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Enrolling People

Manage User Enrolment in a VU Collaborate Space.

Bulk Importing Staff into Spaces

This guide will demonstrate how to bulk enrol teaching staff into VU Collaborate spaces in different roles. You can enrol other staff members if you are a Block Instructor, Block Convenor (Delivery Space) or Block Key Academic (Master Space) but only at the same type of role or with fewer permissions in that particular space. For example, if you are a Block Instructor, you can enrol other Block Instructors, Tutors, Support Staff and Space Reviewers.

To see what each role can do in a given space, see the Help Guide User Roles Explained.

The following are the steps for enrolling people:

 

Step One: Create an Import File


1.1 For Master Space

1. To create a new import staff file, you can create them from your Microsoft Excel or Google Sheet application.

The import users function currently supports Text Files (.txt or .csv) only. Files must be in ASCII format, not Word (.doc) or Rich Text (.rtf)

2. In your spreadsheet, create two fields and columns that indicate Staff ID and Staff Role.

screen 1 create csv file for MS

3. After all the details have been provided, save your spreadsheet as a CSV file. Please note that the system will only recognise CSV file format.

To save your spreadsheet as .csv in Microsoft Excel Desktop Application, click File from the menu bar and select Save As.

screen 1.1 how to save in Excel

In the Save As window, double click on This PC and choose a file location.

screen 1.2 how to save in Excel App

Change your default Excel Workbook format into a .csv file from the Save as type dropdown menu and select CSV UTF-8 (Comma delimited) or CSV (Comma delimited).

After providing all details, click on Save to save your file.

screen 1.3 how to save in Excel App
 

To save your spreadsheet as .csv in Google Sheet, click File from the menu bar.

From there, click on the Download option and select Comma-separated values (.csv, current sheet).

screen 2 save as CSV file for Google Sheet

 

1.2 For Delivery Space

In your Microsoft Excel or Google Sheet, create three fields and columns that indicate Staff ID, Unit Section Code and Staff Role.

Section Code is a unique shortcode (characters and numerical) to identify each section. For the example below, the section code is 01234-U-12345. 

screen 6 create csv file for DS

1. To obtain the unit Section Code, you would need to navigate to the Space Admin menu and select Sections.

screen 3 getting section code for DS 

2. In the Manage Sections window, you can see a list of unit sections that contain Section Name and Number of Users/Students.

It is recommended to enrol teaching staff into the section name which reflects your unit code to access all student submissions and grades.

screen 4 manage section window

3. To copy the section code, click on the section name and copy the code using hotkey Ctrl+C or right-click and select Copy. For this example, the section code from ECE2008 is selected.

screen 5 copy section code 

4. Repeat step 3 from 1.1 For Master Space to save your file in CSV format.

 

Step Two: Import Staff into Classlist

1. Navigate to the desired VU Collaborate space and select the Space Admin menu and select Classlist.

screen 7 navigate into space admin and classlist

2. In your Classlist, select Add Participants drop-down menu and click on Import users from a file on your computer.

screen 8 import users from a file

3. In the Import Users From File window, scroll down to the Import file: Choose File option, click on the Choose File button and select your CSV file.

screen 9 upload file

4. The Import Options provide the option to send an email to existing users. If the Send email function is ticked, it will automatically notify newly added staff via email. 

Once you are done with the settings, select Import to upload your staff list.

screen 10 Import button is selected

An example of sending email to users option.

screen 10 sample email notification 

 

Troubleshooting error messages from import files


When uploading the import (CSV) file, you might encounter some error messages from the system below.

Screen 11 error message

Please find some of the common messages and explanations below to troubleshoot your issue.

Error MessageMeaning
The specified user is already enrolled in this org unit  The staff is already enrolled in the unit shell.
You do not have permission to enrol this user. You don't have permission to enrol staff into that specific role (as a block instructor, you cannot enrol a block convenor)
You do not have permission to create this user The provided staff ID is incorrect
 The specified section is not valid  The section code is incorrect

 

Change Enrolment of Existing Staff


1. To change the enrolment of teaching staff, check the box next to the staff name in the Classlist.

2. Click on the Enrolment icon. 

Screen 12 change of enrolments

3. In the Change Enrolments window, you can adjust a user's role. After you have selected a new role, click on Save to apply your changes.

Screen 13 select new role

  


Further Support

Visit the VU Collaborate Help site at https://vucollaboratehelp.vu.edu.au for up to date information and resources on blended learning or email This email address is being protected from spambots. You need JavaScript enabled to view it..

Contact ITS Service Desk on (03) 9919 2777 or via self-service http://servicedesk.vu.edu.au for further technical support.

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