Enrollment Tab

There are four views available at the class Enrollment tab grid:

•      Enrollment Info (default)

•      Student Contact Info

•      Student Fees

•      Student Grades

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 Enrollment tab.

Enroll

The class status must be active for students to be enrolled in the class. 

To enroll students:

1.     Click the Enroll button.

2.     All students will display on the enroll data chooser.  Select one or more students by checking the box on the row.  You may select students on different pages.

3.     Enter an Enroll Date at the bottom left of the window, or click Show Selected to display the selected students.

4.     Show Selected allows you to enter a separate enroll date in the field on the grid if multiple students have been selected.

5.     Click Enroll Students.

The Enroll Students button will not activate unless at least one student is selected.

Data Chooser Filters

The list of records that display at the data choosers may be filtered by any of the columns that display. 

To filter the records:

1.     On the data chooser, click the filter icon on the column you wish to filter.

2.     A dropdown window will display.

3.     Select the operator from the dropdown list.  Operators are dependent on the type of field. 

4.     Enter the data to filter.  For example, if you want to filter by last name, select the operator, then enter the last name in the field.

5.     Click Filter.

6.     The list will change, depending on the filter just added.

7.     To clear the filter, click the filter icon again and click Clear.

More than one column may be filtered.  For example, you may filter by program and keyword.

When I tried to enroll students, I got an error message that says “enrollment date cannot be prior to the student intake date.”  Why did I get that message?

Students cannot be enrolled on a date that is prior to their intake date.  Change the student enroll date so it is after the student intake date but between the class start and end date.  If the student intake date is incorrect, it must be changed in the student record.

The error message will tell you the Student ID number of the student who was unable to be enrolled.  You can search for the ID number at the student area to find the student and check the intake date.  Click the X on the error message to close it.

Editing and Deleting Enrollments

Click the Edit button on the row to open an enrollment record for viewing or editing. This will open the enrollment record and allow you to make and save changes.  When you are editing enrollment data, you cannot navigate to a different tab or panel in the class detail record until the edits to the record are either saved or canceled.

The Delete button allows you to delete existing student enrollments. Before an enrollment record can be deleted, all associated hours must be deleted first.  Hours may be deleted at the student record or the class attendance tab.

Exiting or Completing Students from a Class

Exiting or completing one student from the class is done by editing the enrollment record at the class or student 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.

To exit or complete one student from the class:

1.     Click the Edit button on the enrollment row.

2.     Select the status from the Enroll Status dropdown list field. 

3.     Update the End Date to reflect when the student exited or completed the enrollment.  The end date must be between the student start date and today’s date, but before the class end date.  End dates cannot be in the future when exiting a student.

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.  The End Date must be within the Start and End Date of the class and must be after the Enrollment and Start Dates.

Complete Students

The Complete Students button may be used to exit or complete all students from the class who have met all the class requirements but are still enrolled in the class.  Typically this is used when a class has ended and is ready to be closed.  

1.     Click the Complete Students button.

2.     Only students whose class enrollment status is ‘enrolled’ will display on the data chooser.

3.     Select the students to complete, or check all students by checking the box on the top header row.  If there are multiple pages of students, you must select the top row checkbox on all pages.

4.     Enter a Completed/End Date at the bottom left of the window, or click Show Selected to display the students.

5.     Show Selected allows you to edit fields on the grid for each student and add grade and fee information.  Editable fields are indicated in green.

6.     The Status field at the bottom of the window may be selected to display the status for all students.  The status may also be changed on the grid after clicking Show Selected if some students will have a different status. Typically, the status for all students will be Completed Class.

7.     Click the checkbox for ‘Change Class Status to Completed’ to change the class status to Completed.  

8.     Click Complete.

All instructors assigned to the class will be updated to assign status ‘inactive’ when the class status is changed to completed.

A class may be completed when there are waiting or on hold students still in the class.  Students who are waiting or on hold may be deleted before completing, but this is optional.  Students who waiting or on hold in one class, but completed or left in all other enrollments will still display the overall status of left.

Re-enroll Students

The Re-Enroll button allows you to re-enroll students whose class enrollment status was changed from Enrolled but have now returned to complete the class. 

The class status must be active to re-enroll students.

1.     Click the Re-Enroll Students button.

2.     Only students who may be re-enrolled will display on the data chooser. 

3.     Select the students to re-enroll.

4.     Enter a Re-Enroll Date at the bottom left of the window, or click Show Selected to display the students.  This date will typically be a date after the date the student initially left the class.

5.     Show Selected allows you to edit the re-enroll date if multiple students have been selected.

6.     Click Re-Enroll Students.

The student status will update to Enroll.  The enroll date will update in the student enrollment record and the end date will update to the end date of the class.

Students whose enroll status in the class is waiting or on hold cannot be re-enrolled in the class by using the Re-enroll button.  These students must be enrolled in the class by editing their individual enrollment records.

Overall History Status

When a student’s overall status is ‘Left,’ re-enrolling the student in the class using the ‘Re-Enroll Students’ button will add an ‘enrolled’ or ‘active’ record in the student’s overall status history.  The re-enroll date will display as the start date, and the ‘Notes’ field will display ‘Re-Enroll.’  This indicates that the student was re-enrolled in a class they had previously left.

Re-enrolling a student by editing the enrollment record

The student may be re-enrolled in the class by editing the student enrollment record and changing the enroll status to ‘Enrolled’ and updating the end date to match the end date of the class.  Re-enrollment using this method will NOT add a new student overall status history record.

Duplicate Class

Classes that are continuing into the next semester or fiscal year may be duplicated rather than re-created.  Classes can be duplicated at the class area grid, or at the class detail Enrollment tab.

When a class is duplicated from the class detail record:

•      Students with any status in the class may be enrolled in the duplicated class.  

•      Completed classes may be duplicated from the detail record.

To duplicate a class from the class detail record:

1.     Open the class record and click the Enrollment tab.

2.     Click Duplicate Class.

3.     The ‘Duplicate Class’ window will display.  ‘Display Currently Enrolled’ is checked by default so that only students whose enroll status in the class is ‘enrolled’ will display on the grid.  Uncheck to display ALL students in the class, regardless of enroll status.

4.     Enter the Term, Start Date and End Date for the duplicated.

5.     Select the staff options, if staff members have been assigned to the class.

6.     Leave all students checked, if you wish to enroll all students. If not, you can check the box in the column row to uncheck all students, then check the ones to enroll.

7.     Click Save.

The following fields will ‘carry over’ to the duplicated class, if the fields were entered in the original class.

•      Course Number

•      Program

•      Class Keyword

•      Level

•      Department

•      Days

•      Time

•      Bldg/Room

•      Weeks of Class

•      Hours Per Week

•      Hours Per Term

If the Max Enroll number is less than the number of students in the class being duplicated, students who exceed the number will be enrolled with the status of Waiting.