user guide my campus enrolment - university of glasgow · hyperlink or jump to another section of...

Confidential – for UoG use only MyCampus Enrolment v1.1 | 1

Student Lifecycle Support and Development

User Guide

My Campus Enrolment Document Control

Title: Enrolment

Version: 1.2

Owner: SLSD Student Records

Review Action: CSV upload advice added; class full drop advice added

Publication Date: May 2018

Review Date: August 2018


Contents 1. Block Enrolment ................................................................................................................................. 5

1.1 Create a Class Block ...................................................................................................................... 5

1.1.1 Enrol ....................................................................................................................................... 5

1.1.2 Drop ....................................................................................................................................... 8

1.1.3 Swap .................................................................................................................................... 10

1.1.4 Add More Classes to a Class Block (Additional/Optional Step) ......................................... 11

1.1.5 Block Enrol Overrides (Additional/Optional Step) ............................................................. 11

1.2 UOG Student Block ..................................................................................................................... 12

1.2.1 Import Student IDs via CSV ................................................................................................. 13

1.2.2 Enter Search Parameters..................................................................................................... 17

1.3 Block Enroll Merge ..................................................................................................................... 19

1.3.1 Merge Processing Errors (Additional/Optional Step) ........................................................ 21

2. Quick Enrolment ............................................................................................................................... 24

2.1 Quick Enroll a Student ................................................................................................................ 24

2.1.1 Quick Enroll ......................................................................................................................... 24

2.1.2 Quick Drop ........................................................................................................................... 27

2.1.3 Quick Swap .......................................................................................................................... 30

2.1.4 Add More Actions to a Quick Enrollment (Optional/Additional Step) .............................. 30

2.1.5 Quick Enrol Overrides (Optional/Additional Step) ............................................................ 30

2.2 Exams Only Enrolment ............................................................................................................... 32

2.3 Audit Only Enrolment ................................................................................................................ 34

2.3.1 Change an Existing Enrolment to Audit Only ..................................................................... 37

2.4 Quick Enrolment Processing Errors (Additional/Optional Step) .............................................. 40

3. Class Enrolment Controls ................................................................................................................. 42

3.1 Update Sections of a Class ......................................................................................................... 42

3.1.1 Class Status .......................................................................................................................... 43

3.1.2 Class Enrollment Limits ....................................................................................................... 44

3.2 Maintain Schedule of Classes .................................................................................................... 46

3.2.1 Basic Data ............................................................................................................................ 46

3.2.2 Enrollment Cntrl .................................................................................................................. 47

A. Appendix: Process Flows ................................................................................................................. 48

B. Appendix: Troubleshooting ............................................................................................................. 50

B.1 Time Scheduling Conflict ............................................................................................................ 50

B.2 Required Related Class .............................................................................................................. 52

B.3 Closed Class ................................................................................................................................ 56


B.4 Enrolment Requirements ........................................................................................................... 59

B.5 CSV Import Errors ....................................................................................................................... 61

B.5.1 File Format .......................................................................................................................... 61

B.5.2 Student Data .......................................................................... Error! Bookmark not defined.


Key

Purpose

Describes the purpose and outcome of the MyCampus function that the section of the user guide covers.

Guidance

Provides additional guidance on how the user guide is organised.

Objective

Describes the specific outcome the subsection of the user guide covers.

Access

Denotes where your functional role and permissions may affect the MyCampus options available.

Information

Provides additional details relating to the process being described.

Navigation

The MyCampus menu/breadcrumb trail.

Steps

Denotes a step or action that you must take as a part of the process.

Go to Next Step

Denotes where you should follow a hyperlink or jump to another section of the user guide to continue the process.

Go to Next Step*

Denotes where, depending on the specific steps or actions you want to take, you should follow a hyperlink or jump to another section of the user guide to continue the process.

*Denotes that this is an optional or additional step/action, where additional information is also provided.

End of Process

Denotes the end of a process.*

*Unless any additional/optional steps are required.


1. Block Enrolment

Purpose

Block Enrolment allows you to enrol/drop a group of students onto/from a designated course/class as a ‘block’ of multiple students, rather than one-by-one.

This is a three-step process: 1.1 Create a Class Block 1.2 UOG Student Block 1.3 Block Enroll Merge

See the Block Enrolment Process Flow in Appendix A for more details.

Guidance

In section 1.1 Create a Class Block, you only need to refer to the appropriate section of the guide for the enrolment action you are carrying out. A Class Block can be used to complete two main enrolment actions: 1.1.1 Enrol 1.1.2 Drop

A Drop action can also be carried out in combination with an Enrol action in order to move students from one course/class to another: 1.1.3 Swap

Once you have completed the appropriate Enrol/Drop section, then proceed to section 1.2 UOG Student Block*

*Unless you require additional advice regarding how to Add More Courses to a Class Block (1.1.4) or using the Block Enrol Overrides (1.1.5).

