The new Enrollment Transfer features simplify the process of moving a student from one course enrollment to another, ensuring your records remain accurate and compliant. This guided, three-step workflow handles the termination of the old enrollment, the creation of the new one, and the correct application of previous training credits.
Who Can Use This Feature?
This feature is available to:
Administrators
Any staff member with the "Manage All Student Enrollments" permission.
Note: To apply training credits in the final step, the user must also have the "Add Previous Training to Student Enrollments" permission.
The Enrollment Transfer Flow
The wizard is initiated when you take a termination or transfer action on an existing student enrollment record.
Step 1: Conclude the Existing Enrollment
This step officially ends the student's current enrollment and captures the necessary audit details.
Navigate to the student's current Enrollment record you wish to end.
Select the action: Terminate Enrollment or Transfer Enrollment.
Graduate Enrollment will also trigger a new enrollment creation, but does not require a withdrawal reason.
Complete the Withdrawal Details (Required for Terminate/Transfer actions):
Field | Requirement | Description |
Withdrawal Reason | Required dropdown | Select the system-defined reason for the enrollment's conclusion.
|
Withdrawal Explanation | Free text (optional, but required if 'Other' is selected) | Provide any additional context for the withdrawal or transfer (e.g., "Moving from Part 141 Private Pilot Course v7 to v8 due to syllabus update"). Only shown for Terminate and Transfer actions (not for Graduate). |
If you intend to enroll the student in another course, make sure to check the “Do you want to enroll this student in another course?” checkbox.
Click Save to confirm the conclusion of the existing enrollment. The original enrollment status will be updated (e.g., to 'Transferred' or 'Terminated').
Step 2: Create the New Enrollment
This step uses the standard enrollment creation form, pre-filled with the student's information, to quickly set up the new course path. If you checked the “Do you want to enroll this student in another course?” in the previous step, the New Enrollment modal will automatically open.
Select the Program and Course for the student's new path.
Complete all required New Enrollment fields (e.g., Start Date, Instructor, Payment Plan, etc.).
Click Save to create the new enrollment without logging previous training, or click Save and Add Previous Training to advance to the next step. The new enrollment record is created, typically in a "Pending Enrollment" status.
Note: The Save and Add Previous Training will only be available to users with the "Add Previous Training to Student Enrollments" permission.
Step 3: Apply Previous Training Credits (Enhanced Workflow)
This is a critical step for compliance and record-keeping, allowing you to credit the student for the hours and lessons completed in the prior, linked enrollment.
If you follow these steps in order, the system automatically detects the previous enrollment (from Step 1) and presents a contextualized view of the previous training.
Review the completed lessons and hours from the concluded enrollment.
Map previous training to the new enrollment's syllabus:
Easily apply credit for equivalent training hours and lessons directly from the source enrollment.
The enhanced interface will flag lessons that match or nearly match, accelerating the process.
Save the Previous Training details. Note: The system now allows Previous Training to be logged even if the new enrollment is in a "Pending Enrollment" status.
Audit and Record Keeping
Upon completion, the system automatically links the two records:
The original enrollment record will contain the Withdrawal Reason/Explanation and will be linked to the new enrollment.
The new enrollment record will be linked back to the original enrollment.
Enrollment History: All actions (who terminated/transferred, when, and with what reason) are logged in the enrollment's history for a clear, auditable trail.