Enroll Multiple Students in Courses

Intended Audience: Collaborative Admin Users
This article pertains to courses taught by local teachers as part of a collaborative partnership.

Introduction:

A Collaborative Admin user can choose to enroll a single student in a course or upload multiple student enrollments into the Student Learning Portal (SLP). This process describes how to create and upload a comma separated values (CSV) file to enroll multiple students in collaborative courses.

Note: This process does not apply to a parent/guardian who wishes to enroll a student. If you are a parent/guardian, follow the Guardian Select Course to Enroll Student article.

Details:

Step 1. Create the Import File

1. First, tap the Affiliations tab in the top menu, tap Search, and then tap your affiliation name.
2. Next, tap Import Collab Enrollments from the left navigation menu and then click Download Sample.
3. Then edit the column headers to indicate which data you will provide:
   • StudentIndex OR StudentLocalId: In the title cell, you need to decide whether you will enter the Student Index for each student (provided as the ID in the SLP) or if you will use the local identification number for each student. Once you decide, you must delete the option that you did not choose from the title and clear any cells below it. 
   • SectionIndex OR SectionLocalId: In the title cell, you need to decide whether you will enter the Section Index for each course (provided as the ID in the SLP) or if you will use a local identification number for each section. Once you decide, you must delete the option that you did not choose from the title and clear any cells below it.
     Note: Your choices above in choosing to use either the Student/Section Index or the Student/Section Local ID must be consistent. If you choose to use the Student Index, then you must also use the Section Index. Similarly, if you choose to use the Student Local ID, then you must also use the Section Local ID.
   • In the example shown below, the collaborative admin has chosen to provide the Student Index and Section Index (both provided in the SLP) and deleted the unnecessary information.
     
4. Then insert a row for each student which contains the required information as follows:
   • StudentIndex OR StudentLocalId: Enter the student ID that you chose in the previous step. The student IDs can be located in the SLP on the Students page. If you are enrolling a student in multiple courses, you will need a separate line with the student ID for each enrollment.
   • SectionIndex OR SectionLocalId: Enter the section ID for the course you are enrolling the student in. The section IDs can be located in the SLP on the Sections page. Each course enrollment must be entered on a separate line. 
   • StartDate: Enter the date the course starts. This will be the first day students will be able to access their course.

     EndDate: Enter the date the course ends. This will be the last day students will be able to access their course.
     
     Please note that you do not have the ability to adjust start and end dates once your students are enrolled. These dates should be chosen with consideration of local calendars and each student’s unique end date needed. If you have a situation that requires the dates to be changed, please reach out to the District Programming Team for support.
     If you need to enroll students in a course that is being sectioned by hours, please contact the District Programming Team for assistance.

Step 2. Import Student Enrollments

1. Begin by returning to the Student Learning Portal.
2. First, tap the Affiliations tab in the top menu, tap Search, and then tap your affiliation name.
3. Next, tap Import Collab Enrollments from the left navigation menu.
4. At this point, you will be prompted to upload the CSV file created in step 1 above. Proceed by tapping the Choose File button, choose the file, and then select Open.
   
5. Next, tap the Preview File button to display the list of enrollments to be imported.
   
6. Then tap the Choose File button once again and select the file saved in step 1.
   
7. Next, select the Upload File button to import the enrollments.
8. At this time, a new column titled “Results” will appear next to each student record.
   • If “OK” is displayed, the student information was imported successfully.
   • If “Fail” is shown, the enrollment was not successfully imported and must be recreated. Reference the “Messages” column for additional information.

Step 3. Verify Import

1. First, tap the Enrollments tab in the top menu bar.
2. Then, tap Get Data to view all enrollments.
3. Finally, review the list of enrollments to ensure the imported enrollments are listed. At this point, students have been enrolled and will have access to the courses once the start date arrives.