1.1 Create a Class Block

Objective

To create a Class Block onto/from which to enrol/drop students.

Navigation

Records and Enrollment > Enroll Student > Block Enrollment > Create Class Block

1.1.1 Enrol

Steps

Select the Add a New Value tab.

Enter a name/reference for your Class Block This is restricted to 5 characters. The same name/reference should be given to your corresponding Student Block, so take a note of it.

Click Add.


Steps

Add a Description for the Class Block. This should help users search for and find the block if they do not have the Class Block name/reference, e.g. the name of the course on which students are being enrolled.

Enter the Term.

Action is populated as Enroll.

Use the look-up icon to search for the course onto which you want to block enrol. e.g. by Subject and Catalog Number.

Information

All matching Class Sections for the course will be displayed. e.g. Admin (AD01), Laboratory (LB01), and Lecture (LC01).

Only one Class Section will have a green select button next to it. This is the Enrollment Section for the course. This is the course component set as Enrol when the course is first scheduled, and it is the main Class Section onto which students are enrolled for the course.

Step

Click select next to the Enrollment Class Section. e.g. Lecture (LC01).


Steps

Once all of these fields are completed, click Save.

You have now set up your Enrol Class Block.

Next, you need to create your Student Block.

Go to Next Step

1.2 UOG Student Block


1.1.2 Drop

Steps


Enter a name/reference for your Class Block This is restricted to 5 characters. The same name/reference should be given to your corresponding Student Block, so take a note of it.

Click Add.

Steps

Add a Description for the Class Block. This should help users search for and find the block if they do not have the Class Block name/reference, e.g. the name of the course on which students are being enrolled.

Enter the Term.

Select Drop in the Action field.

Select a Reason.

To perform an Adviser Drop, select ADVS. This should be used for administrative drops where tuitions fees should not be incurred. (You may not access to this option, depending on your roles/permissions.)

To perform a Student Drop on behalf of a student, select DROP or leave the Reason field blank. This should be used for student drops where tuition fees should be incurred. (This is the default drop reason, if none is selected.)

Use the look-up icon to search for the course from which you want to block drop. e.g. by Subject and Catalog Number.

Information




Step



Information

If there is no Select button, this likely indicates that the Enrollment Section is full and therefore Closed. This will be indicated by a blue square in the Status field, rather than a green circle indicating the section is Open.

Information

This is to prevent Enrol actions being attempted when a Class is already full. However, if you are processing a Drop action, this should not matter.

If this is the case and the Select button is unavailable, just copy the Class number, click Return to Block Enrollment Classes and paste the number into the Class Nbr field. The Select button is merely a shortcut for this step.

Steps


You have now set up your Drop Class Block.

Next, you need to create your Student Block.

Go to Next Step


1.1.3 Swap

Information

Although there is a Swap Courses Action within Block Enrolment, this is often unreliable and throws up processing errors.

The most reliable means of swapping a block of students from one course/class to another is to: 1. Follow the 1.1.2 Drop process and drop the students from the old/incorrect course/class; then 2. Follow the 1.1.1 Enrol process and (re)enrol the students onto the new/correct course/class.

Make sure you follow the full Block Drop process (Create a Class Block, UOG Student Block, and Block Enroll Merge) to drop the students from the old/incorrect course/class before following the Block Enroll process to enrol them in the new/correct course/class.


1.1.4 Add More Classes to a Class Block (Additional/Optional Step)

Steps

To block enrol/drop onto/from more than one class, add a new row to your Class Block by clicking +. You will now have 2 rows, including the course details you previously added. You can add as many rows/courses as you need.

Follow the same process as enrol/drop above to complete all of the required fields.


1.1.5 Block Enrol Overrides (Additional/Optional Step)

Access

Please note: you may not have access to any or all override functions, depending on your functional role and permissions. Overrides should be used with caution and only when necessary*.

*For further advice regarding the use of Overrides, please contact SLSD Student Records.


Tick-box Overrides...

Action Date Effective date of Class Block, i.e. when the enrol/drop should take place. Once selected, an Action Dt field appears.

Appointment [Not used at UofG.]

Dynamic Dates [Not used at UofG.]

Career Career exception rules for student’s academic career.

Closed Class Enrolment cap on a class.

Class Links Related course components, allowing students to enrol/drop class sections without also having to enrol/drop required related components (e.g. enrolling on a lecture but not being required to enrol on an associated tutorial component).

Class Units Number of credits a student is taking on a course. Once selected, you can edit the Units field above.

Grading Basis Grading basis for the course. Once selected, you can edit the Grading Basis field above.

Class Permission General and student-specific permission requirements, including career exception rules for a student’s academic career.

Service Indicator Service indicators/holds placed on a student’s record.

Requisites Enrolment requirement groups prerequisites.

Time Conflict Time conflicts on a student’s timetable.

