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Comment: Updated the Add Student pic JB 5-21-19

These utilities allow you to add new students to the database, enroll new students in courses, modify account information of existing students, or deactivate/reactivate students.

 

At A Glance

Adding a New Student

  1. Students Tab --> Add/Edit/Enroll Students button on the left
  2. Click the green plus labeled "Add a new student"
  3. Fill in the student's information (required fields are in bold)
  4. Choose from the four available Course Enrollment options
  5. Click "Add Student." The system will automatically assign a student number that can be referenced later to make changes.

Editing an Existing Student

  1. Students Tab --> Add/Edit/Enroll Students button on the left
  2. Enter any known values into any of the fields, click "Show Students"
  3. If students are found, their Student Numbers in the far left column can be clicked.
  4. Student details can be changed on this screen. In order to change their organization, find the Organization field and click the "Change" button to the right.
  5. Using the drop down menu(s) select the desired organization, then select the Enrollment Option. If no enrollment option is selected, the student will NOT be enrolled in whatever course from their new organization they haven't yet taken. Also, if their new organization doesn't have a course they have been previously enrolled in, those enrollments will be lost. If the students' new organization has the same course, their progress will be transferred to their new organization.


Step By Step

Adding a New Student

  1. Click the Add/Edit/Enroll Students sub-option from the Admin Menu under the Students tab.

    Info
    titleNote

    If you are unsure if the student is already in the system, enter the student’s last name in the Last Name field. If the student exists, go to the Editing Student Information section to edit and/or display their account information (page 15). If you need to add the student, continue to the following steps.

  2. Click on Add a new student, found just above the filters section. The following page will appear: 
    Image RemovedImage Added
  3. Fill in the following student information (required fields are listed in bold):

    Info
    titleNote

    Commas and trailing spaces should be avoided when entering information into the text fields.

    1. User ID: Must be 4-15 characters in length; no spaces or apostrophes are allowed.

      1. Must not already be in use – if someone is already using that ID, the system will ask you to choose a new ID. If the ID is found to be already in use, it may be that that student already exists in the database, but their status is “inactive” in which case they will not show up on many of the reports. To look up the status of a student see Editing Student Information. When you have confirmed that the student is not already in the database, continue to step 3b.

    2. Last Name then First Name (Middle Initial is optional): Make sure there are no extra spaces before or after the names.

    3. Password: Must be 4-15 characters in length, no spaces or apostrophes are allowed by the system.

    4. Organization: Choose an organization from the drop down menu.

    5. Location: Choose from the list of existing locations from the drop down menu or enter a new location if the desired location is not in the list.

    6. Email: Optional field. However, we strongly recommend you enter email addresses for your students to aid in customer support when needed.

    7. Phone, Address information: Enter if desired.

    8. Additional optional fields can be filled in by clicking on Show Optional Fields found below the City/State/Zip fields section.

  4. Choose from the four available Course Enrollment options:
    1. Enroll student from a list of courses

    2. Enroll student in all courses using the default active training period.

    3. Enroll student in all required courses using the default active training period.

    4. Do not enroll the student in any courses.

    If you select Enroll student from a list of courses, follow the directions found in the green boxes in the screenshot below: 


    If you select to automatically enroll the new student in all courses or all required courses, the following screenshot is an example of what you would see after clicking Add Student:


    If you selected Do not enroll the student in any courses, you will see something similar to the screenshot directly above, but no list of enrolled courses will appear.

  5. Click the Add Student button. If the student was successfully added to the system a message will appear and the student will be assigned a unique student number that cannot be changed. If you need to change a student’s information later (for example, their last name), the student’s enrollment and completion data will remain attached to the unique student number.

 

Editing an Existing Student

  1. Click the Add/Edit/Enroll Students sub-option from the Admin Menu under the Students tab.
  2. Use one or more of the search fields to narrow down the list of students, click Show Students.
  3. Click on the hyperlink of the Student_Number to go to the Edit Student screen, as shown below



  4. You may update the ID, reset the password, update email address etc. from this screen. If you need to move a student to a new organization, click on the Change button.
  5. Select the new org using the drop down menu(s) then select your Enrollment Option. If you do not select an enrollment option, the student will not be enrolled in any NEW courses in the new org, however, any active enrollments from the old will be transferred to the new org if the courses exist. if the courses do not exist in the new org, any incomplete enrollments will be deleted, and any complete enrollments will be archived.



    The interface will provide you with the results of the move on screen

If you wish to override the OrgCourse settings/schedule, you may populate the "Set Training Active for" box with the number of days you wish the training to be available to the student, and/or the "Courses Available Starting" box with the day you want the course to appear on the student's Incomplete Courses tab. If you leave the boxes blank the values will be populated from the OrgCourse definition.

 

To edit the Due Date or Start Date after you have enrolled a student, use the "Edit Student Enrollment Dates by Student" utility.