Block Enrollment
Description
Using the Block Enrollment function allows you to enroll multiple students into a single course or multiple courses in one transaction.
There are three steps for processing a Block Enrollment:
The order in which you create the class block versus the student block has no effect on the merging process.
Instructions
Creating a Class Block
Use the Create Class Block page to define groups of classes for block enrollment purposes. You can then merge blocks of classes with blocks of students by using the Block Enrollment component.
Navigation: Navigator > Records and Enrollment > Enroll Students > Block Enrollment > Create Class Block
Click the Add a New Value tab.
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”
Enter any necessary class overrides by checking the boxes under “Overrides”. When all necessary overrides have been entered, click the “Save” button.
No: 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.)
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”.
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.
Create a Student Block
Use the Create Student Block page to define groups of students for block enrollment purposes. You will merge blocks of students with blocks of classes by using the Block Enrollment component. Creating a student block allows you to save the list to use more than once.
Navigation: Navigator > Records and Enrollment > Enroll Students > Block Enrollment > Create Student Block
Click the “Add a New Value” tab.
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”.
Enter the “Description”, matching the “Class Enrollment Block Description” you created previously.
There are Three Options for Entering Students into the Student Block:
Option 1: Manual Selection
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.
Option 2: Create Student Block using Population Selection
Population selection can be used to create a student block from students already enrolled in another class, whether it is a current class or a class from a past term. The query utilized is built to not select students who are dropped, waitlisted or have a grade, such as a “W”.
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.
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.
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.
Option 3: Upload a .csv file
Student blocks can be created utilizing Excel. Uploading the file will create the student list without having to manually enter each student.
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.
Click the “Population Selection” box to activate the Upload File process.
On the “Selection Tool” drop down menu, select “External File”.
Click “Upload File”
Click “Browse” to select the prepared .csv file from your computer.
Once the file is selected, click “Upload”.
Once the file is attached, click on “Create File Mapping” link.
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”
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.
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.
Block Enroll Merge
Use the “Block Enroll Merge” page to merge predefined or custom student blocks with predefined or custom course blocks, post block enrollment requests, retrieve data and process results about merged blocks and posted blocks.
Navigation: Records and Enrollment > Enroll Students > Block Enrollment > Block Enroll Merge
Click the “Add a New Value” tab.
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.
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)
You can see which requests have errors by clicking the Retrieve button.
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.
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.
End of guide.