Unit Load Maximum number of credits a student is normally expected to take.

Wait List Okay Enrolment cap on a class section, allowing a student onto the wait list, provided there is space on the wait list and the last date to wait list has not passed.

Go to Next Step*

1.3.1 Merge Processing Errors

*only applies if you are using Overrides to resolve/override Merge Processing Errors.


Objective

To create a Student Block to enrol/drop onto/from a course/class.

Navigation

Records and Enrollment > Enroll Student > Block Enrollment > UOG Student Block Ensure you use UOG Student Block (not Create Student Block).

Guidance

There are two means of adding students to a Student Block: 1.2.1 Import Student IDs via CSV 1.2.2 Enter Search Parameters


1.2.1 Import Student IDs via CSV

Step

Select Import Student IDs via CSV under Select Population. This allows you to add a list of students to your Student Block by uploading a spreadsheet.

Step

Check your list of student IDs is in the correct format, as below.

ID (A) and Career (B) are the key fields, so as long as they are populated, Academic Program (C) is not essential.

Remove any column headings from your spreadsheet.

Column A B C

Value ID Career Academic Program

Step

Check that any IDs with leading zeros retain their zeros. Highlight all of your IDs in column A. Right-click and select Format Cells. In the Number tab, select Custom. In the Type field, type ‘0000000’ (7 zeros, representing the 7 digits of student IDs). Click OK.


Step

Check your list of student IDs is saved as a CSV (.csv) file.

Steps

Once you have ensured your file is in the correct format, it is ready to be uploaded.

Scroll down to the Import CSV File section and click Select File.

Click Choose file and use the file browser to select your file.

Click Upload.


Steps

Click Fetch New. Or, to update an existing Student Block, select Fetch Append.

You should then see a Message confirming the import, Check the number of EmplIDs (student IDs) successfully imported matches your file.

Steps

Click OK.

Scroll down to the Review Students section and check your student details are correct and all fields are populated.

Information

If in your checks you notice students with missing Academic Level and Career information, this means the student has multiple careers in MyCampus (e.g. UG and PGR).


Information

Students with multiple careers in MyCampus cannot be enrolled/dropped via Block Enrol.

Even though you have designated a Career in your CSV file, the system cannot read this when other careers are present on the student’s record.

Students with multiple careers must be enrolled/dropped via Quick Enrol so that the correct career can be selected.

For more details regarding Quick Enrol, see: 2.1 Quick Enroll a Student

Steps

Scroll down to the Save and Create Student Block section.

Enter a name/reference for your Student Block This is restricted to 5 characters. The name/reference should be the same the name/reference given to your corresponding Class Block earlier.

Add a Description for the Student Block. As with the Class Block, this should help users search for and find the block if they do not have the Student Block name/reference, e.g. the name of the course on which students are being enrolled.

Steps

Click Save.

You will see a confirmation message. Click OK.

You have now set up your Student Block.

Next, you need to merge your Class Block and Student Block.


Go to Next Step

1.3 Block Enroll Merge

1.2.2 Enter Search Parameters

Step

Select Enter Search Parameters under Select Population. This allows you to search for students to add to your Student Block.

Steps

Scroll down to the Enter Selection Parameters section and complete the Academic Institution, Academic Career, and Term fields.

Select whether you want to Search by Prog/Plan/Level or Subject/Catalog Nb to add students.

Steps

Then complete the corresponding Academic Program, Academic Plan, Academic Level, and Admit Term or Subject, Catalog Number, and Class Nbr fields that appear in the next part of the section. Examples of each are shown below.


Steps

Click Fetch New. Or, to update an existing Student Block, select Fetch Append.

Scroll down to the Review Students section. This will show all the students your search criteria returned.

Step

Use the Select tickboxes to choose which students to add to your Student Block. All students are selected by default.

Steps

Scroll down to the Save and Create Student Block section.

Enter a name/reference for your Student Block This is restricted to 5 characters. The name/reference should be the same the name/reference given to your corresponding Class Block earlier.

Add a Description for the Student Block. As with the Class Block, this should help users search for and find the block if they do not have the Student Block name/reference, e.g. the name of the course on which students are being enrolled.


Steps

Click Save.

You will see a confirmation message. Click OK.

You have now set up your Student Block.

Next, you need to merge your Class Block and Student Block.

1.3 Block Enroll Merge

Objective

To merge a Class Block with a Student Block and carry out the enrol/drop action of students onto/from a course/class.

Navigation

Records and Enrollment > Enroll Student > Block Enrollment > Block Enroll Merge

Steps


Enter your Student Block name/reference. You should see the Student Block Description populate next to the field.

Enter your Class Block name/reference. You should see the Class Block Description populate next to the field.

Steps

Click Merge. The Merge button and Student/Class Block fields should then grey-out.

Click Submit.

Click Retrieve.


Steps

This will take you to the Block Enroll Detail tab.

