Enrolling staff and students in Sections

Role: Administrators

Enrolling staff and students into a Section can done in Blackboard Manager. To get to Blackboard Manager, go to my.monash portal. Then click on Blackboard Manager.

Enrolling Staff

In Blackboard, staff can be enrolled as Lecturers and Designers in order to create and manage content in Blackboard. Faculty/School Administrators can enrol staff in Sections using the Blackboard Manager.

1. In Blackboard Manager, navigate to the Section where staff have to be enrolled.

2. Select Manager Staff Roles

3. Select Add Staff.

4. You can search for staff to enrol into this section either by their full name or their Authcate username.
Type in either the full name of staff or their Authcate username. By default, the search will only look for staff who are in your organisational unit, but you can also search for staff who are employed by other organisational units by ticking the Search outside of the … check box.

5. Click Search. If there is someone who matches your search criteria in the Monash staff directory, you will see them listed on the Add User page.

6. Click Add Staff. You will now be able to set roles for the staff member in this section.

7. Select the appropriate roles for the staff member. Click Set Roles.

Tip: When setting roles, remember that some roles cannot be taken together, e.g. Lecturer and Tutor.

8. You will then return to the Manage staff roles screen and see a confirmation message at the top indicating that You have successfully set roles for….

9. You can add more staff to a section using the same process.

10. If you wish to remove staff, you have enrolled, select Remove User

Enrolling students

1. In Blackboard Manager, navigate to the Section you wish to enrol students in.

2. Select Manage Student Access.

3. Under Additional Students, select Add Student.

4. You can search for a student, using their full name or their Authcate username.

5. If you wanted to add a staff member as a student, you can tick the checkbox next to Include staff in search.

6.  Click Add Student.

7. You can add additional students by clicking Search Again.

Note: Most of the time, you would be enrolling students in bulk by linking a section to a particular Callista unit and then to particular Callista cohorts.

Enrolling students into a Callista unit

When a section is first created in Blackboard, there are three areas listed under it in Blackboard Manager. These consist of Link units, Visibility dates and Additional students. The Link units link allows one to link a Blackboard Section to a Callista unit.

Note: In our example, we are using a fictitious unit so there is no corresponding unit in Callista. However, for the purposes of illustration, we have shown below how a Section can be linked to a ‘real’ Callista Unit.

Note: Please note that only Administrators can link Callista units to Blackboard Sections. Lecturers are however able to add the cohorts.

Please see pg 8 of this Learning Card for details on adding cohorts.

1. Click on Link Units to link a Blackboard Section to Callista unit.

2. Search for the Unit using the Unit code. Type in the Unit Code and click Search.

3. Select the correct unit(s) from the list of units returned from Callista and click the Link units to section button. Note that the number of available cohorts is listed next to each unit.

4. You will then see a confirmation screen. Check that you have selected the correct unit(s) and click the Confirm link units button.

Now that we have linked the section to a Callista unit, we are able to add cohorts from Callista to this section. The Manage student access screen now contains a fourth area, namely Student cohorts.

5. Click the Add cohorts link to link this section to particular Callista cohorts.

6. From the list of Callista cohorts, select those that this section relates to and click the Add button.

7. Once you have selected which Callista cohorts to add, you then need to set their access dates.

Note: The Access Dates are when the students in these cohorts will be enrolled into your Blackboard section. The Visibility dates determine when students who are enrolled into your section can see the link to the Section on their Blackboard Home page.

8.  Once you have set the access start dates for all of the cohorts listed, click the Save access dates button. The default Access dates are those for the teaching period that the cohort relates to. You can leave the default dates or if you would like these students enrolled earlier or later, you can adjust their access start date.

9. You will then see a confirmation screen. Check the details and click the Confirm add cohorts button.

You will now be returned to the “Manage student access screen

You have successfully added the student cohorts to the Blackboard Section.

Note: Until the access start date passes, you will be able to remove the cohort. For any linked units, if no cohort has been added to the Section, you will also be able to unlink the Unit.