Business Process Document Student Records: Processing Block Enrollments
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1 Student Records: Processing Block Enrollments Department Responsibility/Role File Name Version Document Generation Date 12/5/2007 Date Modified 12/5/2007 Last Changed by Status SA Student Records Processing Block Enrollments _BUSPROC.doc Processing Block Enrollments Concept With block enrollment, you can use any combination of custom student blocks and class blocks with predefined blocks. For example, you might have a predefined course block for first year law students that you want to merge with some late admits to the law school. Instead of predefining a student block for the new students, you might merge the predefined course block for first year law students with a custom student block. Last changed on: 12/5/2007 2:52 PM Page 1
2 Student Records: Processing Block Enrollments Procedure To view the online business process and quick guide documents for this topic, click the links below. Please refer to: _BP.pdf Please refer to: _QG.pdf 1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Block Enroll Merge. Page 2 Last changed on: 12/5/2007 2:52 PM
3 Student Records: Processing Block Enrollments Step Action 2. Click the Add a New Value tab. 3. Use the Block Enroll Merge page to merge predefined or custom student blocks with predefined or custom course blocks, post block enrollment requests, and retrieve data and process results about merged blocks and posted blocks. Last changed on: 12/5/2007 2:52 PM Page 3
4 Student Records: Processing Block Enrollments Make sure the correct Institution is entered in the Academic Institution field (it should default from your User Defaults). Click the Look up Student Block button. Page 4 Last changed on: 12/5/2007 2:52 PM
5 Student Records: Processing Block Enrollments If you have predefined student blocks, they will be listed here. Select the one you want. Last changed on: 12/5/2007 2:52 PM Page 5
6 Student Records: Processing Block Enrollments If you have not created a predefined student block for this merge, you can create a custom block. The custom block will not be saved for reuse later on. You can also display and edit a predefined student block. This feature enables you to enroll one or more students into a class or block of classes without having to predefine a student enrollment block, thus simplifying the block enrollment process. You can also use this feature to perform class maintenance where only a few students need changes to their enrollment records. To create a custom student block, or edit a predefined one, click the Detail / Create link. Page 6 Last changed on: 12/5/2007 2:52 PM
7 Student Records: Processing Block Enrollments Step Action 7. The Detail/Create link opens a new window. In the example above, since we have selected a predefined student block, this page is displaying the existing block and is giving us the opportunity to add more students/delete students before doing the merge. Click the Close button to put away the window.. Last changed on: 12/5/2007 2:52 PM Page 7
8 Student Records: Processing Block Enrollments Just as for the Student Block you can select a predefined Class Block or create a custom one. Click the Look up Class Block button. Page 8 Last changed on: 12/5/2007 2:52 PM
9 Student Records: Processing Block Enrollments Step Action 9. Click an entry in the list. Last changed on: 12/5/2007 2:52 PM Page 9
10 Student Records: Processing Block Enrollments Use the Detail/Create link to create a custom Class Block or edit the predefined Class Block you have selected. Page 10 Last changed on: 12/5/2007 2:52 PM
11 Student Records: Processing Block Enrollments Click the Merge button to run the process that merges the student block with the class block. Once the process completes the merge, the fields in the Merge Blocks group box become unavailable for entry. You are now ready to retrieve and review the results of the merge process and post your block enrollment request, all of which can be done using the Block Enrollment component. Last changed on: 12/5/2007 2:52 PM Page 11
12 Student Records: Processing Block Enrollments As soon as you merge the student enrollment block with the class enrollment block, the system generates an enrollment request ID that is unique to the block enrollment request. The same number is assigned to each student and class combination in the block enrollment request. Page 12 Last changed on: 12/5/2007 2:52 PM
13 Student Records: Processing Block Enrollments Step Action 13. Note that the Request Status is Pending. To view the results of the merge (or the post process once you have posted), enter Filtering Criteria if desired and click the Retrieve button. The system displays the Block Enroll Detail page. Last changed on: 12/5/2007 2:52 PM Page 13
14 Student Records: Processing Block Enrollments Click the Retrieve button. Page 14 Last changed on: 12/5/2007 2:52 PM
15 Student Records: Processing Block Enrollments Step Action 15. After you merge, click the Detail link for a specific student and class combination to view and edit the details of that line of the block enrollment request. The system populates the Block Enrl Detail1 and Block Enrl Detail2 pages, then displays the Block Enrl Detail1 page for you to view the information. Click the DETAIL link. Last changed on: 12/5/2007 2:52 PM Page 15
16 Student Records: Processing Block Enrollments Use the Block Enrl Detail1 page to maintain the details of a block enrollment request for a specific student and class combination. Page 16 Last changed on: 12/5/2007 2:52 PM
17 Student Records: Processing Block Enrollments Step Action 17. Use the Block Enrl Detail2 page to maintain class notes, repeat codes, and override any requirement designations. Click the Block Enrl Detail2 tab to view the page. Last changed on: 12/5/2007 2:52 PM Page 17
18 Student Records: Processing Block Enrollments Click the Block Enroll Merge tab. Page 18 Last changed on: 12/5/2007 2:52 PM
19 Student Records: Processing Block Enrollments To post the enrollment request, Click the Submit button. The request could also be posted in a Mass Enrollment Request process (refer to the corresponding documentation). Last changed on: 12/5/2007 2:52 PM Page 19
20 Student Records: Processing Block Enrollments If all the enrollments are successful, the system will update the Request Status (from Pending) to Success. If there are any errors, the system will update the status to Errors. You can use Retrieve to view the errors. Page 20 Last changed on: 12/5/2007 2:52 PM
21 Student Records: Processing Block Enrollments Step Action 21. In the Detail Status list, click the Errors list item. Last changed on: 12/5/2007 2:52 PM Page 21
22 Student Records: Processing Block Enrollments Click the Retrieve button. Page 22 Last changed on: 12/5/2007 2:52 PM
23 Student Records: Processing Block Enrollments Step Action 23. Click an entry in the DETAIL column. Last changed on: 12/5/2007 2:52 PM Page 23
24 Student Records: Processing Block Enrollments The error message is located in the Messages section of the page. 25. End of Procedure. Page 24 Last changed on: 12/5/2007 2:52 PM
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