Now that you've set up your instance with Sub-accounts and Courses, how can you manage your enrolments? In Vocational Education, many organisations work with rolling enrolments, where students start their unit and qualification work across the year. If you're one of those organisations, we've outlined two options below to manage rolling enrolments.
As always, have a chat with your Customer Success Manager(CSM) to discuss whether these options could work for your organisation.
In Canvas, enrolments can be managed at different levels using Term dates, Course dates and Section dates. In the examples below, we'll be using Section dates to manage rolling enrolments by organising them into monthly intake cohorts.
If you don't know about Sections, read about them here. You'll be able to set Section-specific Assignments, Quizzes, Discussions (Graded/ Ungraded) and Announcements. You can also set Section-specific assessment due dates, and also filter and sort by Section in the New Gradebook, SpeedGrader and New Analytics.
We’ve detailed two ways to manage your rolling enrolments using Sections. The first option utilises .CSV files to create Sections in bulk. The second option utilises the user interface to create Sections; this second option is a slower process, but still functional for smaller numbers of Sections.
Step 1: Design the Sections.CSV (Choosing the Headers)
These are the headings that are compulsory and must be pre-filled prior to uploading the Sections.CSV as a SIS Import.
You can also view an example of a Sections.CSV from your Provisioning Report.
Recommendation: If you are using Sections to manage your Start/ End Dates for your students enrolment, we recommend that you just use YYYY-MM-DD and that you don’t include the times. By default if selects Midnight, but if you decide to use custom time you need to ensure you utilise the correct format which includes the timezones.
Step 2: Fill in Columns
July Intake BSB51915
Step 3: Export to .CSV
Recommendation: Use Google Sheets if possible. This is because Microsoft Excel is known to add random spaces/ characters that cause problems with the upload. If you used Microsoft Excel to export the .CSV and it comes up with an error message, try Google Sheets before reaching out to Canvas Support.
Step 4: SIS Import (How to/ What not to)
Recommendation: Always run a test in your TEST Environment to ensure you are happy with the effects caused by the SIS Import.
Step 1: Create a Course for an occurrence
Read about some options here about what you should set as a Course.
Step 2: Create a Section for every monthly cohort
Step 3: Edit the Section Details (SIS ID and Start/ End Dates)
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