavailable for entry.

4.

To process the Block Enrollment Request, click the Submit button.  

This will change the request status from Pending to one of the following:

Success (all transactions were successful)

Messages (all transactions were successful, but some or all have enrollment messages) 

Errors (some transactions were not successful, however some may have been successful)

5.

You can see which requests have errors by clicking the Retrieve button.

6.

Click on the Detail at the end of each student’s name to view the message associated with the transaction.  To return to the list of students, click on the Block Enroll Detail tab.

7.

In this example, the error is that the student has a hold.  If eligible, you can override the hold to add them to the class by following the process below:

• Select the appropriate override box to correct the error.

• Click Save.

• Click on the Block Enroll Merge

• Click Submit to re-submit the request.

NOTE:  A user’s security level may prohibit the resolution of certain errors. 

8.

End of job aid.