Admissions and 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.

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 A deferred applicant belongs to a later period; a withdrawn student retains their earlier enrollment history.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.

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.

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.

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.