Enrollments Tab

There are four instructional settings for students – class, group, workshop, or pair. Classes, groups, and workshops must be created at their respective tabs prior to enrolling the student. Pairs may be created from the student enrollments tab by matching the student with a tutor.

The Enrollments tab comprised of two sections - the enrollments header and the enrollments grid.

Views

There are four available views on the View dropdown list in the enrollment header:

• Enrollments (default)

• Enrollment Fees

• Enrollment Grades

• Meeting Info

Click on the down arrow in the dropdown menu to display and select one of the available views. The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Enrollments tab.

Each enrollment view contains a combination of the following fields:

Enrollment Type	Displays the type of the instructional setting - Class, Group, Workshop, or Pair.
*Match/Enroll Date	The date the student was enrolled into the class/group/workshop or matched in the pair.
*Start Date	The date the student began in the class/group/pair/workshop. This field will default to the class/group/workshop start date when student’s enrollment date is earlier than the class/group/workshop start date. The start date will default to the enrollment date when the date is after the class/group/workshop start date. In pairs, this field is auto-generated by the first pair hours date.
*End Date	The date the student exited the class/group/workshop or the date the student is scheduled to exit the instructional environment, generated from the class/group/workshop record end date. The end date must be between the class/group/workshop start and end dates. An end date does not display for Pairs until the pair is dissolved.
Enrollment ID	Auto-generated class/group/workshop/pair ID number found in the instructional setting record.
Enroll Status	The enrollment status specific to the class, group, pair or workshop. This enrollment status is not the student overall status.
Term	The term entered in the class/group/workshop record.
Course Number	The course number entered in the class record.
Title/Name	The title or name entered in the class/group/workshop record.
Program	The program entered in the class/group/workshop/pair record. (This is not the program assigned to the student.)
Instructor Type	Auto-generated based on the role (staff or tutor) of the instructor assigned to teach the class/group/workshop/pair.
Instructor Name	Name of the assigned instructor (if any.) Auto-generated from the class/group/workshop/pair record.
Fees Paid	Yes/No display indicating if fees were paid in association with the class.
Date Paid	Date on which applicable class fees were paid.
Fee Amount	Amount of class fees paid or due.
Min Required Days	Indicates the workshop Minimum Number of Required Days that must be attended before completing the workshop. Auto-generated from the workshop record.
Min Required Hours	Indicates the workshop Minimum Number of Required Hours that must be attended before completing the workshop. Auto-generated from the workshop record.
Variable Credit Class	Indicates that class is a variable credit class. Variable credit typically indicates a class in which various elements are studied and a range of credit may be earned.
Possible Credits	Number of credits possible for the class.
Earned Credits	Number of credits earned in the class.
Letter Grade	Type-in field to indicate the letter grade earned by the student in the class.
Grade Points	Number of grade points earned by the student in the class.
Quality Points	Number of quality points earned by the student in the class.
Units	Number of units earned by the student in the class.
Class Meets Requirement	Allows indication of the subject area or requirements met by completion of the class.
Elective	Allows indication of a class being an elective.
Honors	Allows indication of a class being an honors class.
Work Credit	Allows indication of a class meeting work credit requirement.
Remedial	Allows indication of a class being a remedial class.
Standardized Test	Allows indication of a class requiring a standardized test for placement.
Advanced Placement	Allows indication of a class qualifying for advanced placement.
Bldg/Room	Indicates the building and room where the class, group, or workshop meets. Auto-generated from the class/group/workshop record.
Days	Indicates the days that the class, group, or workshop meets. Auto-generated from the class/group/workshop record.
Times	Indicates the time that the class, group, or workshop meets. Auto-generated from the class/group/workshop record.
Weekly Time	Indicates the time that the pair meets. Auto-generated from the Weekly Time type-in field in the pair record.
Location	Indicates the location where the pair meets. Auto-generated from the Location dropdown field in the pair record.
Creation Date	System-generated date indicating the date the enrollment record was entered in the database.
Edit	Click to open the enrollment record for editing.
Delete	Click to delete the enrollment record. All student hours associated with the enrollment must be deleted before the enrollment record can be deleted.

Fiscal Year Filter

The Fiscal Year Filter allows you to filter the student’s enrollments by All Fiscal Years, Current FY, or by a specific fiscal year.

The fiscal year is determined by the start date of the enrollment.

