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Importing & Updating Student Records

• Overview
• Importing Students for a Single Section
  • Importing Student Records for an Entire Course
  • Adding a Single Student Record
  • Synchronizing Student Records (Drops and Adds)
• Importing Students in a Multi-Section or Cross-Listed Course
  • Importing Student Records for an Entire Course
  • Adding a Single Student Record
  • Synchronizing Student Records (Drops and Adds)

Overview

Student records are not automatically added to WebCT courses.

Faculty (or designated assistants) are responsible for importing and updating course rosters in WebCT. Until you import student accounts, students will not be able to access your WebCT course site. Adding student accounts (1) provides individual, password-protected access to each student in your class, and (2) adds student information in your WebCT gradebook. This document describes the procedures for adding and updating student accounts.

Accounts for all currently registered UAH students are automatically added to the general WebCT database. This information is updated from the main UAH Student Information System (SIS) database each night. The following data is available for each registered student and will be imported into a WebCT course.

• First name
• Last name
• UAH ID (which becomes the student's WebCT ID)
• E-mail address (specified by the student; or if none is specified, their UAH e-mail address)
• Phone number

Each instructor must add student accounts to his/her specific WebCT course site. You may import all registered students of a section at the same time (recommended when you first add student accounts) or you may import a single student based on their WebCT ID.

NOTE: Student registration data is only available for the current term. Registration data for an upcoming term is normally available the week following final exams.

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Importing Students for a Single Section

Importing Student Records for an Entire Course

1. Click the Control Panel button and then click the Manage Course button.

2. Click the Add or Import students link (under Manage Students). 
   
   

3. Under Import from Global Database, find the section titled Add multiple students from a registered course. Enter your course prefix, number, and section number in the Registered course name field and then click the Select button. NOTE: The course prefix may be entered in upper or lower case but there should be NO spaces nor dashes (e.g., ACC30101 or acc30101).
   
   

4. You should then see a list of students who have registered for your course. You should check this list against your printed roster for verification. If the lists do not match up, click the Cancel button and re-check the course prefix, number and section number that you used on the previous screen. Otherwise, make sure all of the names are checked and click the Select button to import the students into your course.
   
   
   
5. Once the students have been added, you should see the gradebook (Manage Students) with the new students displayed.
   
   
    

Important: Keep in mind that students will be able to access your course as soon as you import them.

Adding a Single Student Record

You may also add a single student record if you know his/her WebCT ID. A student's WebCT ID is the first part of his/her UAH e-mail address. Instructors may be able to find e-mail addresses on the class roster you receive at the beginning of the term. You can also search for a student's ID using the UAH directory (in most cases the UID, university ID, is the same as the e-mail address). Once you have obtained the student's WebCT ID, you can import his/her record into your course by following these steps:

1. Click the Control Panel button and then click the Manage Course button.

2. Click the Add or Import students link. 

3. Under Import from Global Database, find the section titled Add one student at a time to your course. Enter the student's WebCT ID (all lower case) in the Student's WebCT ID field and then click Add. If the ID is valid, the account will be added to the WebCT gradebook.
   
   

Synchronizing Student Records (Drops and Adds)

The synchronization process will identify students who have dropped or added your class since the last time you added or synchronized records. NOTE: These instructions are for WebCT courses with only one course section. If you have multiple sections in your WebCT course, please refer to the instructions below for synchronizing student records in a multi-section or cross-listed course.

To synchronize records:

1. Click the Control Panel button and then click the Manage Course button.
2. Click the Add or Import students link. 
3. Under Import from Global Database, find the section titled Update your existing student list. Enter your course prefix, number, and section number in the Registered course name field and then click the Synchronize button. The course prefix may be entered in upper or lower case but there are NO spaces nor dashes (e.g., ACC30101 or acc30101).
4. Review the students listed for addition or deletion and check or uncheck students as desired.
   
   Note: Even though students who have dropped the class are listed under the Delete Records heading, their records will remain in your WebCT gradebook. You will see a plus sign ( + ) and an asterisk ( * ) next to their User ID(s). If the students are not listed, then you may need to change your gradebook view settings. On the Manage Students page (gradebook), click the Organize menu and select Change Settings, then click Go.
    
5. After viewing the synchronization list and checking or unchecking student records, click Synchronize.
   
6. When the synchronization process has finished, you should be able to view the updated list of students in the gradebook.

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Importing Students in a Multi-Section or Cross-Listed Course

Importing Student Records for a Section

1. Click the Control Panel button and then click the Manage Course button.

2. Click the Add or Import students link (under Manage Students). 
   
   

3. Under Import from Global Database, find the section titled Add multiple students from a registered course.

   1. Enter the course prefix, number, and section number in the Registered course name field for the first section. NOTE: The course prefix may be entered in upper or lower case but there should be NO spaces nor dashes (e.g., ACC30101 or acc30101).
   2. Click the Cross-listed course name selection list menu and choose the course name that corresponds with the section.
   3. Click the Select button.
      
      
      
      You should then see a list of students who have registered for the selected section. You should check this list against your printed roster for verification. If the lists do not match up, click the Cancel button and re-check the course prefix, number and section number that you used on the previous screen. Otherwise, make sure all of the names are checked and click the Select button to import the students into your course.
      
      The students in the selected section should then appear in the gradebook (Manage Students). A new column, Enrolled Course, will also appear in the gradebook. This column indicates the section in which the students have enrolled.
      
      
      
   4. Repeat steps a-c above for each of the remaining sections.

Adding a Single Student Record to a Cross-Listed Course

You may also add a single student record if you know his/her WebCT ID. A student's WebCT ID is the first part of his/her UAH e-mail address. Instructors may be able to find e-mail addresses on the class roster you receive at the beginning of the term. You can also search for a student's ID using the UAH directory (in most cases the UID, university ID, is the same as the e-mail address). Once you have obtained the student's WebCT ID, you can import his/her record into your course by following these steps:

1. Click the Control Panel button and then click the Manage Course button.

2. Click the Add or Import students link. 

3. Under Import from Global Database, find the section titled Add one student at a time to your course. Enter the student's WebCT ID (all lower case) in the Student's WebCT ID field, then select the correct section in the Cross-listed course name selection list menu, and then click Add. If the ID is valid, the account will be added to the WebCT gradebook under the selected section.
   
   

Synchronizing Student Records (Drops and Adds) in a Cross-Listed Course

The Synchronize option is NOT recommended for cross-listed or multi-section courses.

To add newly registered students you should follow the instructions for Importing Student Records for an Entire Class provided above.

To remove students who have dropped the course, follow the instructions for Deleting a Single Record.

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