HUB: Batch Updating Student Groups

Transcription

1 HUB: Batch Updating Student Groups Student Groups enable you to define groups of similar students at a high level, such as athletes, student body officers, or honor students. Creating groups of students enables you to track and use the students within a group for campus wide processing, such as billing, academic advising, or financial aid awarding. This tutorial will instruct you how to create, or update multiple students using a single run control process. Start from the main menu and click Records and Enrollment Career and Program Information Process Student Groups Last Updated: April 21,

2 Population Selection Area This area is asking that we select the batch or group of students we want to use to update on the Process Student Groups page, click Add a New Value tab. In the Run Control ID field, you ll need to give your process a name. Names CAN NOT have spaces in them. We will type studentgroups in the space. If you run the process frequently, you may want to use a term or a date in the name. Click Add when you ve finished naming your Run Control. On the Process Student Groups page, click the drop down box for the field Selection Tool and select External File. Click the button Upload File. Last Updated: April 21,

3 You will next be prompted to choose a file. This file must be a.csv file. Let s go over some information about the External File. The external file that you will be uploading must be formatted the following way: How to save an Excel File as a.csv file: 1) Click on the File tab 2) Click Save As 3) Select the place you want to put the file 4) Type the name of your file 5) Click the drop down box 6) Click on Select CSV (Common delimited) (.*csv) 7) Click Save Last Updated: April 21,

4 Once you have your.csv file established, click the Choose File. Navigate to the place you stored your.csv file (see page 3), select it, and hit open Click Upload You ll see this screen. Notice your file has been uploaded. Last Updated: April 21,

5 For the file mapping field, click the magnifying glass, then in the Lok Up File Mapping box, click the link UG_LOAD_SG_FROM_FILE. Next, select the Preview Selection Results link to You will know if your file could be read correctly by HUB if you get the following screen. Click Return to go back to the Process Student Groups screen. Last Updated: April 21,

6 Student Group Data Area The next area is asking what student group you want to add or remove students from. Let s fill in the fields. For the Academic Institution field, this should be UBFLO. If that does not appear in the field, you can either type UBFLO or select it from the Look Up table that appears after selecting the magnifying glass. For the Student Group Field, you can select the student group that you want to update/edit/create. The Student Groups list is based on your individual permissions. Your list may be larger or smaller, depending on your permissions. Last Updated: April 21,

7 Enter the effective date. If you process the same file with the same effective date, it will not create another student group entry for each person. If, however, you run the same file through with a different effective date, it will add another student group row to each person. Make sure you are NOT processing the same file multiple times with different effective dates. In the Effective Status field, if you want to add users to a group select Active. If you want to remove users from a group select Inactive. The comment field is optional. If you choose to use it, keep in mind the field will be completed for all the students being added/removed from the student group you are working on. When done, click the Save button at the bottom of the page. Last Updated: April 21,

8 After you ve saved your work, click Run. You will next see the following screen. This is to tell HUB when to schedule the process to run. In most cases, you will just need to click When you return to the Process Students Groups screen, click the link Process Monitor Last Updated: April 21,

9 When you enter the Process Monitor, you are viewing the status of the batch update. In the Run Status column, you want to see your job indicated as Success and posted. Next click Details to check for any errors. Click Message Log. Last Updated: April 21,

10 The Message Log will show you the process of your batch update. It will indicate the time the process was started, when the file was transferred, if there were errors, and if the process was a success. Here is the Message Log of the process we just ran for this tutorial. Pay attention to the second row that says Total Population Selection Emplids Inserted. If you had 16 individuals that were being added/removed from the student groups, and it processed 16, you were successful. If it does not have the number that you originally uploaded in your.csv file, there was a mistake along the way. Usually the problem is with the.csv file and how it is formatted. Click Return when you are done viewing the Message Log. This will take you back to the Process Detail Page. You have successfully updated student groups in a batch. This concludes this tutorial. Last Updated: April 21,