Enroll Multiple Students in Various Courses

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

Introduction:

Collaborative Admin users can upload multiple student enrollments into the Student Learning Portal (SLP) using a comma-separated values (CSV) file. The following process explains how to create and upload this file to enroll several students in different collaborative courses. 

Please note that this process does not apply to parents/guardians who wish to enroll a student. If you are a parent/guardian, please follow the instructions provided in the Guardian: Enroll My Student in a Course 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: You must choose whether to enter the Student Index, which is the ID provided in the SLP, or the local identification number for each student in the title cell. After making a decision, 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 must choose whether to enter the Section Index, which is the ID provided in the SLP, or a local identification number for each section. After making a decision, delete the option that you did not choose from the title and clear any cells below it. It is important to note that your choices for Student/Section Index or Student/Section Local ID must be consistent. If you opt to use the Student Index, you must also use the Section Index. Likewise, if you select the Student Local ID, you must also use the Section Local ID.
     
     Above is an example demonstrating how a collaborative admin has chosen to use the Student Index and Section Index (both provided in the SLP) and has deleted any unnecessary information.
4. Then insert a row for each student which contains the required information as follows:
   • StudentIndex OR StudentLocalId: Input the student ID that you selected in the previous step. You can find the student IDs on the Students page in the SLP. If you are enrolling a student in multiple courses, you must have a separate line for each enrollment with the student ID.
   • SectionIndex OR SectionLocalId: Please input the section ID for the course in which the student is being enrolled. You can find the section IDs on the Sections page in the SLP. Please ensure that each course enrollment is entered on a separate line. 
   • StartDate: Input the date when the course begins. This is the initial day when the students can access the course.
   • EndDate: Input the date when the course ends. This is the last day when the students can access the course.
     Please be aware that once your students are enrolled, you cannot modify the start and end dates. Therefore, you should carefully choose these dates, taking into account the local calendar and each student's individual end date requirements. If you need to make changes to the dates due to unforeseen circumstances, please contact the District Programming Team for assistance. If you need help enrolling students in a course that is being sectioned by hours, please also contact the District Programming Team.
     

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.