Take a note of the Enrollment Request ID. This is the reference for the merge process, which you may need to check in case there are any issues.

Information

The students and class details are listed below, along with the Action, Status, and Message Text. Action should be whatever process you are trying to complete, i.e. Enroll or Drop. Status is the stage the merge process is at when you view the Block Enroll Detail tab, i.e. Pending (yet to be processed), Success (completed successfully), or Errors (there are issues preventing the process being completed successfully). Message Text will either confirm successful processing or provide more details relating to the type of error encountered.

Information

You can refresh the screen by clicking the Refresh button at the bottom of the page to update the screen and check the progress of the merge process.


Information

Once complete the Status will be Success. Status will only be Success if there are no Errors.

Information

You can also view the Status and Refresh on the Block Enroll Merge tab.

Steps

Check the Status is Success and there are no Errors.

You have now processed your Block Enroll Merge.

Students will be enrolled/dropped onto/from the course.

Go to Next Step*

1.3.1 Merge Processing Errors

*only required if you have processing Errors.

Otherwise, your Block Enrolment is now complete.

End of Process

1.3.1 Merge Processing Errors (Additional/Optional Step)

Information

If the Status does not move to Success from Pending, it will be Errors. This means there has been an error in processing the merge.


Information

A more detailed description of the Error(s) will be provided in the Message Text field.

Clicking the Detail link will provide more information regarding the Error Message(s) in the Block Enrl Detail1 tab.

Information

The Error Message(s) may apply to one or more of the enrolments you are trying to process. e.g. it may only apply to one student, or it may apply to your whole block.

The Error Message(s) will explain what caused the error and how to resolve them. Errors usually indicate a valid issue with the enrolment action you are trying to process, which should be addressed/resolved before processing the enrolment, e.g. a student is already enrolled on a course/class on the term you specified, e.g. a student is already enrolled on a class on the term you specified.

Always read Error Messages carefully and carry out the steps suggested to resolve them, or use the appropriate Overrides function where required.


Go to Next Step*

1.1.5 Block Enrol Overrides

*only required if you are using Overrides to resolve Errors.

Information

You do not have to add a new Block Enroll Merge value once you have resolved your errors/selected the appropriate override. You can select Find Existing Value (instead of Add New Value) tab on the Block Enroll Merge screen and use the same Block Enroll Merge request by entering the Enrollment Request ID you took a note of earlier and re-run the merge process.

If your errors are resolved/you have selected the correct override, the Status should be Success. If not, review the Error Message(s) and check your details again.

Step

Check the Status is now Success and there are no Errors.

You have now processed your Block Enroll Merge.


End of Process


2. Quick Enrolment

Purpose

Quick Enrolment allows you to enrol/drop an individual student or small number of students onto/from a class, rather than as a larger ‘block’.

This includes enrolments for: 2.2 Exams Only 2.3 Audit Only

See the Quick Enrolment Process Flow in Appendix A for more details.

2.1 Quick Enroll a Student

Objective

To enrol/drop an individual student or a small number of students onto/from a class.

Navigation

Records and Enrollment > Enroll Students > Quick Enroll a Student

2.1.1 Quick Enroll

Steps


Enter the student’s ID.

Enter the student’s Academic Career.

Enter the Term.

Click Add.

Steps


Use the look-up icon to search for the course onto which you want to quick enrol. e.g. by Subject and Catalog Number.


Information



Step



Steps

Click Submit.



Steps


You have now processed your Quick Enroll.

The student will be enrolled on the course.

Go to Next Step*

2.4 Quick Enrolment Processing Errors


Otherwise, your Quick Enrol is now complete.

End of Process

2.1.2 Quick Drop

Steps




Enter the Term.

Click Add.

Steps

Select Drop from the Action drop-down.

Use the look-up icon to select the course from which you want to drop the student, by clicking the tick next to the appropriate course.


Steps

Go to the Other Class Info tab.

Use the look-up icon to select an action reason.

To perform an administrative drop, where there are no fee implications for the student (i.e. the student should not be charged), select ADVS. This will prevent a fee being generated.

To perform a student drop on behalf of a student, where there should be fee implications for the student (i.e. the student should be charged), select DROP. If applicable, a fee will be generated. A Quick Drop will always default to an Action Reason of DROP if no reason is selected.


Steps

Click Submit.


Steps


You have now processed your Quick Drop.

The student will be dropped from the course.

Go to Next Step*



Otherwise, your Quick Drop is now complete.

End of Process


2.1.3 Quick Swap

Information

Although there is a Swap Courses Action within Quick Enrolment, this is often unreliable and throws up processing errors.

The most reliable means of swapping a student from one course to another is to: 1. Follow the 2.1.2 Quick Drop process and drop the student from the old/incorrect course; then 2. Follow the 2.1.1 Quick Enroll process and (re)enrol the students onto the new/correct course.

