How to enroll a student to one or more classes

Created by School Edtech, Modified on Mon, 6 Jan at 4:35 AM by School Edtech

Students are registered to semesters and enrolled into classes. Students are able to enroll into any classes of the same semesters to which they are registered.

Registering students to semesters is done from the student's "Program" page. When you first create a new student, one of the required fields is the "Semesters" field. After creating the student, the "Semesters" field moves to the student's "Program" page. For detailed instructions on how to register a student to a semester, refer to the appropriate help tutorial in the Student section.

Enrolling Students in Classes

There are two ways to enroll students in classes:

Enrolling from the Class: When you enroll students to a class from the class itself, you will only see students registered for the same semester as that class.
Enrolling from the Student: When you enroll a specific student in their classes from the student's profile, you will only see available classes of the same semesters that the student is registered for.

For detailed instructions on how to enroll students in classes, refer to the appropriate help tutorials in the Student or Class section.

Student Enrollment Status

A student will always have one enrollment status at any given time. The enrollment statuses can be customized to help track the lifecycle of a student.

Three statuses are system fields that cannot be modified: Enrolled, New Applicant, and Alumni. You can add more statuses like Waiting List, Rejected, Left Early, and Backed Out. For detailed instructions on how to customize the enrollment status, refer to the appropriate help tutorial in the Student CRM and Custom Fields section.

Effects of Enrollment Type

The enrollment type will have an effect on students in the following ways:

Step 1: When taking attendance, only enrolled students will display on the roster, and all other enrollment types will be hidden.

Step 2: When enrolling students in classes, you can enroll them to classes regardless of their enrollment type, both from within the student's profile or from within the class.

Step 3: Similarly, when cloning a class with the option "Copy Registered Students," all students will be enrolled in the new class regardless of their enrollment status. However, their enrollment status will remain the same.

Step 4: When enrolling students to a class using the "Enroll All Students" feature in the class's settings, only students with an enrollment type of "Enrolled" will be enrolled in the class.

The enrollment type will also affect how students display throughout the system.

Student List Filters

On the student list page, located by selecting the "Students" menu, you will see a filter for the enrollment type. The other filters are optional and are there to help you narrow down the list of students by year, semester, track, and dormers.

These filters have a cookie that saves your last chosen filters, so you won't have to reselect them every time you visit this page. Note that the cookie will only work if you select "Remember Me" when logging into the system.

The enrollment filter allows you to filter the list of students based on the enrollment types. You can remove an enrollment type by selecting its "X" icon or select the field to add one or more enrollment types to further narrow down the list of students.

The enrollment filter choices automatically change back to either "Enrolled" or "Alumni" based on the following:

Step 1: When you select the current school year, it assumes you want to view all enrolled students, so the enrollment filter will be set to "Enrolled."

Step 2: When you select any school year other than the current year, the system will assume you want to view alumni, so the enrollment filter will be set to "Alumni."

Note that the current year is determined by the "Current Year" field located in the school settings. To update the current year, follow these steps:

Select "Settings" from the main menu.
Select the "Customize" menu.
Select the desired year in the "Current Year" field.

By manually updating the current year, you can control the exact point at which the new year starts.

Another factor that determines which students will display when the "Enrolled" filter is set is the "Kick-In Date." If the current date is before the semester start date, enrolled students will not display, as the semester has not started yet.

The "Kick-In Date" allows you to determine how much time before the semester start date the students will show as enrolled. Each semester has a unique "Kick-In Date." To set the "Kick-In Date," follow these steps:

Select the "Settings" menu from the main menu.
Select the "Years" menu.
Select "Edit" for the desired year.
Select the "Semesters" tab.
Select "Edit" for the desired semester.
In the "Kicks In Date" field, enter the date from when you want students to start showing as enrolled.
Finally, select "Save."

The custom student reports also have a student enrollment filter and act in the same way as the student list page. Custom student reports are located by selecting the "Reports" menu from the main menu, and then selecting one of the student reports.

The built-in reports, found at the top of the page, are mostly related to students and will show students of all enrollment types, including alumni. These reports will show students based on their registered semester and not based on their enrollment status.

The only way to hide a student from these reports is by removing them from the semester. Please note that removing a student from a semester or changing their enrollment status does not delete their grades, attendance, or other data.

For example, if a student left school in the middle of the semester, you can change their enrollment status from "Enrolled" to any other enrollment type, and this will hide them from attendance rosters, but they will still display in the built-in reports. If you then also remove them from a specific semester, they will not show on the reports for those semesters.

If a student left early and did not complete the semester, you may want to remove them from the semester so that they do not get credit for those semester's classes. If the student comes back to school, you can register them back to the semester and change their enrollment status back to "Enrolled," and they will show up again on attendance rosters and reports, and still have all their original attendance and grades.

In this case, if you want to excuse them from the lessons they missed, you can create a multi-day student exemption for them. For more information on student exemptions, refer to the appropriate help tutorial in the Student section.