Manual Enrollment

Our integration with PeopleSoft takes care of all official enrollment transactions related to students, including drops, but you can still manually enroll another user (student or faculty).

NOTE: The enrollment status for manually enrolled users must be changed manually and will not be changed based on any changes in the user's official enrollment status (i.e., a "Wait_listed" user will not be changed to "Student" if the student officially enrolls in the class; nor will that user be removed from a D2L course offering if the student does not officially enroll in the class).

• On the Classlist page, click Add Participants and then click on Add an existing user
• Type a name or username into the search box and click the Search button
  Note: A user already enrolled in your course offering will not appear on the search results page.
• Click in the check box to select the correct user and assign a role in your course offering:
• Student
• Instructor
• TA-Grader has access to the grades tool and can assign grades
• TA- Discuss has access to the discussion tool and can create forums and topics
• Leader - this role has the same privileges as an Instructor and is for club and organization accounts
• Member - this role has the same privileges as a Student and is for club and organization accounts
• Wait_listed - this role has the same privileges as a Student and is there to remind you that this user is not officially enrolled in your class (you can remove or change this user's role once the student's status is resolved)
• For course accounts, a manually enrolled user must be assigned to a section (this does not apply to club and organization accounts)
• Click the Enroll Selected Users button. Note that there is an option to send an enrollment email.

View Student List by Class of Enrollment

In a course offering that has multiple courses grouped together, it is easy to view students by class of enrollment. This is especially useful when submitting grades at the end of the semester, as the online grades and rosters system only allows us to submit grades for one class at a time.

Add Sections to a Manually Created Course Offering

In Los Rios we use the Holding Tank to manage the integration of user data and enrollment between our SIS and D2L, and this prevents course offerings that are created manually (i.e., outside the Holding Tank) from having sections added to them. Sections are useful for bulk enrollment, which is a tool that is more likely to be used in a course offering that is created manually. Even a system administrator cannot manually add sections to a course offering, but this video shows a workaround.

Identifying Class Enrollment Sections

If you create multiple-enrollment classes or have multiple cross-listed classes, you may have a hard time identifying which of your classes are linked to which of your course offerings in Desire2Learn. You can do this by clicking on Edit Course and then the Sections button. This page shows the sections associated with your course offering, and the name of each ends with the five-digit code for that class. You can compare that code with the numbers that appear for each class in the online grades and rosters system.

Once you figure out which class's students will end up in this course offering, you can change the name of the course offering to something that will help you recognize it from your My Home page.

Grouping Classes Together

Employee Self-Service (ESS) includes four different ways to group classes together in the same course offering in Desire2Learn:

1. Cross-listed classes are grouped automatically. When an instructor selects either of the cross-listed classes, the other(s) are also selected. Cross-listed classes cannot be grouped with other classes, so you cannot group your Law and Society (BUS345/SOCSC360) with your Business Law (BUS340). You can group one set of cross-listed classes with another set of cross-listed classes by selecting the same XList number for each class.
2. Science lab/lecture classes are grouped automatically. The instructor who is assigned to the lecture (graded component) is the only one who can request a D2L course offering, and it will include all lab sections within the course offering. ESS only shows the lecture section, and this can be grouped with other classes in a multi or special group.
3. Classes that share the same session, subject, catalog number, and mode can be grouped into a Multi course offering. To do this, change the section under the "Grouping" column to "Multi#" for each class that you want to include in the same course offering. It is important that all of the classes share the same number at the end. This way you can have more than one multi course offering. [VIDEO DEMO]
4. If you want to group classes that do not have the same session, subject, catalog number, and mode (and want to "break" the rules allowed for a multi), use the SpGrp option under "Grouping." Like multi classes, the number at the end must be the sale for all of the classes you want to group into a special grouping. When you select this option, an additional icon appears under the column "Spcl Notes" to add any notes you want your coordinator to see. A special grouping class must be approved by your LMS coordinator before the course offering is created. Coordinators do not know about special grouping requests automatically, so you are encouraged to let your coordinator know about your request.

Whichever option applies to your course offering, students will be grouped automatically into sections based on their enrollment. So each of your lab sections will be a section within your course offering, each class in a multiple-enrollment course offering, etc. You can use release conditions based on section enrollment to limit access to course material based on enrollment. One likely example is your syllabus, which might be different for your classes in a multiple enrollment class. How to do that is explained in another blog entry.

Course Creation and Enrollment

You will request a new course offering for each class for each semester that you want to use D2L. That means that no students will be linked to your current course offerings. When the request process is ready (about two months before the term begins), you will be able to request course offerings for your classes. Those will be created  overnight, and then you can copy the components over.

The request process takes place via the Employee Self-Service web page. Online help is available on that page: http://www.losrios.edu/ess [VIDEO DEMO]

The copy process is very easy. Select the Edit Course link on the navbar and then Import/Export/Copy Components. Stick with the default option (Copy Components from another Org Unit) and then click the Next button. You can choose any other course offering you are teaching from the "Existing Offering" pull-down menu. The page will refresh, showing you how many items are associated with each component. There is a check box to "Select All Components" and a Next button. (You can copy only certain components if you wish.)


The copy process takes a short amount of time (a few seconds to a minute or two). Once finished, you can edit the components in the new course offering. Any changes you make in the new course offering will not affect the components in the old (source) course offering.

By default, all new course offerings are not active, which means student users cannot see it. On your My Home page, any inactive courses are indicated by italic text (Inactive). To change a course offering's active status, choose the Edit Course link on the navbar for that course and then Course Offering Information. On that page is a check box to change the course offering's active status. [VIDEO DEMO]

Enrollment happens automatically, beginning seven days before the start date for that class. Students who add your class will appear on your classlist the day following their official enrollment in your class. Student users will also be dropped the day following their official removal from the class. Grade information for dropped students is not removed and will reappear if they are added again to the classlist.