Australia - New Zealand (ANZ)

Hi all,

Here at USQ we are looking for a solution which will allow us to enrol students into classes using the block enrolment functionality or something similar.

If your institution is using block enrolment, and you are happy to share your experience, can you please provide the following information:


1. Have you had to customise the process at all to get it to work for you?

2. Does the functionality allow end-to-end enrolment processing or is manual intervention needed?

3. Are there any limitations/known issues with this functionality?

If your institution has any other solutions which would allow bulk enrolment we would also love to hear from you on how you have done this.

Thank you for your time.

Kind Regards,

Leah Vaz
Senior Functional Analyst | Student Systems | B131
T: +61 7 4631 2442 | F: +61 7 4631 2949
E: Leah.Vaz@usq.edu.au<mailto:Leah.Vaz@usq.edu.au>
Student Administrative and Academic Support | Students & Communities Division
University of Southern Queensland | Toowoomba, Queensland | 4350 | Australia



_____________________________________________________________
This email (including any attached files) is confidential and is for the intended recipient(s) only. If you received this email by mistake, please, as a courtesy, tell the sender, then delete this email.

The views and opinions are the originator's and do not necessarily reflect those of the University of Southern Queensland. Although all reasonable precautions were taken to ensure that this email contained no viruses at the time it was sent we accept no liability for any losses arising from its receipt.

The University of Southern Queensland is a registered provider of education with the Australian Government.
(CRICOS Institution Code QLD 00244B / NSW 02225M, TEQSA PRV12081 )

Hi Leah,

At ICMS we use the Block Enrolment process for all our first Trimester/Semester students, after Trimester One students then enrol themselves via the pre-enrolment function.

In answer to your questions...


1. Have you had to customise the process at all to get it to work for you?

à No customisations required, we use a vanilla version of People Soft straight out of the box and Block enrolment works fine.

2. Does the functionality allow end-to-end enrolment processing or is manual intervention needed?

à Yes as long as the individual student setup [via admissions] has been done properly such as residency data, term eligibility and the requirement term field the process is end-to-end. Manual intervention is required if these three elements listed above aren't done, though once you have corrected any missing elements you can return to the Block merge area and easily continue. Essentially the trick is to ensure the accuracy of data entry at the admissions stage;

à The creation of the Student Blocks prior to merging is done manually at ICMS as we are dealing with smaller cohorts of students than other institutions may encounter, to this point we have not investigated if this can be done via an upload function.

3. Are there any limitations/known issues with this functionality?

à We have not yet experienced any issues with the process, if you load the classes correctly and have control of any specifics such as class capacities, prerequisites or time clashes the process runs smoothly.

I hope these responses help with finding a solution at USQ, please let me know if you have any further questions.

Sincerely,

[cid:image001.png@01D0EEEE.DEDC96D0]

Robert Miles Med (Macq), PGCertEds (Macq), Dip.Bus, CTC
Deputy Registrar
International College of Management, Sydney
151 Darley Road | Manly NSW 2095
T: 02 9466 1095 | M: 0426 235 192 | F: 02 9466 1045
E: rmiles@icms.edu.au<mailto:rmiles@icms.edu.au> | Web: www.icms.edu.auhttp://www.icms.edu.au



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From: Leah Vaz [mailto:anz.heug@list.heug.org]
Sent: Monday, 14 September 2015 12:31 PM
To: anz.heug@list.heug.org
Subject: [anz.heug] - Block Enrolment

Hi all,

Here at USQ we are looking for a solution which will allow us to enrol students into classes using the block enrolment functionality or something similar.

If your institution is using block enrolment, and you are happy to share your experience, can you please provide the following information:


1. Have you had to customise the process at all to get it to work for you?

2. Does the functionality allow end-to-end enrolment processing or is manual intervention needed?

3. Are there any limitations/known issues with this functionality?

If your institution has any other solutions which would allow bulk enrolment we would also love to hear from you on how you have done this.

Thank you for your time.

