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Enrollment Profile Scenarios
Enrollment Profile Scenarios
The following scenarios include the most common enrollment scenarios and an explanation for why the
Enrollment Profile
options are set the way they are.
Profile Name
Description
Additional Processing
Inquiry
Action
s
Student Action
s
Enroll New Student
This
Enrollment Profile
is typically used by Admissions to enroll a new student to the school. It applies to all non-Summer Camp divisions.
Copy Inquiry To Student
Enrolled or Copied
Note:
The action must change the applicant's status.
1. Enrolled
Note
: Sets the student's status to “Enrolled.”
Note
: Specify an
Enrollment Month and Day
that the student is considered Enrolled.
2. Newly Enrolled
Note
: Sets the student's substatus to “Newly Enrolled.”
Note: You may choose to have only one action of Enrolled which sets both the status to “Enrolled” and the substatus to “Newly Enrolled.”
Enroll Existing Student
This
Enrollment Profile
is typically used by the
(Re) Enrollment Contract
only, though if students must re-apply each year then Admissions uses this profile as well. It applies to all non-Summer Camp divisions.
Copy Inquiry To Student
1. Active
Note
: Sets the student's substatus to “Active.”
Pre-Enroll Student for Contract
This
Enrollment Profile
is typically only used for
(Re) Enrollment Contract
to tentatively enroll a new student to the school. It applies to all non-Summer Camp division.
Copy Inquiry To Student
Enrolled or Copied
Note:
The action must change the applicant's status.
1.Pre-Enrolled
Note
: Sets the student's Status to “Pre-Enrolled.”
Note
: You may include additional actions to track the
(Re) Enrollment Contract
process. These actions may set the substatus.
Note
: No action setting the student status to Enrolled is applied by this profile. Instead, when the
(Re) Enrollment Contract
is submitted, the “Enroll New Student”
Enrollment Profile
is applied.
Not Enrolling
This
Enrollment Profile
is typically used for
(Re) Enrollment Contract
to indicate that the student is not returning for the year. This
Enrollment Profile
can also be applied by an administrator to achieve the same results. It applies to all non-Summer Camp divisions.
None
1. Withdrew
Note
: Sets the student's status to “Withdrew.”
Note
: The
Enrollment Month and Day
should be specified such that the action is dated after the last day of school so that the student's status remains “Enrolled” until that date.
Enroll Summer Student
The
Enrollment Profile
only applies to Summer School, and should only include actions associated with the Summer School division.
None
1. Enrolled Summer
Note
: Sets the student's status to “Enrolled” for the Summer division only.
2. Summer In Progress
Note
: Sets the student's substatus to “Summer in Progress” for the Summer division only.
Note
: When the Summer Camp application is submitted an action is applied to set the substatus to Active - for the Summer Camp only.
Withdraw Student
This Profile is used to withdraw a student.
Note
: If a student is enrolled by mistake, use Unenroll Student instead.
None
1. Withdrew
Note
: Sets the student's status to “Withdrew.”
Unenroll Student
This Profile is used to unenroll a student and push the record back to Admissions. It applies to all non-Summer Camp divisions.
Note
: Unenrolling a student should only be used in the case of a student enrolled by mistake. If the student decides they are not coming, they should be withdrawn.
Copy Student To Inquiry
Applicant and Unenrolled
Note
: Sets the status to Applicant and the substatus to Unenrolled. The Substatus of Unenrolled alerts Admissions that the record was pushed back.
1. Withdrew
Note
: Sets the student's status to “Withdrew.”
Note
: These are only recommendations for how the profiles could be set up. For instance, you may want to have the “Pre-Enroll Student for Contract” set student substatuses to “Contract Pending”. Or you might what to have the Pre-Enrolled action applied in the previous enrollment year instead of the current. Or you might have actions specific to divisions such as when
Configuring Enrollment Profile (Division-centric)
. The actions involved and the status and substatus that you use might be different depending on your specific processes.
Note
: PCR Educator expects the status to be “Enrolled” for current students. Which action changes the status to “Enrolled” isn't so important. Other standard statuses include “Graduated” and “Withdrew.” Statuses that are non-standard are treated as students who are not “Enrolled.”
Example
: Non-standard statuses could include “Pre-Enrolled” or “Expelled.” Neither status is required, and such students are treated as not “Enrolled.”
Note
: For a Division-centric setup, you have enrollment profiles for each division.
Note
:
Enrollment Profile
s may be applied to inquiry records when you
Enrolling Inquiries
, or
Applying Enrollment Profile
s to students.
Note
:
(Re) Enrollment Contract
pre-enrolls applicants using the contract's academic year.
Enrollments where an explicit academic year is not specified use the inquiry's academic year. If the academic year matches the admissions year (see
School Info
), then the student's current grade level is set to match the applying for grade level. In any other scenario, the student's current grade level is set to the applicant record's current grade level. The student's next year grade level is always set to the applying for grade level.
See also
Configuring Enrollment Profile (Division-centric)
Configuring Enrollment Profile
Applying Enrollment Profile
(Re) Enrollment Contract
Enrolling Inquiries
Enrollment Profile
School Division
Student Action
Grade Level
School Info
Action
DAT
PCR Educator K-12 School Information System is an online database engineered for independent and private schools to deliver the highest level of flexibility, unique experience, transparent communication and customized design. Being a complete cloud-based solution, PCR Educator system guarantees convenient access anytime, anywhere.
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