Once you have created the courses, you can enrol your students. Please note this tool is NOT designed to handle transfers, this still needs to be done individually or in bulk via the course list view. Check out this detailed article for transfers.
The create course enrolment import will only allow you to add new course enrolment to an existing profile. It will not allow you to override the existing enrolment.
You can delete the rows in the validate step, or delete the entire import and rectify the errors on your Excel template.
The 'update existing course enrolment will only allow for start and end date updates, not existing enrolment. See the section at the end of the article for details on how to update student enrollment in bulk.
Course enrolment import
The import follows the 4 mandatory steps ;
- Upload to target year
- Map fields
- Validate imported data
- Import and publish
Create your import sheet
The two mandatory fields for course enrolment are student name, ID, or legacy ID and the target course ID, name or legacy ID. To export MySchool IDs for your students, then use quick reports. The below filters will be the key column for enrolment. Choose students as the target population, click apply, and then export the below criteria.
Using the MySchool ID will avoid any problems with typos or duplicated common names in your community.
Course names can be extracted using quick reports. Filter by the school or class level then apply. Move to the export tab and select Course name within the main info folder.
Here are the other details you can import for enrolment notably start and end dates;
|Student (Name, Myschool ID, Legacy ID)
|Course (Name, MSM ID, Legacy ID)
|Start date (DD/MM/YYYY, MM/DD/YYYY)
|End date (DD/MM/YYYY, MM/DD/YYYY)
Once you upload the template, map the fields accordingly and move to the validation stage. If everything is clean in the import then there will be a green box saying 0 issues detected.
If errors are detected, open the information box and click on the error it will take you to the row and the cell. In this case, we see that the course name has not been found. You can double-click on the course name cell and a drop-down will appear with the list of all courses within the target academic year. If there are multiple errors, it may be easier to delete the import and rectify these on your excel sheet.
Once all the rows are validated, press 'validate' and these will be processed accordingly the last step shows an overview of the import.
Updating existing enrolment
The update to the existing is only available for the start/end dates of the student's course enrolment. It uses a system ID field. This system ID field (or course enrolment ID) is extractable via quick reports. It is the only key we can use to update existing enrolment.
Make sure you have checked the below before updating course enrolment dates via import;
- Are the new dates within your active year dates (Year management)?
- Are these dates within the course duration dates in the system?
- Are the imported dates within the term parameters for the course?