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This resource explains how to setup maintain automated enrolments from CASS for your UTS Course, Community and Non-subject sites.
How enrolments work for UTS Course sites
Enrolling large numbers of students in one go can only be done with UTS Course, community and Non-subject sites by connecting your sites to a UTS Course code in CASS. For Canvas to find the exact students who need to be enrolled, it needs to have the UTS Course code, the year, and the session students first enrolled into the course. Basically, all current and future intakes, sessions and years need to be accounted for.
Ask yourself (or ask your administration team and/or your APO team) in which session did your oldest currently enrolled student start. This will give you an idea of how far back you need to go to ensure all currently enrolled students will be able to access your site.
For example, if you manage a Non-subject site for all students in the UTS Course for Property Economics you would need to connect your site to the following UTS course codes:
- C10310
- C10320
- C09063
- C09159
- C10431
A list like this should include students enrolled in UTS Combined Courses as well.
Next is determining which year groups need to be added to the site. Multiple years need to be listed separately, eg.
- C10310 2021
- C10310 2022
- C10310 2023
- C10310 2024
Likewise, the relevant sessions should be listed separately especially if you have multiple intakes a year into a course, eg.
- C10310 2023 Autumn
- C10310 2023 Spring
These code-year-session combinations are then added to Canvas as Sections in your non-subject site. When you request a new Non-subject site, be sure to include all the UTS Course codes, years and sessions that need to be enrolled. Canvas won’t recognise a request that simply asks for ‘all years and all sessions’.
Updating enrolments for an existing UTS Course site
To add new enrolments to your site, submit an IT Service Request.
- In the description for your request include the name of your Course, Community or Non-subject site and write ‘enrolments update’ next to it.
- In the Additional Details area, list all the Course code-year-session combinations that need to be enrolled.
You can also ask ITU to refresh enrolments on the site after adding the new cohorts.
If the code-year-session section already has enrolments when you add it to Canvas, then ITU will need to refresh the site after adding the new section. You’ll need to ask ITU specifically to do this for your site. Only then will students from that code-year-session appear enrolled in Canvas. This is why it’s important to add future years and sessions to your site well before the start of session.
Adding enrolments to a new UTS Course site
You can request a new UTS Course site by completing the Non-subject site request form in UTS Service-Now.
- When you reach the question ‘Does this site require enrolments to be mapped to a UTS Course and/or subject in CASS?’, select ‘yes’.
- In the space after ‘Please provide below course/subject ID and session.’, list all the Course code-year-session combinations for your site separated by commas. eg. C10310 2023 Autumn, C10310 2023 Spring, C10310 2024 Autumn, C10310 2024 Spring etc.
As an alternative to the above, you can attach a spreadsheet of this information, as per this example: Non-subject site creation request Example.xlsx (download a copy to edit with your own information). The option to attach a file is at the very bottom of the form below the ‘Submit Catalogue Request’ button.
Find out which students are already enrolled
If you already have a UTS Course, Community or Non-subject site but aren’t sure which cohorts have already been added, you can check this from within Canvas.
- Ensure your role in the site is set to Teacher or Course Coordinator
- Go to Settings in your site
- Select the ‘Sections’ tab (it’s after ‘Course Details’ and before ‘Navigation’)
- Scroll through that list of sections and find the course code, year and session you’re after
Do not try to add new sections to your site from within Canvas unless you are going to be enrolling people manually.