Special Programs Enrollment Tool

The following directions are for managing enrollments in your Webcourses@UCF Special Programs course using the Canvas Special Programs Enrollment Tool.

Participants can be enrolled individually or as a larger group. Participant enrollments can also be concluded or removed entirely.

EMPLID Required

Note: You will need the EMPLID of the user(s) you want to enroll into the Special Programs course. The EMPLID is the often the user’s PID without the preceding letter. For example: if Knightro’s PID is n1234567, his EMPLID would be 1234567.

Enrollment Process Timeline

Please allow 24 hours for your changes to take place. Within 24 hours, the student(s) will be automatically granted access to the course.

Enroll Individual User with the Enrollment Tool

  1. Login to the myUCF Portal.
  2. Under the MyUCF menu, click Staff Applications.
  3. Click Campus Solutions.
  4. Click Main Menu.
  5. Click UCF Webcourses.
  6. Click Canvas Special Program Enrolls.
  7. Use these search tools to locate the course you wish to manage.
  8. All courses that match your search criteria will appear under Search Results. Click the course for which you would like to manage student enrollments.
  9. The Manual Canvas Course Enrollment page will appear.
  10. Enter the user’s EmplID in the field labeled Empl ID
  11. In the Canvas Status dropdown menu, select Active.
  12. To add an additional student, click the “+” symbol at the end of the row you just added.
  13. Remember to configure the Canvas Status for each student as you continue to add them. Once you have added all your users, click the Save button located in the lower left in your browser window.

Your Manual Canvas Course Enrollment page should appear similar to the one shown below.

Conclude a User’s Access to a Special Programs Course with the Enrollment Tool

Concluding a student’s enrollment will remove the user from the GradeBook and the People page in Webcourses@UCF. Users with a concluded/completed status can review content in the course but cannot participate in the course. Completing a student’s status via the Special Programs Enrollment tool is equivalent to concluding their enrollment through Webcourses@UCF.

  1. Login to the myUCF Portal.
  2. Under the MyUCF menu, click Staff Applications.
  3. Click Campus Solutions.
  4. Click Main Menu.
  5. Click UCF Webcourses.
  6. Click Canvas Special Program Enrolls.
  7. Use these search tools to locate the course you wish to manage.
  8. All courses that match your search criteria will appear under Search Results. Click the course for which you would like to manage student enrollments.
  9. Locate the user in the list of enrollments and toggle the Canvas Status dropdown menu from Active to Completed.
  10. Click the Save button.

Your concluded/completed enrollments for your Webcourses@UCF Special Program course will update within 24 hours. Until that time, a user who has been marked as concluded/completed will still be able to fully access your Webcourses@UCF Special Program course.

Locate a Concluded/Completed Enrollment in Webcourses@UCF

Should you need to find a concluded/completed user for grade or tracking purposes in your Webcourses@UCF Special Program course, you may access that user’s information two ways.

Gradebook

  1. Navigate to the GradeBook.
  2. Click the gear icon.
  3. Click Concluded Enrollments from the drop down menu.

People Tab

  1. Click the People tab in the course navigation menu.
  2. In the side bar to the right, click the View Prior Enrollments button.

Delete a User from a Special Programs Course with the Enrollment Tool

If you wish to remove a user entirely from a special programs course, you can also delete the user. This is the equivalent to removing a student in Webcourses@UCF. Users with a Deleted status will not be able to access the course. In addition, the student will not appear under Concluded/Prior Enrollments in Webcourses@UCF.

  1. Login to the myUCF Portal.
  2. Under the MyUCF menu, click Staff Applications.
  3. Click Campus Solutions.
  4. Click Main Menu.
  5. Click UCF Webcourses.
  6. Click Canvas Special Program Enrolls.
  7. Use these search tools to locate the course you wish to manage.
  8. All courses that match your search criteria will appear under Search Results. Click the course for which you would like to manage student enrollments.
  9. Locate the user in the list of enrollments and change the Canvas Status dropdown menu to Deleted.
  10. Click the Save button.

Enroll, Conclude, or Delete a Large Batch of Users with the Enrollment Tool

The enrollment tool also allows batch uploads for multiple enrollments, conclusions, or deletions.

  1. Login to the myUCF Portal.
  2. Under the MyUCF menu, click Staff Applications.
  3. Click Campus Solutions.
  4. Click Main Menu.
  5. Click UCF Webcourses.
  6. Click Canvas Spcl Prm Enrolls Upload.
  7. Use these search tools to locate the course you wish to manage.
  8. All courses that match your search criteria will appear under Search Results. Click the course for which you would like to manage student enrollments.
  9. Click the Upload Text File button to upload a .txt file. Each line of the file must only contain one EMPLID.
  10. Any errors with the document will be listed for review. Correct the errors and re-upload the file to continue.
  11. Set the Canvas Status for the users.
    • For enrollments: In the Canvas Status dropdown menu, select Active.
    • For conclusions: In the Canvas Status dropdown menu, select Completed.
    • For deletions: In the Canvas Status dropdown menu, select Deleted.
  12. Click the Submit button to apply the changes.
  13. Click the Status button to view the status of the enrollment upload.
  14. Click the See Course Enrolls link to view the full list of enrollments for the course.