Make sure you follow the full Quick Drop process to drop the student(s) from the old/incorrect class before following the Quick Enroll process to enrol them in the new/correct class.

2.1.4 Add More Actions to a Quick Enrollment (Optional/Additional Step)

Steps

To quick enrol/drop onto/from more than one course/class, add a new row to your Quick Enrollment by clicking +. You will now have 2 rows, including the action and course details you previously added. You can add as many rows/courses as you need.

Follow the same process as enrol/drop above to complete all of the required fields.

Once all of these fields are completed, click Submit.

2.1.5 Quick Enrol Overrides (Optional/Additional Step)

Access

Please note: you may not have access to any or all override functions, depending on your functional role and permissions. Overrides should be used with caution and only when necessary*.

*For further advice regarding the use of Overrides, please contact SLSD Student Records.


UNITS AND GRADE

Field Overrides...

Repeat Code RALL (Repeat Allowed) Repeat checking, allowing student to be enrolled on a course they have previously taken.

OTHER CLASS INFO

Field Overrides...

Action Reason ADVS (Advisor Change) No fee implications for the student – this is an administrative change.

STDN (Student Added Class) No override function – student change.

GENERAL OVERRIDES


Appointment [Not used at UofG.]

Unit Load Maximum number of credits a student is normally expected to take.

Time Conflict Time conflicts on a student’s timetable.

Action Date Effective date of Quick Enrollment, i.e. when the enrol/drop should take place. Once selected, an Action Dt field appears.

Requirement Designation [Not used at UofG.]

Career Career exception rules for student’s academic career.

Service Indicator Service indicators/holds placed on a student’s record.

Requisites Enrolment Requirement Groups pre/co-requisites.

CLASS OVERRIDES


Closed Class Enrolment cap on a class.

Class Links Related course components, allowing students to enrol/drop class sections without also having to enrol/drop required related components (e.g. enrolling on a lecture but not being required to enrol on an associated tutorial or seminar component).


Class Units Number of credits a student is taking on a course. Once selected, you can edit the Units and Course Count fields in the Units and Grade tab.

Grading Basis Grading basis for the course. Once selected, you can edit the Grading Base field in the Units and Grade tab.

Class Permission General and student-specific permission requirements, including career exception rules for a student’s academic career.

Dynamic Dates [Not used at UofG.]

Wait List Okay Enrolment cap on a class section, allowing a student onto the waiting list, provided there is space on the waiting list and the last date to wait list has not passed.

Wait List Pos (Waiting List Position)

Click this link to view student’s position on waiting list. Only available when the student is already on the Wait List for the specified class/section.

Go to Next Step*


*only applies if you are using Overrides to resolve/override Quick Enrolment Processing Errors.

2.2 Exams Only Enrolment

Objective

To enrol a student on a course/class on an exams only basis.

Navigation

Records and Enrollment > Enroll Students > Exams Only Enrolment

Steps



Enter the Term.

Click Add.

Steps

Use the look-up icon to search for the course onto which you want to enrol as exams only. e.g. by Subject and Catalog Number.


Information

All matching Class Sections for the course will be displayed. e.g. Admin (AD01), Tutorial (TU01), and Lecture (LC01).

For exams only enrolment, it is the Admin section (AD01) you need to use.

Steps

Copy or take a note of the Class Nbr of the Admin Section. Unlike with normal enrolments, where you select the Enrolment Section (typically the Lecture, Tutorial, or Seminar), with exams only enrolment you enrol the student on the Admin section.

Click Return to Exams Only Enrollment.

Steps

Paste or type the Admin Section Class Nbr into the Class Nbr field and hit tab to tab out of the field.


The Description, Component, Subject, Catalog Number, and Class Section will populate.

To be Assessed as a Resit is ticked as default.

Grading Basis populates as PRT.

Steps

Click Submit.


Steps


You have now processed your Exams Only Enrolment.

The student will be enrolled on the course on an exams only basis.

→ Go Next Step* →



Otherwise, your Exams Only Enrolment is now complete.

End of Process

2.3 Audit Only Enrolment

Objective

To enrol a student on a course/class on an audit only basis.

Navigation

Records and Enrollment > Enroll Students > Quick Enroll a Student

Steps





Enter the Term.

Click Add.


Use the look-up icon to search for the course onto which you want to enrol as audit only. e.g. by Subject and Catalog Number.

Information

All matching Class Sections for the course will be displayed. e.g. Admin (AD01) and Lecture (LC01).


Step



Steps

Select the Class Overrides tab.

Tick Grading Basis.

Steps

Select the Units and Grade tab.


Use the look-up icon to select Audit as the Grade Base. This will populate the Grade Base as AUD.

Steps

Click Submit.


Steps


You have now processed your Audit Only Enrolment.

The student will be enrolled on the course on an audit only basis.

→ Go to Next Step* →



Otherwise, your Audit Only Enrolment is now complete.

