How to transfer a student from one class to another

A student wants to change their enrolment from one class to another. This is the procedure within onCourse to change the class they are enrolled in.

The first step is to cancel and refund the existing enrolment.

• Find the enrolment from the Enrolments window
• Highlight the enrolment by clicking on it
• Click on the action window (looks like a cog) and choosing “Cancel 1 enrolment”. This will bring up a dialog with a checkbox offering to also refund the enrolment. Click on the box to check mark it.
• Hit “Ok”.

This will cancel the enrolment, and create a credit note in the system for the value of the existing enrolment.

Now open a quick enrol screen and enrol the student into the new class that they wish to pursue.

What if the value of the new enrolment is more expensive than the old class or less expensive?

As onCourse tracks the amount owing for the student, no money is lost by the system by cancelling and refunding (be careful: as just canceling the enrolment will not do anything to the amount owing – if you also want to do a refund you need to tick the checkbox ‘create a credit note to refund student for the amount charged’)

At the quick enrol stage, you may choose to charge them a transfer fee (click on the “+” symbol) next to “Other Charges”, or give them a discount or concession if you wish.

Why can’t I just edit the existing enrolment?

onCourse tracks enrolments and other data in a way which leaves a complete audit trail. So at any time you will be able to see all the enrolment history for every student. This is very important for financial auditing and system security reasons which are very important especially when several staff might be making changes or looking at the history in the system.

Furthmore the refund/quick enrol process makes the workflow clearer when the new class has a different cost to the old. The operator is explicitly prompted to apply transfer fees (as applicable) or inform the student about the different cost. By then applying a fee or discount, general ledger adjustments are kept accurate and clear.

Canceling enrolment