Enrolment Add

Enrolment - Add

When a Booking is received the Student database is searched for a match. Enter 4-5 characters of surname & press Find.

If a match is found the record is displayed and an Enrolment added.
If a match is not found select, Add Student. & after entering basic details (See "Student - New" for further information), select the Enrolment tab.

An Enrolment is a stay at the School. Extending a course or accommodation will normally be part of the same enrolment.
All, or elements of an enrolment may be invoiced to the Agent or the Student. This makes a single enrolment very flexible.
There are few occasions when a separate enrolment is required, other than a completely separate visit.

A student returning home for a week in the middle of a course would, in most cases, be considered part of the same enrolment.
(In this case it is generally best to split the course into 2 entries - but check the invoice value, in case the price needs adjusting).

Arrival/Departure dates normally reflect the first/last point where the School has responsibility for the student.
This may be arrival at the airport, at the host family, or the start of the course, if no transfer or accommodation is required.
For most schools it is the arrival at the airport.

Booking Status

Default - "Booked"
Select "Provisional", if booking details are needed (for documentation), but the booking may not materialise, eg. booking awaiting visa. The majority of bookings should be "booked".

Provisional Bookings:
Most reports provide an option to exclude "provisional" bookings.
Provisional bookings cannot be invoiced (proforma only), nor can accommodation be booked (eg. host family). These changes enable the provisional booking to be added without directly affecting the normal booking process.

Note:
Check "Company Settings" for the correct use of the Provisional booking status.

Arrival Date - Departure Date - Weeks/Days
Enter Arrival Date, then Weeks/Days (the system will calculate the Departure date) or enter the departure date and the system will calculate the weeks/days.

Visa Required?
Originally used for USA I20 Visas. This is now defunct since the introduction of SEVIS. The fields may be used as required.

School

Main Agent
Select the Agent or enter the "Code".
A Direct Student independent of an Agent uses the *Direct Student Agent. (See Agent details for an explanation of the different methods of Agent operation)

Commission Agent
Defaults, to the Agent and in some case cannot be changed. The purpose is to allow commission to be reserved, if applicable, for this enrolment (or extension).

If the enrolment is a "Direct Student", then a commercial Agent may be selected for reserving commission against the booking. The system will then automatically calculate any commission due and reserve it for the Agent.

Code/Ref
10 character field. May be used as the !Agents Ref".

Position
Enter if required, eg.Group leader

Student Collection
This is a flag option only and does not invoke a particular action. It is used to indicate if the student (other than a Direct Student) is responsible for paying the full or part amount.

The setting is available in the report generator, and if the Ledger is in use, may be printed alongside balances outstanding to indicate who is responsible for the balance of payment. Frequently used when a booking is taken from an Agent, who at a later stage, advises that the money is to be collected from the student

Direct Agent
This is normally left unchanged.
This is the "Direct Agent" that will be used if any of the booking is charged to the student

Return Student
Maintained by the system automatically. If a second enrolment is entered, the flag is automatically set.

Continuous Booking
Maintained by the system automatically.
The gap between enrolments, to determine the definition of "continuous", is set in the system settings.

Arrival Status

Leave as "confirmed", up until arrival, and then only change to indicate an arrival issue. The "confirmed" flag indicates to the system that the host family can be paid (if applicable). If a student is delayed or does not show then change the status to prevent host from being paid.
Only "Confirmed" status bookings are eligible for the Host Family payment run.

Group
Group Name, if applicable.

Agent Price List
Agents Price list is displayed, but may be changed.

Student Price List
Master Price list is displayed, but may be changed.

Agent Currency
Fixed, for an Agent booking.

Student Currency
Not accessible if a direct Student account is selected as the Main Agent. Otherwise, may be changed.

Memo (Gross Invoice) Currency
The Currency for the Gross (Memo) Invoice.

Base Finance on Booking Date
If set, the price entered is set relative to the enrolment date, otherwise the price is set relative to the enrolment dates (Arrival/Departure).

Booking Date
Date used for determining the price.

Enrolled Date
Set by the system.

User Defined Fields
Set as appropriate
6 x 30 character fields
2 x number only fields
2 x date fields

Enrolment - Visa Tab
The Visa tab is shown after the "Bookings" tab to allow Class to calculate enrolment values for the Finance Details section, in the middle of this screen.
Most fields are self-apparent.

Sponsorship Number
The caption name is set in Visa Type (CAS for UK schools).

Expires
Expiry Date

Visa Type
Visa type (Settings > Admission > Visa Types)

Absence Checking
Tick, if Absence Checking is required (only available if Attendance Recording is in use)

Visa Status
Active, Approved, Cancelled etc (for UK schools the list will be matched with the IT requirements for reporting to the Border Agency).

User Defined Fields
An unlimited number of user-defined fields (Visa > User Defined) are provided at the bottom of the screen. For UK schools, it is anticipated that the student's academic history (prior to school arrival) and perhaps the reason why the student wishes to study English would be entered in the first 2 fields. These and any other fields can be added - Settings > Admissions > Visa User Defined Fields.

Student Passport Details (top right hand corner)
Display only (details are maintained in the student record, but useful to see alongside Visa information)

Finance Details
Booking Details and Paid Totals are shown, which may be used in a Word Merge, eg. for a Visa letter. Values can be manually overridden.
If the use requires payments to be allocated to Tuition first (to show maximum payment!) then it may be useful to change the Ledger allocation rules. See "New Setting" later in this section.

Ledger Users
The "Calculate" button will auto enter current (Gross Booking) values, but will not continue to update when changes occur. Therefore users, before creating Visa letters, will need to check information on this screen first and select "calculate" to get the latest figures, if required.

All values can be manually overridden to allow external values to be entered. For example the Agent may advise that the student has already paid him, but the agent may not have paid the school, so in Class the entry would show as unpaid. You may wish to amend the values to reflect payment by the student to the Agent. The payment values entered are unrelated to the values entered in the Ledger. The "Reset" button will restore values to the position they were on entry to the Visa screen (effectively cancelling out all changes).

Document batch runs for Visas are not advised, due to the necessity to review values individually.

For UK schools the regulations state that only the first 12months values only are required however, Class will enter the full enrolment value, as schools rarely enter single enrolments for greater than 12 months. Where "packages" exist it is possible (depending on setup) that tuition and accommodation values may not be split!

*** Non-Ledger Users (External ledgers/Enterprise users):
The "calculate" button under the "paid" column will be disabled, as there will be no information for Class to regenerate. Paid values need to be manually entered. ***

New "Allocation" Rule (Settings > Accounting > Allocation Rules)
It's aim is to give priority when allocating monies to Tuition first, Accommodation second, Enrolment fees third, Transfers fourth and then Other. This will maximize any payment that is made to the key categories. (Tuition/Accommodation)

Enrolment - Notes Tab

Dated Notes are split into 2 sections: General and Official

This allows for "Official" notes (which includes a log of all changes to Passport and Visa details) to be kept separate from other general information (This makes it easier for any Border Agency to inspect only relevant information).