End of Process

2.3.1 Change an Existing Enrolment to Audit Only

Steps




Enter the Term.

Click Add.


Steps

Select Norm Maint (Normal Maintenance) from the Action drop-down.

Use the Class Nbr look-up icon to select the course to change the enrolment to audit only for, by clicking the tick next to the appropriate course/class. If the Grade Roster has already been created for the applicable course, it will need to be recreated to override the previous Grading Bases. For more information, see the Grade Roster user guide.


Steps

Select the Class Overrides tab.

Tick Grading Basis.

Steps

Select the Units and Grade tab.

Use the look-up icon to select Audit as the Grade Base. This will populate the Grade Base as AUD.

Steps

Click Submit.


Steps



You have now changed your existing enrolment to Audit Only Enrolment.

The student will be enrolled on the course on an audit only basis.

→Go to Next Step* →



Otherwise, your Audit Only Enrolment Change is now complete.

End of Process

2.4 Quick Enrolment Processing Errors (Additional/Optional Step)

Step

If the Status does not move to Success from Pending, it will be Errors. This means there has been an error in processing the enrolment.

Information

A more detailed description of the Error(s) will be displayed by clicking the red Errors link to view the Enrollment Message Log.

Steps

The Error Message(s) will explain what caused the error and how to resolve them. Errors usually indicate a valid issue with the enrolment action you are trying to process, which should be addressed/resolved before processing the enrolment, e.g. a student is already enrolled on a course/class on the term you specified.


Always read Error Messages carefully and carry out the steps suggested to resolve them, or use the appropriate Overrides function where required.

Take a note of the Enrollment Request ID. This is the reference for the enrolment process, which you can re-use once you have resolved any errors.

Go to Next Step*

2.1.5 Quick Enrol Overrides

*only required if you are using Overrides to resolve Errors.

Information

You do not have to add a new Quick Enroll value once you have resolved your errors/selected the appropriate override. You can select Find Existing Value (instead of Add New Value) tab on the Quick Enroll a Student screen and use the same Quick Enrollment request by entering the Enrollment Request ID you took a note of earlier and re-run the enrol process.

If your errors are resolved/you have selected the correct override, the Status should be Success. If not, review the Error Message(s) and check your details again.

Step

Check the Status is now Success and there are no Errors.

You have now processed your Quick Enrollment.


End of Process


3. Class Enrolment Controls

Purpose

Class Enrolment Controls allow Course Coordinators and Administrators to control how students are enrolled on a class.

Once class scheduling data is imported into MyCampus from CMIS, the Class Enrolment Controls can be updated to control the process by which students are enrolled on the various course components (Admin section, Lectures, Tutorials, Seminars, Laboratories, Workshops, etc.).

3.1 Update Sections of a Class

Objective

To update the sections of a class to control student enrolments.

Navigation

Curriculum Management > Schedule of Classes > Update Sections of a Class

Steps

Enter the Term.

Enter the Subject Area.

Enter the Catalog Number.

Click Search.

Information

This will display the first tab on the Update Sections of a Class page, which is the Class Status tab.


3.1.1 Class Status

Field Function

Session This refers to the semester(s) the course runs.

This is calculated from the scheduling data in CMIS.

Section This refers to the type of component (e.g. in the example above, AD01 is the Admin section, LC01 the Lecture, LB01-04 the Laboratories).

Class Nbr This refers to the class number of the specific class/component.

Component As per Section, this refers to the type of component.

Enrollment Status This is driven by the class enrolment capacity set in the Enrolment Controls in Maintain Schedule of Classes. Once the capacity is reached, the class status will flip to closed.

Class Type Enrolment Section (E)* This defines the type of class/component first selected by an enrolling student (e.g. in the example above, this is the Lecture).

Non-enrolment Section (N) This indicates a class/component/section is a secondary enrolment option for a student, or that the class is set up to auto-enrol (Auto Enrl) students.

*Within a course, only one class/component can be the Enrolment Section (E).

Class Stat (Class Status) Active (A) Sections must be active to allow students to enrol.

Stop Further Enrolment (S) This will prevent further enrolments taking place.

Tentative Section (T) Students cannot enrol on tentative sections, so this can be used when a class/component is not yet certain to run.

Cancelled Section (X) Students cannot enrol on cancelled sections, so this can be used to cancel a class/component that is no longer required.


Association [Not used at UofG.]

Auto Enrl 1 This allows a Non-enrolment section/class/component to be set up to automatically enrol students enrolling in the Enrolment Section (e.g. in the example above, students enrolling in the Lecture [LC01] are automatically enrolled in the Admin section [AD01]).

Auto Enrl 1 is most commonly used to auto-enrol students in the Admin section, as this is used as the overall enrolment list for the course and to generate the Grade Roster.

Auto Enrl 2 This allows a further Non-enrolment section/class/component to be set up to automatically enrol students enrolling in the Enrolment Section (e.g. in the example above, students enrolling in the Lecture [LC01] are also automatically enrolled in the first Laboratory [LB01]).

