Block-Enroll-Merge

Learn how to take a group (block) of students, merge them into one file and then enroll them into a specific class or section.

About Block Registration

Block registration is the process by which advisors enroll incoming first-year students into designated sections of classes. Each academic department is informed of the sections reserved for this process, which only occurs during the fall semester. There are two phases of the block registration process.

  • First, academic advisors have the opportunity to enroll incoming first-year students into sections designated for each advising unit. 
  • In the second phase, sections are still reserved, but not for the particular advising unit. Reserved seats are still available for any academic advisor to register a first-year student.

Once the remaining reserved seats are returned to the academic department, any student (new or returning) will be able to register in open seats.

How to Block Enroll Students

Block Enrolling allows you to apply actions from “Quick Enroll a Student” to larger populations of students at the same time. Class blocks and Student blocks can be reused once they are created.

1. Select the Class Scheduling menu.

Zoom image: Arrow pointing to Class Scheduling tile. Arrow pointing to Class Scheduling tile.

2. Click on Class Roster from the sub navigation menu.

Zoom image: Arrow pointing to Class Roster under Class Roster sub-menu. Arrow pointing to Class Roster under Class Roster sub-menu.

3. Enter the Term, Subject Area and Catalog Number and click “Search”.

Zoom image: Find an Existing Value Screen with box around Term, Subject Area and Catalog Nbr fields. Find an Existing Value Screen with box around Term, Subject Area and Catalog Nbr fields.

4. Select the appropriate section from the Search Results.

Zoom image: Search results with list of sections with class info. Search results with list of sections with class info.

5. Click on the download to spreadsheet icon.

This will be downloaded to Excel and needs to be saved as a CSV file.

  • Delete the headers in the spreadsheet. 
  • Keep only the first column of Student ID numbers and delete all other columns. 
  • In Column B, enter the student’s career (UGRD, GRAD, etc.) for all rows.
  • When you are done, click “File,” “Save As,” and “Save as type: CSV (Comma delimited).”
Zoom image: Box around spreadsheet icon. Box around spreadsheet icon.

6. Navigate to the Enrollment tile.

Zoom image: Arrow pointing to Enrollment tile. Arrow pointing to Enrollment tile.

7. Click on “Block Enrollment Users” and then select “Create Class Block.”

Zoom image: Enrollment menu with box around Create Class Block. Enrollment menu with box around Create Class Block.

8. Locate or create your class block.

If you have used this screen previously

  • You may reuse the Class Block you created at that time.
  • Enter it in the Class Enrollment Block field or click the “Search” button and locate your Class Block from the results.

If you have never done this before

  • Click on “Add a New Value.” 
  • Enter a Class Enrollment block name. It can be anything you want, but it may not contain spaces. We recommend something you can identify and reuse in the future, for example, Your_Name_Class_Block. 
  • Once saved, the enrollment block can be reused.
Zoom image: Box around Add a New Value button; box around Class Enrollment Block field with drop-down. Box around Add a New Value button; box around Class Enrollment Block field with drop-down.

9. Fill in class information.

  • Enter the Term and choose the enrollment action (Enroll, Drop, Swap, etc.).
  • Enter the Class Nbr and check the appropriate Override boxes (this is dependent on individual user permissions) and click “Save.”

If a class block was previously created and run for a course, you will need to edit the applicable fields with the new information before proceeding to the next steps.

Zoom image: Box around Class Enrollment Block details fields; block around Overrides options and checkboxes. Box around Class Enrollment Block details fields; block around Overrides options and checkboxes.

10. Create Student Block by navigating to the Create Student Block screen from the Enrollment tile.

  • If this is the first time using this screen, use Add New Value.
  • Enter a Student block name. It is recommended that you use the same naming convention you used in step 8 (ex, Your_Name_Student_Block).
  • Once saved, the Student Block can be reused (see image in step 8).

11. Fill in Population Selection information.

  • Check the Population Selection box.
  • Click "Upload File" to find your CSV file with the Class Roster created in step 5.
  • Select BLOCK_ENR_STUDENT from the file mapping field.
  • Click “Fill Student Block,” and the student information should populate. 
  • Click “Save.”
Click “Clear” if this is not the first time running block enrollment

If this is not the first time running block enrollment there will already be a student block present from the last time the process was run. Click the “Clear” button first before going through these steps.

Zoom image: Block Enrollment Students screen with checked box next to Population Selection Block Enrollment Students screen with checked box next to Population Selection.

12. Verify Enrollment Request ID and enter Student Block and Class Block.

  • Navigate to the Block Enroll Merge screen from the Enrollment Tile.
  • Click on “Add a New Value.”
  • Verify that the Enrollment Request ID is all zeros.
  • Enter the Student Block and Class block created in the previous steps.
  • Click “Merge.”
Zoom image: Box around Enrollment Request ID with a lot of zeros; box around Student block and Class block fields. Box around Enrollment Request ID with a lot of zeros; box around Student block and Class block fields.

13. Click “Retrieve” in the Filtering Criteria section.

Zoom image: Filtering criteria with fields for academic career, term, etc., and Retrieve button. Filtering criteria with fields for academic career, term, etc., and Retrieve button.

14. The Block Enroll Detail tab should populate; click on the Block Enroll Merge tab to go back and submit the enrollment request.

Zoom image: Block Enroll Merge info with Submit button highlighted. Block Enroll Merge info with Submit button highlighted.

15. Review Request Status.

  • If “Success,” the enrollment action has been completed.
  • If “Errors” or “Messages”
    • Click “Retrieve,” and the Block Enroll Detail tab should populate. 
    • Sort by Status, and the errors will move to the top of the list.
    • Click “Detail” to view the error message.
    • Repeat these steps if you need to enroll the students you just dropped into another section.