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During times of peak demand (e.g. the few weeks around the start of the semester), you may experience delays in receiving queue status messages back and/or enrollment synching to your workspace/channels. |
This automatic process (Student Access Management) will feed course enrollment and un-enrollment information from SIS to your Slack workspace membership. There are some limitations to this process you may want to consider before using it (review details below).
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Configuring the Automatic Process
To use this process, you must be listed in SIS as the instructor of the section you are adding and you must be an admin or owner for the workspace.
Complete the following steps.
Based on the type of workspace you have, open one of the following channels:
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Course Workspace Option
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Channel to Open
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One workspace per course section
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#general channel
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Multiple sections or courses in one workspace, no section/course-specific channels
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#general channel
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Multiple sections or courses in one workspace, with channels for each section/course
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One of the section/course specific-channels
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Instructor workspace with channels for each section/course
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One of the section/course specific-channels
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Course Workspace Option
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Example Slash Command
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One workspace per course section
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/students add PPRT-601-01-2205
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Multiple sections or courses in one workspace, no section/course-specific channels
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You can add multiple course identifiers at once with a space between them. Make sure each section is listed separately.
/students add PPRT-601-01-2205 PPRT-601-02-2205
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Multiple sections or courses in one workspace, with channels for each section/course
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/students add PPRT-601-01-2205
In this case, repeat Steps 1-4 for each section-channel pair.
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Instructor workspace with channels for each section/course
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/students add PPRT-601-01-2205
In this case, repeat Steps 1-4 for each section-channel pair.
Example:
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Within 30 minutes you should get a confirmation from the Student Access Management app that “students in course section [your course indicator] have been added to this workspace and channel”. This means the request is finalized. The exact amount of time it takes to process this depends on the amount of requests being processed at the time.
- If you do not receive a confirmation after 30 minutes has passed, repeat Steps 1-4 again.
- If you receive a message from the Student Access Management app that “group for course section [your course indicator] not found”, this means you likely made a typo in the slash command. Double check your formatting and course details then repeat Steps 1-4 again.
Once receiving the confirmation message, any students who enroll in your course in SIS will be automatically added in the Member role and any students who un-enroll in your course in SIS will be removed from the membership of your workspace. Students automatically added to the workspace will still be automatically added to any of your default channels.
You can still manually add people like TAs (view manual add instructions) and these manual additions will not be affected by the automatic process.
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If you want multiple sections or courses in one workspace that have different instructors, each instructor must add their own course sections separately using this process.
Any automatically-added students cannot be manually removed from the workspace during the semester as long as they are enrolled in the course. They are also not able to leave the workspace until 2 semesters after the course ends. This has implications for end-of-semester processes for instructors who want to remove students and re-use their workspace next semester.
Removing Automatic Process
- Remove from just a channel (keep in workspace): Type "/students remove [subject code]-[course number]-[section number with zero]-[semester code]" into the channel you want to disconnect. This stops the feed in that one channel and will remove all students for that course section from that one channel. This only removes students from the one channel and does not remove students from the workspace. Follow the steps in the next bullet to remove the students from the workspace too.
- Remove from workspace (removes from channels too): Submit a ticket to ITS. ITS will be able to break the link for the automatic process. Once the link has been broken the students will no longer be in the workspace.
Additional Slash Commands for Troubleshooting
Type "/students help" in any channel of a workspace to display a reminder about the formatting of the the Student Access Management app slash commands.
Type "/students status" in any channel of a workspace to display a list of the Student Access Management app slash commands that were executed in a workspace and their statuses.
Help With the Automatic Process
For errors or issues with the automatic process, submit a ticket to ITS.This page has been moved to the new CTL Knowledge Base.
Adding Students to Course-related Slack Workspace Using Automatic Process