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Bulk enrollment

Note: If you are using an integration with your school's LMS (Canvas, Blackboard, Moodle, Schoology, or other Brightspace instance), this does not apply to you. Your students will access the course through a link, so there is no need to enroll them in D2L (Brightspace). Please skip this topic.

Note: If you purchased app access + online course licenses, this does not apply to you. Our customer service will enroll your students on the backend. Please skip this topic.

This article refers to direct user enrollment in Brightspace / D2L. If you are using an integration or if you require app access, please skip this topic.

Introduction

If you need to enroll a large number of students into your course, the quickest way to do it is bulk enrollment. Take a look at the instructions below to learn how to enroll students using a spreadsheet.

Create a new Excel spreadsheet or download one of our sample documents

To begin the process, make sure to create a new Excel spreadsheet. You can also download one of our sample files and open it using Google Sheets or offline. Excel is the easiest option when it comes to setting up your classlist and entering new information.

You can edit the document offline or through Google Sheets if you are using Gmail. Google Sheets is a great tool because you can share the document with others and download as a different format.

View and download enrollment spreadsheets

2. Edit the spreadsheet

Enter your students' information into the new spreadsheet. Make sure to enter it in the right order: First name, Last name, Password, Username, Email address, Section and Role.

Here is what each of the categories should include:

First name - your student's first name.
Last name - your student's last name.
Password - their password. You can create a single password for everyone of set up different passwords.
Email address - your student's email address.
Section code - a code to identify which section you want to enroll your student into.

You can verify the section code by going to Course Admin - Sections, and clicking on the desired section. Each section has a name and a code.

Role - your student's role, which will define their level of access in your online course.

For all students, the role should be Dean Vaughn Learner + your client iD.
You can verify your client ID by going to Course Admin - Classlist. You will see your role on the main classlist page. The number you see next to your role (Dean Vaughn Instructor) is your client ID.
Another way to check available roles is to go to Course Admin - Classlist - Add participants - Create and enroll new users. When a new page opens, scroll down to Role and click to expand the drop-down menu. One of the available roles will be Dean Vaughn Learner + your client ID. Use this role in your bulk enrollment spreadsheet.

3. Finish editing and export file

Once you have entered your entire classlist into the Excel file, do the following to proceed with enrollment.

Check the document for spelling mistakes and other inaccuracies
Remove all formatting like data validation and formulas
Delete all empty rows.
Go to File - Download - Comma Separated Values or .csv and download the file as .csv.

4. Go back to your classlist page

Next, go back to Course Admin - Classlist - Add participants and select Import users from a file on your computer.

5. Import the .csv file from your computer

Upload the file from your computer and click on Import.

6. Confirmation of enrollment

If you did everything according to these instructions, you will see a confirmation of enrollment after you have uploaded your file.

This is to confirm you have successfully enrolled students.

Send enrollment emails

Once you have enrolled all your students, you can share their login information via email. Here's how:

Go back to Course Admin - Classlist.
Select all your students by checking a box next to their names.
Click on the email icon on top of your classlist (upper left corner).
When a new window opens, edit the subject line and the body of the email. Feel free to use this template:

Hello,

Your Dean Vaughn online course has been set up.

You can log in here, using the following credentials:

Username: Your first name. Your last name (e.g. John.Smith, with a period in the middle)

Password: Petersons123

If you come across any issues, feel free to email dvsupport@petersons.com.

Click on 'Send'.

Reset student's passwords

If your students forgot their passwords, there are 3 ways they can reset their passwords:

You can change their password in your course classlist. Go to Course Admin-Classlist, find the student on the list, click on the down arrow next to their name and select Change account settings. Enter the new password and click on 'reset'.
You can send them a password reset link from your course classlist. Go to Course Admin-Classlist, find the student on the list, click on the down arrow next to their name and select Email password reset link.
Students can request a password reset link directly from the login screen. When they click on Forgot your password?, they will be asked to confirm their username. We will then send them an email with a password reset link.

FAQ and issues

I keep getting an error when I upload my classlist. Why is that?

To avoid errors, please check the following:
1. Make sure the data is in the correct order (First name, Last name, Password, Username, Email address, Section and Role)
2. Do not edit the .csv file manually. Use an Excel spreadsheet and then download or convert it into .csv. This will help you avoid issues like spacing errors. Lack of space or extra space between elements will result in an error, and you will not be able to upload your file.
3. Make sure the roles, client IDs and section codes are correct

I am editing my Excel file offline. How do I convert it into .csv?

Here's how you can edit your Excel classlist offline:
1. 1. Fill in the spreadsheet with your students' information in Sheet 1(Class list)
  2. Once you are finished, delete the header row
  3. Go to File/ Save as/ Browse/ select CSV (comma delimited) from the drop-down menu (link to instructions). Save the .csv file on your device.
  4. Go back to your Dean Vaughn instructor dashboard.
  5. Go to Course Admin / Classlist/ Add participants/ Import users from a file on your computer
  6. Choose the file you downloaded and click on Import to enroll your class.

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