Enrollments and learners

A learner record holds the learner number, name, email, admission date and status: Applicant, Enrolled, Paused, Completed or Withdrawn. An enrollment links one learner to one activity course and moves from Requested to Approved, Active and Completed, or ends as Withdrawn.

The Enrollment Administrator approves enrollments. Before approving, the administrator checks that the learner and course are eligible, that the course still has room against its capacity and that the learner does not already hold an active enrollment in it. A request that fails a check is turned down with a clear reason and nothing is written. On approval the enrollment becomes active, the learner is marked Enrolled, and the course’s sessions are counted for them.

• Request. An enrollment starts as Requested for one learner and one course.
• Approve against capacity. Eligibility, remaining places and duplicates are checked before approval.
• One place per learner. A learner holds one active enrollment per course; withdrawal keeps the history.

Agree eligibility rules, such as grade level, medical clearance or tryout results, and who checks them. Agree how learner numbers match your student information system. Decide what happens when an activity is full: a second group, a waiting list held elsewhere, or a later term. Agree who withdraws learners and what reason is recorded.

Junior Varsity Soccer has capacity 22 and 21 active enrollments. Two requests arrive on the same afternoon. The administrator approves the first: the learner is in the right grade and cleared to play, and the course reaches 22. The second is turned down with the reason “course full”. The administrator tells the family about the spring season.

The first family submits the request again by mistake. Because an active enrollment already exists for that learner and course, the duplicate is turned down. In October the learner pauses for an injury; the enrollment is withdrawn and the learner marked Paused, with their attendance kept.

• Enrollment Pipeline — Enrollments grouped by Requested, Approved and Active, with learner and course.
• Pending Enrollment Requests — Requests waiting for the administrator.
• Active Enrollments — Current enrollments by learner and course.

• Activity planning to enrollment: Approve enrollments against capacity.

Check roles and permissions before go-live.