The Extension Course Management site uses a flat file enrollment plugin to allow Extension Course instructors to 1) create a GauchoSpace course page and 2) bulk enroll or unenroll course participants with valid UCSBNetIds simultaneously using just a CSV file.
It is very important that the file data and file name meet the criteria below:
- Files must be comma-delimited .csv files and must be named by the quarter.
- E.g. Winter 2019 is: 20191.csv, Spring 2019 is 20192.csv
- Files must have a header row with the following column headings:
CourseShort, CourseTitle, UCSBNetID, Role, Operation
- CourseShort must be a unique It may contain spaces and you can use the same for the CourseTitle if you like.
- CourseTitle may be the same as CourseShort
- UCSBNetId must be the students' valid ID or the user will not be added.
- Role may be one of instructor, student, editingta, noneditingta. Some roles may be renamed by the system, which you should not worry about.
- Operation is optional, but should be either add or del. If you leave it blank, the assumption is to add.
- Format the file exactly the same as above, except the operation column:
- For the students you would like to delete, input del in the operation column next to the student. If you leave it blank, the assumption is to add.
Other things to note:
- If you do not include all the students currently in the course they will NOT be dropped.
- The only means to drop students from a course is to manage enrollments inside the course or to put del in the operation column for the student.
- All rows must include all column data.
- If you upload a file of the same name, the script will process the most-recent file.
- The script will not enroll anyone twice.
- The deletion of the CSV file from the Extension Course Management site doesn't cause the deletion of the courses or the participants.
- The shortname indicates that the participant should be enrolled in that course, and if that course does not exist, the course should be created.
- This means a typo in the shortname will create a new course. This also means that duplicate shortnames do not create duplicate courses.
- There is a block provided to you to kick off the process so that you can see the results, including errors. The process will happen automatically every few hours if you don't do it yourself.
- When the automated process runs, the script will look for the most recent CSV file for the current quarter, check for a change in the file. If no change is found, the file will not be processed. If changes in the file are found, the file will be processed.
- If you delete the most recent file, the next-most recent file may be processed by the automated script. It may be wise to periodically delete all of the CSV files.
To create a GS course page and bulk enroll your extension students, you must first be added to the Extension Course Management project site. The Instructor of Record must submit a help ticket (email@example.com) to be added to the Extension Course Management site.
1. Once you have been added to the site, click the Database activity labelled Upload your CSV File. Click the Add entry tab on the top menu. There, you will see instructions on how to format you CSV file.
2. Scroll to the bottom of the page. You will see a CSV file uploader. Drag and drop your file, then click Save and view or Save and add another.
3. Select the View list tab on the top menu. Your most recent file upload with the date uploaded should appear at the beginning of the list.
4. Navigate back to the main course page. Navigate to the UCSB Extension Tools block on the right side of the screen. From the dropdown menu in the block, select your file name. Immediately to the right of the dropdown menu, click Run now.
Your course creation and enrollments should now be complete. Please go to My Courses to find your course in the dropdown menu and check to see if all of your students appear in your course site.