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 Actions Student Actions
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 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 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 Profiles may be applied to inquiry records when you Enrolling Inquiries, or Applying Enrollment Profiles to students.
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