Learners and enrollments

A new learner asks to join an open course. The Education Administrator checks the learner record, the named course and its capacity before deciding whether to approve the request. The enrollment remains a separate record from the learner, so a later course request does not overwrite the earlier learning history.

The learner record carries the admission date and the learner status. The enrollment carries its own enrolled date and status. After approval, the administrator marks the learner Enrolled and creates an active enrollment for the chosen course. A withdrawn request stays distinguishable from a completed place. Keep the course reference attached to the request that was actually reviewed.

• Learner. Keep the person’s identity and admission status on the learner record.
• Request. Link a requested place to the course the learner wants to join.
• Approval. After Education Administrator approves, mark the learner Enrolled and create one active enrollment for that course.

Agree who may approve the request, change a learner from Applicant to Enrolled and create the active enrollment. Decide how the team checks capacity and duplicate requests before the administrator records approval. Keep a person’s learner identity stable when they attend more than one course.

Education Administrator and Instructor test the requested place against the course’s capacity and instructor assignment. Decide how to spot duplicate requests for the same learner and course before approval. Check the learner’s status and the new active enrollment together.

Take one learner with a requested place in an open course. Open the course and review the request. After approval, check that the learner is Enrolled and the new active enrollment points to the intended learner and course. If the person withdraws, change that enrollment to Withdrawn while leaving the learner and any other enrollments intact.

Education Administrator opens the request and course, then approves one place. Confirm the learner moved to Enrolled and one new active enrollment links that learner and course. If the request points to another course, correct the link before creating the active record.

When an administrator revisits a learner, compare the enrollment status with the learner status. They describe different scopes: one course place and the person’s broader training relationship. A withdrawn place can remain in the history while another course continues. This comparison matters when the next instructor opens the learner record and needs to know which class the learner should attend.

• Enrollment requests — Requested places for Education Administrator to review.
• Active enrollments — Approved or Active places linked to their learner and course.

See enrollment and delivery and learning outcomes for the connected handoffs.