This job aid instructs staff members on the process of block enrollment, commonly thought of as a batch process.
Best Practices for using Block Enrollment are the following:
- Directly Enrolling or Swapping a group of students into a class or a block of classes
DO NOT use Block Enrollment to add students from the waitlist. If the student used the CalCentral swap feature to add themselves to your waitlist, you will disrupt the automated process that the system runs for the student in dropping the second class.
Block Enrollment can be used for single or multiple groups of classes. This means that you can block-add or block-swap a group of students for multiple classes. However, if the group of classes or the group of students are different, than the process must be repeated per each Class Block + Student Block.
There are three steps for processing Block Enrollment:
- Create Class Block
- Create Student Block
- Block Enroll Merge
Creating a Class Block
- From the Main Menu, navigate to: Records and Enrollment > Enroll Students > Block Enrollment > Create Class Block.
- Select the Add a New Value tab. (If a Class Block already exists from a previous term/year, search up the specific Class Block under the Find an Existing Value tab and skip to step number 6).
- Create and enter your class block code in the Class Enrollment Block field.
Note: The Class Enrollment Block code is max. 5 characters. You will use this same code when you create your student block. For convenience, consider using the same codes throughout using initials and numbers. Since all student and class blocks are viewable by everyone, there may be a case where codes overlap/duplicate when trying to add a new value. If they find a student/class that is not theirs, they should create a new one.
- Select Add.
- On the next screen, enter a Description. This can be up to 30 characters and should include your block code and the term code you are creating this for (e.g., 2188 for Fall 2018).
- Enter (or update as needed) the Term, select your Action, enter the Class Nbr and Related class number(s), if applicable.
- Select Save.
- To add additonal classes to your Class Enrollment Block, select the plus icon to add a new row and repeat steps 6 & 7 until your class block is complete.
Creating a Student Block
- Select New Window to open a new Campus Solutions tab in your browser. This will help you easily refer back to the class block code and description for your next step.
- On the new tab, select Block Enrollment on the top menu bar (breadcrumbs/file path), and then select Create Student Block.
- Select the Add a New Value tab. (If a Student Block already exists from a previous term/year, search up the specific Student Block under the Find an Existing Value tab and skip to step number 14).
- Enter the Student Enrollment Block code, matching the Class Enrollment Block code you just created.
- Select Add.
- Enter the *Description, matching the Class Enrollment Block Description from the previous screen. For existing Student Blocks, clear out the students who currently exist by selecting the Clear option to the right of the *Description box.
There are two options for entering students into the student block:
Option 1: Manual selection
- Enter the student's SID in the Empl ID field or select the look up icon to open the Look Up table and search for the student by name.
- Enter the student's Academic Career (e.g., UGRD, GRAD).
- Select the plus button to continue adding students.
- Select Save when finished creating list.
Option 2: Upload a .csv file
Prepare your file to upload. Do NOT use headers as the process will fail.
- In Excel:
- Column A = SID
- Column B = Academic Career
- Convert the Excel file into a CSV (Comma delimited) file and save to your computer.
- Select the Population Selection checkbox to activate the Upload File process.
- On the Selection Tool drop list, select External File.
- Select Upload File.
- Select Browse to select your prepared .csv file from your local computer.
- Select Upload.
- Select the look up icon to open the Look Up table for the File Mapping field.
- Select BLOCK ENROLL.
Note: If the BLOCK ENROLL selection does not automatically appear, select the Look Up button.
- Select the Fill Student Block button. The students you entered will appear in the upper portion of this page.
- Select Save.
Block Enroll Merge
- Select Block Enrollment on the top menu bar (breadcrumbs/file path), and then select Block Enroll Merge.
- Select the Add New Value tab.
- Enter your Student Block code and your Class Block code.
- Select the Merge button.
- Select Submit. If the Request Status shows "Errors" after selecting Submit, take the following steps to resolve these errors. Many override options will be available to you.
- On the Detail Status drop list, select Errors.
- Select the Retrieve button to review the details for individual errors.
- This brings you to the Block Enroll Detail tab. Select the DETAIL link for each student to view each error.
- The error message "Not Enrolled. Class ##### is Full" indicates that the class is full. If there is an open waitlist for the class, you can resolve the error by choosing to add the student to the waitlist.
- To resolve a "class full" error, select the Wait List Okay checkbox.
- Select Save.
- Select the Block Enroll Detail tab to select and resolve the next error.
- Another error example is that the student may not meet the reserve capacity requirement group set for the class. Select the Closed Class override and then Save to resolve this.
- Repeat steps 36-40 until errors have been resolved.
Note: A user's security level may prohibit the resolution of certain errors (Term Activation, Class Closed, Unit Load, etc.). If you encounter an error you are unable to resolve, please refer to Support details at the bottom. Make certain to include the Enrollment Request ID in the details of your message.
- Return to the Block Enroll Merge tab to resubmit the enrollment requests previously in the "Error" status.
- Select Submit.
- A Request Status of "Success" or "Message" indicates that the enrollment requests have been successfully submitted.
For questions or assistance, please contact SIS Production Support:
Email: firstname.lastname@example.org (link sends e-mail)
Call 510-664-9000 (press option 6)
For additional SIS resources, please visit: sis.berkeley.edu/training