If a course uses four taught components or more, the enrolment controls must be set to auto-enrol the Admin section and one other class. The enrolment engine only allows students to select up to three classes/components, so any additional must be auto-enrolled.

Resection This allows Non-enrolment class/components to be set to fill up one at a time, in sequence (e.g. in the example above, for the Laboratories, once LB01 is full, students will automatically be enrolled in LB02, then LB03, and then LB04).

The section on which a class is being Resectioned must always be of a higher code number (i.e. LB01 can be Resectioned to LB02, but LB02 cannot be Resectioned to LB01 as LB01 will already be full).

Add Consent No Consent (N) This defaults as N from the Enrolment Controls in Maintain Schedule of Classes and should not be changed.

Drop Consent No Consent (N) This defaults as N from the Enrolment Controls in Maintain Schedule of Classes and should not be changed.

Schd Print (Schedule Print) Ticked This defaults as ticked from the Basic Data in Maintain Schedule of Classes and should not be unticked.

This ensures classes are visible to students and staff in Self Service.

3.1.2 Class Enrollment Limits

Information

The next tab on the Update Sections of a Class page is the Class Enrollment Limits tab.


Field Function

Session This refers to the semester(s) the course runs.

This is calculated from the class scheduling data in CMIS.

Section This refers to the type of component (e.g. in the example above, AD01 is the Admin section, LC01 the Lecture, LB01-04 the Laboratories).

Class Nbr This refers to the class number of the specific class/component.

Component As per Section, this refers to the type of component.

Enrl Cap (Enrolment Capacity) The total number of students able to enrol in each class/component.

This is populated from the class scheduling data in CMIS. Any changes to Enrl Cap data on this page will be overwritten overnight by the daily CMIS update/import to MyCampus.

Enrl Tot (Enrolment Total) The total number of students currently enrolled in the class/component.

Wait Cap (Wait List Capacity) This field can be used to enter waiting list capacities, where wait lists are being used. Students on waiting lists will be automatically enrolled in the class/component as places become available.

Wait Tot (Wait List Total) The total number of students currently on the waiting list.

Min Enrl (Minimum Enrolment Number)

The minimum number of students required for the class/component to run, where minimum enrolment numbers are being used. This is set in the Enrolment Controls in MyCampus.


3.2 Maintain Schedule of Classes

Objective

To view/maintain enrolment controls that appear on the Update Sections of a Class page.

Navigation

Curriculum Management > Schedule of Classes > Maintain Schedule of Classes

Information

The screenshots below shows the data and settings that appear on the Update Sections of a Class page as they appear within the Maintain Schedule of Classes screens.

3.2.1 Basic Data


3.2.2 Enrollment Cntrl


A. Appendix: Process Flows

Block Enrolment

Blo

ck E

nro

ll M

erge

UO

GSt

uden

t B

lock

Cre

ate

Cla

ss B

lock

Additional/optional

steps

Enroll Drop

Add More Courses

Use Overrides

Import Student IDs from CSV

Enter Search Parameters

Merge

Block Enrolment Complete

ResolveMerge Processing

Errors

Add More Courses?

Use Overrides?

Merge Processing

Errors?

Yes

Yes

Yes

Upload or Manual Add?

UploadManual

Add

No

No

No


Quick Enrolment

Quick Enroll/Drop Audit Only Exams OnlyAdditional/optional

steps

Yes

Yes

Drop

Use Overrides?

Add More Courses?

Use Overrides

Add More Courses

Enroll Exams Only

Audit Only

No

No

Yes

No

Quick Enrolment Complete

ResolveProcessing Errors

Processing Errors?

ProcessQuick Enroll

Audit Only? Yes

No

Change Existing

Enrol

NewEnroll

New or Change?


B. Appendix: Troubleshooting

Purpose

When using both Block and Quick Enrolment functions, you may encounter Errors.

There are many reasons why Errors may occur in enrolment, and some of the most common are described below.

Note that this is not a comprehensive list of Errors or system messages.

Note that Errors usually indicate a valid issue with the enrolment action you are trying to process, which should be addressed/resolved before processing the enrolment.

Always read Error Messages carefully and carry out the steps suggested to resolve them, or – and only when appropriate – use the applicable Overrides function.

Information

For more details on how to view Error Messages, see 1.3.1 Merge Processing Errors and 2.4 Quick Enrolment Processing Errors.

B.1 Time Scheduling Conflict

Information

This means there is a clash on the student’s timetable, relating to the enrolment course/class you are attempting to process. The message will refer to the currently enrolled course/class that is causing the conflict (e.g. in the example below, the student cannot be enrolled in BIOL2020 because they are already enrolled in BIOL2006, which is causing a Scheduling Conflict).

