Bulk Enrollment Considerations for Course Connection
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Table of Contents
This article is written for the event in which bulk creation of Course Connection records are required, and several considerations must be taken into account before doing so to ensure that the created Course Connection records are linked correctly.
The mapping fields can be found here.
Contact Id and Program Enrollment Id
Before conducting the bulk enrollment, it is better to export a list of Contacts and their respective Program Enrollment Id, to identify the correct active Program Enrollment the Student is in.
If possible, obtain a list of Student Id, Program Enrollment Id and Course Offering Id, so we know which specific Course each Student should be enrolled into.
Fee Type and Fee Type Option
By default, the Fee Method and Fee Type field in Course Connection do not follow the values specified in the Program Enrollment level upon the Course Connection creation. They have to be manually specified per record, per Student.
For example, Student's A Program Enrollment specified that Fee Type = Financial Assistance, and the Fee Type Option = FEE-HELP.
If these two values are not specified during the upload, the Course Connection created record may specify that Fee Type = Self Paid, and the Fee Type Option = None instead.
That is why it is also recommended to export Fee Type and Fee Type Option values when extracting the Program Enrollment information.
Course Offering Id
Unlike migration of legacy data, Course Offerings are required for newly created Course Connections. Course Offering is the field that ties the Course Id, Term Id, and Fee information together and brings it into Course Connection.
Otherwise, a Course Connection created without these will leave the Fee Amount information blank, and RIO Education will create Fee Lines with blank information in them linked to the related Course Connection record.
To rectify this, check that the correct Fee Schedule is 'Approved' and all Course Offerings are updated to be linked to a Fee Schedule Term. Then, you will have to unlink the Course Offering field in the Course Connection record, save, and relink the Course Offering field.
This will populate the Fee Information within the Course Connection record, and also create another Fee Line record, but this time with the appropriate Fee information in them. You will have to delete the previous blank Fee Lines.
Unlike the PE Group and Plan Requirement (Course) field which are populated automatically upon linking the appropriate Course Offering, this field will not be populated if no Term value is selected for the upcoming Term.
Hence, for each Student's Program Enrollment, we have to identify the correct PE Pathway record linked and populate the Term value in that record. This should be done in a separate update exercise if the Students provided by the customer do not have an upcoming Term value specified.
Enrollment Status and Requirement Met
When doing the bulk enrollment, ensure that the Enrollment Status field is set to "Enrolled" and Requirement Met checkbox is set to "True" to ensure the Course Connection is properly enrolled and no validation error will be triggered by the Requirement Met validation rule.
If the customer instance uses multiple record types for the Course Connection object, specify the Student RecordTypeId in the spreadsheet to ensure all created Course Connections are of the Student record type.