Kind Regards,

Leah Vaz
Senior Functional Analyst | Student Systems | B131
T: +61 7 4631 2442 | F: +61 7 4631 2949
E: Leah.Vaz@usq.edu.au<mailto:Leah.Vaz@usq.edu.au>
Student Administrative and Academic Support | Students & Communities Division
University of Southern Queensland | Toowoomba, Queensland | 4350 | Australia




-----End Original Message-----

Hi all,

In addition to my below email, the functionality that we are trying to achieve is to enrol multiple students in multiple classes which may differ across students. We currently manage this using OATS and an excel file however we are finding that this functionality is not robust enough for the number of enrolments we are trying to process.

If anyone has a solution (delivered or customised) to this type of bulk enrolment and is happy to share please let me know.

Thanks!

Leah Vaz
Senior Functional Analyst | Student Systems | B131
T: +61 7 4631 2442 | F: +61 7 4631 2949
E: Leah.Vaz@usq.edu.au<mailto:Leah.Vaz@usq.edu.au>
Student Administrative and Academic Support | Students & Communities Division
University of Southern Queensland | Toowoomba, Queensland | 4350 | Australia

From: Leah Vaz [mailto:anz.heug@list.heug.org]
Sent: Monday, 14 September 2015 12:31 PM
To: anz.heug@list.heug.org
Subject: [anz.heug] - Block Enrolment

Hi all,

Here at USQ we are looking for a solution which will allow us to enrol students into classes using the block enrolment functionality or something similar.

If your institution is using block enrolment, and you are happy to share your experience, can you please provide the following information:


1. Have you had to customise the process at all to get it to work for you?

2. Does the functionality allow end-to-end enrolment processing or is manual intervention needed?

3. Are there any limitations/known issues with this functionality?

If your institution has any other solutions which would allow bulk enrolment we would also love to hear from you on how you have done this.

Thank you for your time.

Kind Regards,

Leah Vaz
Senior Functional Analyst | Student Systems | B131
T: +61 7 4631 2442 | F: +61 7 4631 2949
E: Leah.Vaz@usq.edu.au<mailto:Leah.Vaz@usq.edu.au>
Student Administrative and Academic Support | Students & Communities Division
University of Southern Queensland | Toowoomba, Queensland | 4350 | Australia




-----End Original Message-----


_____________________________________________________________
This email (including any attached files) is confidential and is for the intended recipient(s) only. If you received this email by mistake, please, as a courtesy, tell the sender, then delete this email.

The views and opinions are the originator's and do not necessarily reflect those of the University of Southern Queensland. Although all reasonable precautions were taken to ensure that this email contained no viruses at the time it was sent we accept no liability for any losses arising from its receipt.

The University of Southern Queensland is a registered provider of education with the Australian Government.
(CRICOS Institution Code QLD 00244B / NSW 02225M, TEQSA PRV12081 )

Hi Leah,

At USC we use the standard Block Enrol for Research students and we use a Customised Block enrol for one of our core courses that all students need to complete.

Firstly the standard Block Enrol for Research. 

Our Research courses are setup by:

• School
• Level of Research ie Masters or Phd
• Full-time or Part-time

We have setup a Student Block and a matching Class Block.  These remain on the system to be reused. The Student Block is manually maintained when we receive information, eg delete student from block when completed or changes to part-time, full-time etc.

When we enrol, we just need to change the Class Block with the relevant new term and class number and choose the Block Enrol Merge to complete the process.

We have found the Block Enrol extremely useful and time-saving when enrol the HDR students and have encountered no bugs.

Secondly, we have customised the Block Enrol to use as we have approximately 2500 students enrolling in one core course.  “Generic” classes are setup with just a day and time with no room allocation.  Just before O Week, we then swap these students into room specific classes.  An example is that we have 150 students in 1 day/time Tutorial spot.  We then allocate Rooms to this day/time.  If there are to be 25 students in each class, we will need 6 rooms of 25.  In the background the customization does a sort to ensure that there is will be a mixture of gender, International, age etc.  We then run the process as a swap and the customization will then swap them into the classes. 

The process looks at the room specific classes for that day/time and swaps students only into these classes.  As part of the process, the generic classes are closed immediately and the room specific classes are kept closed with only an enrolment capacity until completed. 

This is a brief explanation of how we use the Block Enrol, but we would be happy to provide further information and screenshots if required.

 

Kind regards

Yvonne Beck

Projects/Admin

Student Administration

University of the Sunshine Coast