After student accounts, instructor accounts, and courses have been created, school administrators can enroll students into courses using the module setup. This feature also allows instructors to be added to the course if they are flagged as a course admin. First you will need to create a CSV file with the relevant user and course information. After the file is complete, the next step is to select your preferences for enrollment. The final step is to upload the file in your Admin Portal.
Step 1 - Locating the Course Join Codes
In order to enroll users you'll need the Join Code for the course. If you've created your courses using the Module Setup, the join code will be listed in the addCode column in the CSV that was returned with your upload results.
If you are an admin or owner of the course you can also find the Join Code by locating the course on the home page of your CourseKey account.
Step 2 - Creating the CSV File
The CSV file has 3 required fields for each user that you want to enroll.
|Email address of user (must match an existing CourseKey account).||firstname.lastname@example.org|
|course||Join code of the course.||ck8502p|
|isAdmin||Flag to designate role of user in course. If user is a student, enter 0. If user is a course admin, enter 1.||0|
At the bottom of this article are two attachments. The Enroll Users Template CSV file includes the header row with all of the required fields. Each user that you want to add to a course should be listed on an individual row underneath. The Enroll Users Example CSV file is also available to be used as a reference when creating your file.
Step 3 - Enrollment Settings
When you've finished creating your file, log in to your account and select Set Up from the left navigation. Then, select Enroll Users from the secondary navigation menu.
Allow Code / Allow Technology
In a course roster each student has individual settings on what method they can use to check in/out for attendance. These settings are selected before uploading your CSV file to apply to all students you are enrolling. Selecting the checkbox for Allow Technology will allow the student to check in using the attendance technology selected for the course: GPS, Sound, or QR Code. Selecting the checkbox for Allow Code will designate whether or not the students should be allowed to check in using an alphanumeric code.
An additional capability of this feature is the ability to drop students from courses in bulk. Selecting the checkbox to Drop Students will remove the students and instructors from the corresponding courses if they are already enrolled. However, in most cases, the desired action is to enroll the students in the course. To enroll the students or instructors in the courses leave this unselected.
Step 4 - Upload File
After choosing the enrollment settings, you can click near the folder icon to Attach File, or drag and drop your file for upload.
When your file has finished processing the results of the upload will be displayed including how many users were successfully enrolled, or if any errors occurred.
If a required field is not included as a column in the file an error message will be received and none of the users will be enrolled. The error message will indicate which required fields are missing. In this instance it’s best to correct the original file. Add the missing information and reupload the file.
Alternatively, the file may import successfully, but some of the individual rows may fail. The upload summary will indicate how many rows were successful, and how many rows had errors. Each error message will indicate which row failed and why. Users that were not enrolled successfully should be added to a new CSV file with the appropriate corrections and reuploaded. (Do not reupload the file with successful rows.)
Potential row errors are listed in the table below:
|Duplicate email and course with row #||User cannot be enrolled in the same course twice. Review both row numbers indicated.|
|User does not exist||Email provided does not belong to a CourseKey account|
|Course belongs to an unauthorized school||The account used to upload the file does not have admin permissions at the school that corresponds to the course join code listed.|
|Course does not exist||Join code is incorrect or course has not yet been created.|