Enrollments

An enrollment connects a learner to a specific course. Its status carries the request from Requested through Approved and Active to Completed, or records a withdrawal. The Education Administrator reviews the learner and course together because a valid learner alone does not reserve a place in a course that is full or outside its active delivery window. The Business Overview shows the saved enrollment states and recent records for the day’s work.

The request identifies the learner and course. Before approval, the Education Administrator checks the learner’s current state, the course’s state and capacity, and other linked enrollments. Activation should change one enrollment and the learner together. A repeated request for the same operation should lead the administrator back to the existing result.

• Review the person. Use the learner number and current state to avoid another identity for someone already enrolled.
• Check the place. Compare course capacity with active commitments before approving another request.
• Keep the history. A withdrawal remains a recorded outcome of its original course request.

Agree who may request a place, who approves it, and whether a place is counted at approval or activation. Decide how staff treat a paused learner, a cancelled course and a request received after the course starts. Use stable learner and course identifiers in imports. Give the Education Administrator an example at capacity and an example with a repeated operation key, then confirm that each refusal leaves the saved records unchanged.

A learner requests a course with only one place still available. The administrator opens the request, checks the learner and the course, then approves the place. When the enrollment becomes Active, the learner is marked Enrolled and the course’s scheduled sessions are returned for follow-up. A second attempt with the same operation key must refer to the original activation. It must not consume another place or create a second enrollment.

Now suppose the course is Cancelled before the decision. The administrator should see the current course state and refuse activation. Keep the request available for review rather than treating an invalid approval as a completed enrollment. If the learner later moves to another course, create or review the appropriate enrollment for that course and preserve the earlier request.

The review should leave a clear next action for each saved request. An Approved place still needs activation before the Instructor treats the learner as enrolled. A Withdrawn place remains part of the course history and should not be counted as a current commitment. Check the linked course whenever a learner has requested more than one offering so the team does not act on the wrong request.

• Enrollment requests — Requested places waiting for an administrator’s capacity and lifecycle review.
• Active enrollments — Approved and Active links between learners and courses.
• Enrollment status board — The saved state of each course request without hiding withdrawals.

Review enrollment through learning and prepare the operating cycle.