Enrolments

Overview

Enrolments can be seen as container of all the academic and financial activity that relates to a single course. Whether it is classing, results, attendance, compliance or anything financial-related, it revolves around an enrolment.

As Enrolments are created automatically as a result of accepting (converting) an Offer, it is often considered the second and last stage of the admissions process. However, enrolments go beyond admissions as they involve multiple areas including academic, compliance and finance.

Concepts and Terminology

Offers vs Enrolments

Enrolments are the product of accepting an Offer. As each enrolment has one and only one course, multiple enrolments can be created when multiple courses exists in the offer. In other words, an enrolment is linked to a single offer but an offer can be linked to multiple enrolments.

Enrolment Types

As enrolments have one and only one course, the enrolment type is determined by the type of the associated course. Depending on the course type, the data, processes and features might differ.

Language Enrolment: It represent enrolments for language courses.
Academic (College) Enrolment: It represents enrolments for Vocational (VET), Foundation or Higher Education (HE) courses.

Arrived Flag

The Arrived field in enrolments is a checkbox with two possible values: Yes or No.

While this field is optional, it is highly recommended to use it to indicate whether a student has arrived or is ready to start their enrolment.

Marking a student as Arrived ensures that other users know they are ready for processes such as class assignment. If a student hasn’t arrived or isn’t ready to start, assigning them to a class serves no purpose.

This field is essential in various situations to confirm a student’s readiness to commence their enrolment.

Enrolments Topics

Search Enrolments — Mastering the efficient search and management of individual or multiple enrolments is crucial for streamlined administration and processes.

Enrolment Details — The Enrolment Details page in eBECAS/EDMISS NextGen serves as the primary hub for accessing and managing enrolment information.

Create and Edit Enrolments — Learn how enrolments are created and how to edit basic enrolment details directly from the Enrolments edit page.

Enrolment Fees — The Enrolment Fees page provides a comprehensive collection of all financial activities associated with an enrolment. This includes invoices, payments, due and overdue balances, refunds, and more.

Enrolment Warnings — Enrolment Warnings enable colleges to monitor and address potential issues affecting the students' enrolments.

Enrolment Holidays — Students often schedule holidays during their enrolment. These holidays can be requested at the enrolment holidays and adjust the enrolment period.

Enrolment Logs — For auditing purposes, the Enrolment Logs record and display events related to updates on the enrolments.

Enrolment Attendance — An effective management of Student Attendance is crucial not only for students' academic success but also for meeting institutional and regulatory compliance requirements. Enrolment Attendance serves as a key metric that tracks students' participation in their enrolled courses. It ensures that students meet the required attendance thresholds, which may affect their academic progression and in some cases visa requirements.

Enrolment Recalculate — The Enrolment Recalculation process is automated and activated by various system events; however, it can also be manually initiated for specific enrolments.

Enrolments Cohorts — Cohorts are a simple but powerful way to organise and manage student enrolments. By tagging enrolments with a cohort, you can quickly filter, group, and report on enrolments with shared characteristics or enrolled in the same intake.