Enroll a Student or Match in a Pair

To enroll a student into a class, group, or workshop:

1. Click the arrow on the dropdown ‘Select Action’ list at the student enrollment tab.

2. Select the instructional setting.

3. On the data chooser, select one or more enrollments by checking the box on the row. Only active classes, groups, or workshops that the student is not currently enrolled in will display on the data chooser.

4. Enter an Enroll Date at the bottom left of the window, or click Show Selected to display the selected instructional settings.

5. Show Selected allows you to enter a separate enrollment date in the field on the grid if multiple instructional settings have been selected.

6. Click Enroll.

To match a student in a pair with a tutor:

1. Click the arrow on the dropdown ‘Select Action’ list at the student enrollment tab.

2. Select Match with Pair.

3. On the data chooser, select one or more tutors by checking the box on the row.

4. Enter the match date and Program at the bottom left of the window, or click Show Selected to display the selected tutors. Match date and Program are required fields. Pair Keyword, Times, and Location are optional fields.

5. Show Selected allows you to enter a separate Match Date, Program, Pair Keyword, Times, and Location in the fields on the grid if multiple tutors have been selected.

6. Click Match to create the pair(s).

Students may not be enrolled in a class, group, or workshop, or matched in a pair on a date that is prior to the student intake date.

Editing and Deleting Enrollments

Click the Edit icon to open an enrollment record for viewing or editing. This will open the enrollment record and allow you to make and save changes. The fields that you are allowed to edit vary with the type of enrollment. When you are editing enrollment data, you cannot navigate to a different tab or panel in the student detail record until the edits to the record are either saved or canceled.

The Delete button allows you to delete existing enrollments. Before an enrollment record can be deleted, all associated hours must be deleted first. Pairs must also be dissolved before deleting.

Exiting or Completing a Student from an Enrollment

Exiting or completing a student from an enrollment at the student record is done by editing the enrollment record. Typically students are exited from an enrollment when they have met all the requirements, or left without completing all requirements.

There are various enrollment statuses that may be selected when exiting a student. These are available solely for the tracking purposes of your agency and have no effect on the student in terms of reporting, other than to indicate that the student is no longer enrolled or matched in a pair.

Enrollment Status	May be used to indicate:
Completed Class	Completed all requirements.
Incomplete	Did not complete all requirements.
Stopout	Left the class, but will return in a later semester or fiscal year.
Left	Left without attempting to complete requirements.
Never Attended	Enrolled, but never attended.
Dropout	Dropped out of the enrollment with no plans to return.
Dismissed	Dismissed from the enrollment.
Transferred	Transferred from the enrollment into another.
On Hold	A temporary hiatus from the class, group, workshop, or pair.

To exit or complete a student from a class, group, or workshop:

1. Click the Edit icon on the enrollment record.

2. Select the status from the dropdown list.

3. Update the End Date to reflect when the student exited or completed the enrollment.

4. Click Save.

If the exact date of exit is unknown and the student is being exited due to non-attendance, the student’s last hours date should be used, since this is the student’s last known date of attendance.

For classes, groups, and workshops, the End Date must be within the Start and End Date of the class, group, or workshop, and must be after the Enrollment and Start Dates. For pairs, the End Date must be after the Match and Start Dates.

To exit or complete a student from a pair:

1. Click the Edit button.

2. Enter the End Date. If this field is left blank, the date will default to today’s date.

3. Select the status ‘Dissolved.’

4. Click Save.

Re-Enroll Student

Students who are marked ‘left’ in a class, group, or workshop but then return, may be re-enrolled by clicking the ‘Re-Enroll Student’ button. The student may only be re-enrolled in active classes, groups, or workshops.

1. Click the ‘Re-Enroll Student’ button at the Enrollments tab.

2. The classes, groups, or workshops that the student may be re-enrolled into will displays on a data chooser.

3. Select the enrollment.

4. Enter a re-enroll date at the bottom left. NOTE that the re-enroll date is ONLY used when a student’s overall status is left and is used to populate a new record in the student’s overall status history.

5. Click Re-Enroll.

6. The student’s enroll status will update to ‘Enrolled’ in the selected enrollment.

7. The original enroll and start date do not up date.

8. The end date will update to the enrollment end date.

Reminder: The student’s overall status will automatically update to Left (ABE) or On hold (literacy) when the student is no longer enrolled in any setting.