Enrollment Tab

The following three views are available at the workshop Enrollment tab grid:

• Enrollment Info (default)

• Contact Info

• All

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.

Each enrollment view contains a combination of the following fields.

Last Name	Last name of each participant with an enrollment record within the workshop. Editable within the participant record but not from the workshop record.
First Name	First name of each participant with an enrollment record within the workshop. Editable within the student record but not from the workshop record.
Middle Name	Middle name of each participant with an enrollment record within the workshop. Editable within the participant record but not from the workshop record.
Person Type	Indicates the roles of the participant enrolled in the workshop; may be student, staff, tutor, contact, volunteer, or donor.
Enroll Status	The participant enrollment status specific to the workshop.
*Start Date	The date the participant began in the workshop. This field will default to the workshop start date when participant enrollment date is earlier than the workshop date. The start date will default to the enrollment date when the date is after the workshop start date.
*End Date	The date the participant exited the workshop or the date the participant is scheduled to exit the workshop, generated from the workshop end date. The end date must be between the workshop start and end dates.
Days Present	Number of days the participant was present, based on hours dates.
Hours Earned	Number of hours the participant earned in the workshop; automatically adjusted if hours are added or removed from the Attendance tab.
Met Requirements	Indicates if the participant met the minimum required days and hours.
Address 1	Participant’s address.
Address 2	Participant’s address.
City	Participant’s city.
State	Participant’s state.
Zip	Participant’s zip code.
Home Phone	Participant’s home phone.
Mobile Phone	Participant’s mobile phone.
Work Phone	Participant’s work phone.
Email	Participant’s email address.
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 participant hours associated with the enrollment must be deleted before the enrollment record can be deleted.

Enroll Button

The workshop status must be active for participants to be enrolled in the workshop.

To enroll a participant:

1. Click the Enroll button.

2. On the data chooser, all student, staff, tutor, contact, volunteer, and donor records will display. You may select from this lists, or filter by Person Type.

3. To filter by person type, click the filter icon on the Person Type column on the data chooser.

4. The filter defaults to = but may be changed to != (not equal to).

5. Select a person type on the dropdown list.

6. Click Filter to display the selected person types.

7. Select one or more participants by checking the box on the row. You may select participants on different pages.

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

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

10. Click Enroll.

Only tutors may be enrolled in a New Tutor Training workshop type, and the tutor overall status is automatically updated when the tutor is enrolled in the workshop, completes the workshop, or leaves the workshop before meeting the requirements.

Editing and Deleting Enrollments

Click the Edit button 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 participant enrollments. Before an enrollment record can be deleted, all associated hours must be deleted first. Hours may be deleted at the particpant records or the workshop attendance tab.

Exiting or Completing Participants from a Workshop

Exiting or completing one participant from the workshop is done by editing the enrollment record. Typically participants 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 participants. These are available solely for the tracking purposes of your agency and have no effect on the participants in terms of reporting, other than to indicate that the participant is no longer enrolled.

Enrollment Status	May be used to indicate:
Completed Class	Completed all requirements.
Incomplete	Did not complete all requirements.
Stopout	Left the workshop, 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 workshop with no plans to return.
Dismissed	Dismissed from the workshop.
Transferred	Transferred from the workshop into another
On Hold	A temporary hiatus from the workshop.

To exit or complete one participant from the workshop:

1. Click the Edit button on the row.

2. Select the status from the dropdown list.

3. Update the End Date to reflect when the participant exited or completed the workshop.

4. Click Save.

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

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

1. Click the Complete button.

2. The participants whose workshop enrollment status is still enrolled will display on the data chooser.

3. On the data chooser, select all participants by checking the box on the top header row. If there are multiple pages, 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 participants.

5. Show Selected allows you to edit the Completed/End Date and Status fields on the grid for each participant. (Editable fields are highlighted.)

6. The Status field at the bottom of the window may also be changed to reflect a different enrollment status for all participants, if applicable. Otherwise, the status for all participants should be Completed Class.

7. To close the workshop by changing the workshop status to Completed, check the box ‘Change Workshop Status to Completed’ at the bottom of the window.

8. Click Complete.

An error message will display if there are waiting or on hold participants left in the workshop if you checked the box to change the workshop status.

Re-enroll Participant(s) Button

The Re-Enroll Participant(s) button allows you to re-enroll participants whose workshop enrollment status was changed from Enrolled but have not completed the workshop.

1. Click the Re-Enroll Participant(s) button.

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

3. On the data chooser, select the participants to re-enroll.

4. Enter a Re-Enroll Date at the bottom left of the window, or click Show Selected to display the participants.

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

6. Click Re-Enroll Participant(s).

The participant status will update to Enroll, and the end date will update to the end date of the workshop.

Duplicate Workshop

It is recommended that at the end of the fiscal year, workshops are closed and recreated in the new fiscal. Workshops that are being offered again in the same fiscal year, or will be offered in the new fiscal year may be duplicated when:

• A workshop that is ending will be offered again with the same title and requirements, including the max enroll and minimum days and hours requirements.

• Participants still enrolled in a workshop that is ending are planning to continue enrollment in the new workshop.

To duplicate a workshop:

1. Open the workshop record to be duplicated.

2. Complete or mark left all participants who are NOT continuing in the duplicated workshop.

3. Click the Duplicate Workshop button.

4. At the top right of the window, select the term for the duplicated workshop.

5. Enter the new start and end date.

6. Select the staff options for including assigned staff in the duplicated workshop.

7. All participants who are currently enrolled will display on the data chooser and will be checked by default.

8. Uncheck any participants you do not want to have enrolled in the duplicated workshop. These participants will need to be exited or complete individually.

9. Click Save.

10. The duplicated workshop will have the status of active and will display on the workshop list.

11. After duplicating the workshop, open the original workshop record and complete all participants and mark the workshop status to Completed at the Workshop Details tab.