Information

If the Scheduling Conflict is not permissible, then the student will need to be dropped from the course that is causing the conflict before they can be enrolled.

See 1.1.2 Quick Drop and 1.1.3 Quick Swap for more details.

If the Scheduling Conflict is permissible, then you will need to use the Time Conflict Override.


Access

Please note: you may not have access to any or all override functions, depending on your functional role and permissions. Overrides should be used with caution.

Steps (Quick Enrolment)

Go to the General Overrides tab.

Tick Time Conflict.

Click Submit.

This will Override the Scheduling Conflict and process the enrolment.

For more details regarding Quick Enrolment Overrides, see 2.1.5 Quick Enrol Overrides.

Steps (Block Enrolment)

Open your Class Block.

Tick Time Conflict in the Overrides section.

Click Save.

This will Override the Scheduling Conflict when you carry out the merge and process the enrolment.

For more details regarding Quick Enrolment Overrides, see 1.1.5 Block Enrol Overrides.


B.2 Required Related Class

Information

This means there is a missing class/course component that must be selected as part of the enrolment (e.g. in the example below, the student cannot be enrolled in BIOL2020 because a Laboratory [LB] component must also be selected).


Information

If the Required Related Class is required, then the student will need to be enrolled in this additional class/component before they can be enrolled.


Go to the Class Enrollment tab.

Use the look up next to the Related 1 field to select the Required Related Class option (e.g. in the example below, Related Class Nbr 5888 [LB05]).

Click Select next to the correct Related Class in the pop-up window.

The Related 1 field will populate with the Related Class Nbr (e.g. in the example below, 5888).

Repeat these steps for the Related 2 field, if required.

Click Submit.

This will allow you to process the enrolment.




Use the look up next to the Related 1 field to select the Required Related Class option (e.g. in the example below, Related Class Nbr 5888 [LB05]).

Click Select next to the correct Related Class in the pop-up window.

The Related 1 field will populate with the Related Class Nbr (e.g. in the example below, 5888).

Repeat these steps for the Related 2 field, if required.

Click Save.

This will allow you to carry out the merge and process the enrolment.

Information

If the Required Related Class is not required, then you will need to use the Class Links Override.


Access

Please note: you may not have access to any or all override functions, depending on your functional role and permissions. Overrides should be used with caution.


Go to the Class Overrides tab.

Tick Class Links.

Click Submit.

This will Override the Required Related Class and process the enrolment.




Tick Class Links.

Click Save.


For more details regarding Block Enrolment Overrides, see 1.1.5 Block Enrol Overrides.


B.3 Closed Class

Information

This means the selected class has reached its enrolment capacity and is now closed/full (e.g. in the example below, the Laboratory [LB01] is closed/full).


Information

If the Closed Class is not permissible for further enrolment, then the student will need to be enrolled in a different class with a remaining enrolment capacity.

Alternatively, if Wait Lists are available for the course, the student can be added to the Wait List for the Closed Class.

Steps (Quick Enrolment – Add to Wait List)


Tick Wait List Okay.

Click Submit.



Steps (Block Enrolment – Add to Wait List)


Tick Wait List Okay.

Click Save.

This will Override the Required Related Class when you carry out the merge and process the enrolment.



Information

If the Closed Class is permissible for further enrolment, then you will need to use the Closed Class Override.

Steps (Quick Enrolment – Closed Class)


Tick Closed Class.

Click Submit.




Steps (Block Enrolment – Closed Class)


Tick Closed Class.

Click Save.

This will Override the Required Related Class when you carry out the merge and process the enrolment.


B.4 Enrolment Requirements

Information

This means the student has not met the enrolment requirements for the course (e.g. in the example below, entry to the course is restricted to Honours students or others with subject approval).

There are two types of enrolment requirements that a student must meet in order to be eligible to enrol in a course: 1. Pre-requisites Requirements that students must meet in the previous year. 2. Co-requisites Courses that a student must take in the same year of study.


Information

If an Adviser deems that is appropriate that the Enrolment Requirement(s) can be ignored, then you will need to use the Requisites Override.


Go to the General Overrides tab.

Tick Requisites.

Click Submit.

This will Override the Enrolment Requirements and process the enrolment.





Tick Requisites.

Click Save.



B.5 CSV Import Errors

Information

This means there is a problem with one of the below parts of the spreadsheet you are using to upload data for your UOG Student Block: B.5.1 File Format

B.5.1 File Format

Information

This means your spreadsheet is saved as an invalid file format.

After selecting the file and clicking Fetch New, you will see an error that looks like the below.


Information

This message indicates that the system is unable to read your spreadsheet.

Step

Check your spreadsheet is saved as a CSV (.csv) file.

You can check this by viewing the file path in the Import CSV File section, where you selected the file for upload.

In the example below, the file is saved as an Excel (.xlsx) file.

Step

To resolve the issue, open and save your file as a CSV (.csv) file before uploading the file again.

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