Admissions and enrollment
Review applications and carry accepted students into the right campus, program and term.
StatusDraftActiveDeferred
Carry the admission decision into enrollment
An application is an expression of interest, while an enrollment is an authorized place in a particular program and term. Keep that distinction visible. Admissions staff gather the evidence needed by the institution, check whether an applicant already has a record, and route the application to the registrar. The registrar needs the program capacity, admission window and outstanding documentation together before making a decision.
You
| Number | Applicant Name | Program | Period | Status |
|---|---|---|---|---|
| APP-63029 | Applicant 855 | PRG-1626 | AP-7638 | Draft |
| APP-69670 | Applicant 648 | PRG-2507 | AP-9356 | DocumentsPending |
| APP-96105 | Applicant 777 | PRG-7142 | AP-7235 | Submitted |
| APP-35576 | Applicant 469 | PRG-8960 | AP-9234 | Accepted |
| APP-38342 | Applicant 311 | PRG-5179 | AP-4571 | Deferred |
| APP-74793 | Applicant 336 | PRG-5640 | AP-3317 | Rejected |
How the work is organized
After a recorded decision, create the enrollment against the same application and student. A deferred applicant belongs to a later period; a withdrawn student retains their earlier enrollment history. Do not overwrite a student identifier when the person changes programs or returns after a break. A waiting list needs an explicit decision and capacity rule, with the effective date retained alongside the outcome.
- Prevent duplicate intake. Match existing student and application identifiers before creating another record.
- Separate preparation from decision. Admissions staff prepare the evidence; the registrar records the admission outcome and reason.
- Preserve the original term. Deferral and transfer decisions retain the earlier application and its academic-period context.
StatusDraftDocumentsPendingSubmittedAcceptedDeferred
What to agree during setup
Agree admission windows, program capacities, required evidence and the transition from application to enrollment. Prepare examples of an accepted applicant, a missing-document case, a deferral and a withdrawal. Decide who can reopen a reviewed application and what explanation they must enter. The pilot should show that repeated imports do not create duplicate students or consume another place.
Submitted
| Number | Applicant Name | Program | Period | Status |
|---|---|---|---|---|
| APP-94671 | Applicant 260 | PRG-9587 | AP-1236 | Submitted |
| APP-53078 | Applicant 385 | PRG-3713 | AP-9748 | Submitted |
| APP-54854 | Applicant 569 | PRG-9159 | AP-7606 | Submitted |
| APP-68561 | Applicant 303 | PRG-1141 | AP-4048 | Submitted |
| APP-39247 | Applicant 955 | PRG-9886 | AP-1645 | Submitted |
| APP-20446 | Applicant 233 | PRG-6973 | AP-3419 | Submitted |
Check the handoff on an actual case
An applicant is accepted for the autumn intake but asks to begin in the following term. The original application still needs to explain which program was requested, what evidence the registrar reviewed and why the place was offered. Record the deferral as a decision with its effective period instead of replacing the autumn reference everywhere.
When the student later enrolls, link the new placement to the same person and the earlier application. The bursar can then use the fee policy for the term actually joined. The academic coordinator can allocate the student to an available teaching group without assuming that the earlier offer reserved a place indefinitely.
Before accepting this configuration, ask admissions staff to replay the imported application. Ask the registrar to inspect the earlier decision. Ask the bursar to explain which fee plan should apply. All should arrive at the same student history, with no duplicate identity and no unexplained enrollment in two terms.
Follow the work through
The approved enrollment becomes the reference for fees and class allocation. Changes in placement must be reviewed for their effect on both the fee schedule and teaching capacity.
- Application to enrollment: Move an application through a recorded admission decision into the correct academic period.
- Fee billing to reconciliation: Issue approved charges, allocate confirmed receipts and investigate the remaining balance.
Review the implementation plan and the data model before preparing your import files.
Modules
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Admissions and enrollment
Review applications and carry accepted students into the right campus, program and term.
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Student records and attendance
Keep student identity, enrollment history and session attendance connected.
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Fees and collections
Connect approved fee plans, concessions, due dates, receipts and outstanding balances.
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Faculty and timetables
Plan teaching assignments and publish sessions without room or faculty conflicts.
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Campus purchasing
Route departmental requests through the right campus and budget owner.
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Institution finance
Reconcile student accounts and campus expenditure to reviewed financial postings.
Reports
All reportsEnrollment by program
Compare accepted applications and active enrollments by campus and academic period.
Related processes
Application to enrollment
Move an application through a recorded admission decision into the correct academic period.
4 stages · 1 approval
Fee billing to reconciliation
Issue approved charges, allocate confirmed receipts and investigate the remaining balance.
4 stages · 2 approvals
Timetable to attendance
Publish resource-checked sessions and collect attendance for the students assigned to them.
4 stages · 1 approval