SchoolDESX Knowledgebase

Enrolling a Student into a Program basically assigns the Student to the requirements of the Program, being the Courses and Competencies that were setup at the Program's Information form. Other data that is tracked when enrolling a Student into a Program are the Date Ranges that the Student is supposed to and does complete the Program Requirements, the Charges posted to the Student's Account for attempting the Program, and tracking the progress of the Student's Grades and Attendance for the Courses and Competencies that they are required to complete to be awarded their certificate.

There are two methods to enrolling a Student into a Program; the Student-side and the Program-side. The Student Enrollment method usually is used when the Student in not currently entered into the system or "registered". The reason for this is because before a Student can be enrolled into a Program, they must first be entered into the system (meaning that that Student Information form has been completed for the Student).

The Student Enrollment Method for Enrolling Student's into a Program

Once the necessary information about a Student is entered into the system, it is quite simple to locate the Program that Student will be enrolled in at that time. When enrolling a Student that is not yet entered into the system, a User must first enter the Student as discussed in the "Registering a Student" section of this manual. Once the registration process is complete, do not close the Student Information form and simply:

1. On the Main Menu, select Activity > Enrollment > Program. Once the Student Program Enrollment form appears, you will notice that no Program Enrollments populate the list. This is because the Student has just been entered into the system and does not yet have any Program Enrollments to view.

2. To add a Program Enrollment for this Student, select "New" from the bottom right corner of the form. A Locate Program dialog will appear for a User to enter the necessary information in locating the desired Program in which to enroll this Student.

3. Once the correct information is entered into the Program Locate dialog, select "OK". If more than one Program record matched the information used to locate the desired Program, then the select list will appear. Simply find the desired Program from the list and double-click on it for it to be selected.

4. The Program Enrollment Detail form will appear with the Student's name displayed on the title bar of the form, while the Program's name is displayed towards the top left of the form in bold lettering.

5. Simply populate the fields on the General page as desiredand as discussed in the "Understanding the data fields on a Student Program Enrollment form" section, and choose "Save" in the lower right hand corner.

Note: The Status field will automatically be set to "Active" and will only need to be changed if the Student is enrolling for a different purpose than to be "Active" in the Program, such as "Waiting". It does not matter that the Student may not be scheduled to enter this Program yet. The Student may still be, and should be, marked as "Active" if they are to be responsible for all Course and Competencies associated with this Program when the Entry Date does finally arrive.

6. Choose the Administration page

7. On the left hand side of the form a list of Courses that the Student must complete for this Program's requirements will be displayed. Single-click on a Course that the Student will currently attempt and a list of Open Classes derived from that selected Course will appear on the right side of the form.

8. Identify the correct Class to enroll the Student in, right-click on it and choose "Enroll"

9. The Class Enrollment Detail form for the Class will appear in order for the User to fill out and choose "Save" in the lower right hand corner.

10. Choose another Course from the left side of the form to identify another Class that the Student will need to be enrolled in at this time, and complete the same step as above to place the Student into that Class as well.

Note: The Student does NOT need to be enrolled in all Classes at this time, for the User may return to this form to enroll the Student into other Classes at any time through the Student's progress in the Program.

11. Choose the Charges page

12. If there are any Goods & Services items, such as tuition or other fees, that are associated with this Program, select the "Apply Program Charges" button to Charge the Student's Account

13. If other items that are not associated with this Program are necessary to Charge to this Student, AND need to be listed as a Charge from this Program, select the "Add Additional Charges" button to locate the proper Goods & Services item.

Note: No Charges have to be made at this time, for the User may return to this page at any time to Charge a Student's Account for Program Charges.

Note: The User will return to the Program Enrollment form at a later date to complete Follow up information on the Student. This will be done on the Follow up page at that time.

14. Once the Program Enrollment Detail form is closed, the Student Program Enrollment form will display the Program(s) in which the Student was just enrolled.

15. To create another Student Program Enrollment record, simply repeat this process.

The Program Enrollment Method for Enrolling Student's into a Program

This method for enrolling Students into a Program is best used when most, if not all, the Student's enrolling have already been entered into the system. These are usually Students who have taken a Class(s) or another Program previous to the current Enrollment. The reason for this is because in this method the Program only needs to be located once, as opposed to each Student enrolling. In other words, a series of Students can be enrolled into a Program using the Program Enrollment method. In order to begin this process…

1. Choose Enrollment under the Program section of the Pencil Tray. As with most Service/Activity forms in SchoolDESX, the Locate dialog will appear asking for identifying information about the desired Program.

2. Enter the necessary information and choose "OK". If more than one record meets the value entered into the dialog, a Select list will appear. Find the correct Program in the list and double-click to select.

3. If no Students have yet enrolled into this Program, the Program Enrollment form will appear and no Student Program Enrollments will be listed.

4. To add a Student Enrollment for this Program, select "New" from the bottom right corner of the form. A Locate Student dialog will appear for a User to enter the necessary information in locating the desired Student record in which to enroll in this Program.

5. Once the correct information is entered into the Student Locate dialog, select "OK". If more than one Student record matched the information used to locate the Student, then the select list will appear. Simply find the desired Student from the list and double-click on it for it to be selected.

6. The Program Enrollment Detail form will appear with the Student's name displayed in the top left corner of the form in bold lettering, while the Program's name is displayed title bar of the form.

7. Simply populate the fields on the General page as desired and as discussed in the "Understanding the data fields on a Student Program Enrollment form" section, and choose "Save" in the lower right hand corner.

Note: The Status field will automatically be set to "Active" and will only need to be changed if the Student is enrolling for a different purpose than to be "Active" in the Program, such as "Waiting". It does not matter that the Student may not be scheduled to enter this Program yet. The Student may still be, and should be, marked as "Active" if they are to be responsible for all Course and Competencies associated with this Program when the Entry Date does finally arrive.

8. Choose the Administration page

9. On the left hand side of the form a list of Courses that the Student must complete for this Program's requirements will be displayed. Single-click on a Course that the Student will currently attempt and a list of Open Classes derived from that selected Course will appear on the right side of the form.

10. Identify the correct Class to enroll the Student in, right-click on it and choose "Enroll"

11. The Class Enrollment Detail form for the Class will appear in order for the User to fill out and choose "Save" in the lower right hand corner.

12. Choose another Course from the left side of the form to identify another Class that the Student will need to be enrolled in at this time, and complete the same step as above to place the Student into that Class as well.

Note: The Student does NOT need to be enrolled in all Classes at this time, for the User may return to this form to enroll the Student into other Classes at any time through the Student's progress in the Program.

13. Choose the Charges page

14. If there are any Goods & Services items, such as tuition or other fees, that are associated with this Program, select the "Apply Program Charges" button to Charge the Student's Account

15. If other items that are not associated with this Program are necessary to Charge to this Student, AND need to be listed as a Charge from this Program, select the "Add Additional Charges" button to locate the proper Goods & Services item.

Note: No Charges have to be made at this time, for the User may return to this page at any time to Charge a Student's Account for Program Charges.

Note: The User will return to the Program Enrollment form at a later date to complete Follow up information on the Student. This will be done on the Follow up page at that time.

16. Once the Program Enrollment Detail form is closed, the Program Enrollment form will display the Student(s) who have just been enrolled in the selected Program. In other words, the Program's Enrollment roster.

17. To create another Student Program Enrollment record, simply repeat this process.