• Enrolment Profile Tabs
  • Enrolment Tab
  • Compliance Tabs
    • NZ Compliance Tab
    • AUS Compliance Tab
  • Fees Tab
  • Timetable Tab
  • Attendance Tab
  • Events Tab
  • Class Tab

Enrolment Tab

Overview

Enrolment Side-Panel

The side panel displays blue hyperlinks which take you to their relevant pages e.g. clicking the student ID hyperlink takes you to the Student profile (Figures 1i-ii.).

Components

Beside the list of Components, you can also see counts showing the total Weighted Sum of Components, the number of Components and the number of “Required” Components.

Click the “Grade Selected” button to grade selected Components, or the “Complete Selected” button to change their Completion Code Statuses (Figure 1i.).

• NOTE: Grade marking is disabled once Enrolment Component Completion Codes are “Completed“, and graded. If you wish to change a grade, you should revert the Completion Code to what it was before grading again.

You may also add/remove Components by clicking the “Map Components” button, and “Bulk Update Enrolment Components” using the purple Actions button (Figure 1iii.).

The Action Button

(Figure 1iii.)

The purple action button at the top of the screen allows you to:

• Send emails and text messages to Students
• Run the Status Wizard
  • You may change the Enrolment Status to Complete, Failed or Withdrawn etc. using the Status Wizard.
    • Notes:
      • Ensure you use the Status Wizard to indicate a “Withdrawal” – NOT the editable Withdrawal fields under the “Results Information” section.
      • Note: All “Required” Enrolment Components must be Completed to be able to change the Enrolment Status to “Complete”.
• Run Completion Rules which updates Components based on a set of conditions
  • Completion Rules are set at the Programme level.
    • See Curriculum – Completion Rules for a guide.
• Transfer the Enrolment to another Intake
• Add an alert for other System Users, i.e. Staff members, to see attached to an enrolled Student.

PDF Reports

The PDF Reports feature generates multiple official qualification documents to certify an enrolled Student.

The default types which exist are:

• Diplomas: A basic official qualification document that certifies the successful completion of a program of study
• Transcripts (also Record of Achievement): detailed, official record of all courses taken, grades received, and qualifications achieved. 
  • In other words, you will see the Enrolment Status and Completion Code Status of the Component/s once the Component’s are completed (Figure 1iv.).

For SELMA to build and add custom PDF templates for you, please contact SELMA Support.

Figure 1i. Select Components to grade (orange) and change the Completion Status of Components (red).

Figure 1ii. Click the “Map Components” button (red) to add/remove Components attached to the Enrolment, and click “Bulk Update Enrolment Components” (orange) to change different field information linked to Components.

Figure 1iii. Send emails or text messages to enrolled Students (orange), or use the Status Wizard to change their Enrolment Status (green). Other options include running Completion Rules (red), to automatically update the Components’ Completion Code Status for you.

Figure 1iv. Click the “First Transcript” button (red arrow), or the “First Diploma” button (orange) to generate and download a transcript and diploma, respectively. Other custom-built PDF templates are added here, too.

Compliance Tabs

NZ Compliance Tab

The NZ Compliance tab is visible to NZ providers only (Figure 2.).

Figure 2. Click the pencil icon (green), to edit details seen in the NZ Compliance section.

AUS Compliance Tab

The AUS Compliance tab is visible to AUS providers only (Figure 3.).

Figure 3. Click the pencil icons (green), to edit different sections seen in the AUS Compliance section.

Fees Tab

Fees can be inherited from the Programme and Intake level, or set manually at the Enrolment level (Figure 4.).

See Finance – Fees for more information on Fees Set-Up.

Figure 4. An overview of the Fees tab at the Enrolment level.

Timetable Tab

See Attendance – Create Timetables for more information.

Attendance Tab

See Attendance – Mark Attendance for more information.

Events Tab

See Event Log – The SELMA Event Log for more information.

Class Tab

See Cohorts – Creating and Managing Classes for more information.

This section discusses the process of creating and managing Enrolments.

In this section:

• Enrolment Index
• Create an Enrolment
  • Steps to Create an Enrolment Profile

Enrolment Index

Navigate to Enrolments > Enrolment Index.

Here, you can:

• Search and open existing Enrolments.
• Use the following Search features:
  • The basic search which searches by name/ID/email
  • The Saved Search which saves specific search criteria you have entered into the Advanced Search fields (see SELMA 101 – Tips and Tricks for Using SELMA productively)
  • The Enrolment Status Count which is clickable to filter by Enrolment Status
• Export the Intake list as a CSV file (Figure 1.).

Figure 1. Access the Enrolment Index (red) via the top navigation bar (green). Use the basic Search (orange) or the Advanced Search, below the Save Search feature (purple).

Create an Enrolment

There are two ways to create an Enrolment:

1. Click “Enrol Students” through Enrolments in the top navigation bar (Figure 2.).
2. Click the green cross icon on the Enrolment Index dashboard (Figure 2.).

Figure 2. Immediately “Enrol Students” (red) or navigate to the Enrolment Index and click the green cross icon (green).

Steps to Create an Enrolment Profile

1. On the first screen, select the Intake and Enrolment Status. You will see that in doing so, the Start and End Dates will be automatically inherited by that of the selected Intake. Click the following buttons to auto-generate different dates (Figure 3i.):
   • Orange circle – Use Intake End Date.
   • Burgundy circle – Uses Programme Duration to calculate an End date.
   • Blue circle – Calculates an End Date based on the number of units you add to the Start Date (see also Figure 3ii.).
2. On the second screen, search for “Available students” and click to select those who are not enrolled into the Intake (Figure 4.).
   • Students marked red are already enrolled into the Intake, so they can’t be selected.
   • Students marked orange have a Validation Status mismatch with their selected Programme, so they can’t be selected.
     • If you need to adjust, check the “Required Validation” field under Configuration on the Programme Tab, and the Validation Type on a Student profile.
       • See Students – Validating a Student in this resource to guide you.
3. On the third screen, you can select all “Mandatory” or “Required” Components to attach to the Enrolment, and skip selecting “Active” or “Completed” Components (Figure 5i.).
   • You can add or remove a Component as a “Mandatory” or “Required” Component on the Programme | Components Tab (Figure 5ii.).
4. On the fourth screen, apply a Price Book and set a Funding Source for NZ/AUS Compliance.
   • Note: Funding source inherits that of the Intake, automatically (Figure 6i-ii.).
     • See Finance – Price Book for a guide on creating Price Books.
5. On the fifth and final screen, review all information and click “Enrol“.

Once Enrolments have been created, you will be taken to a screen showing a full list of those Enrolments. Click on one to open that Enrolment profile.

Figure 3i. Fill out the “Intake” and “Enrolment Status” fields to generate a Start Date and End Date, inherited from the Intake. Use the buttons beside the End Date to change it, automatically.

Figure 3ii. Calculate an End Date based off of the Start Date.

Figure 4. Filter by group interest in Intakes or Programmes (brown) if indicated on the Student profiles, and select available students to be enrolled (purple arrow). Use the Filter Search to find and ensure a Student has been selected (neon green).
Note: Please ensure Student Status is “Validated” to be able to see them in the Student Search drop-down list (brown). You will not see Students with the Status “Enquiry”, “Provisional or “Inactive”, here.

Figure 5i. Select all “Required” Components by clicking the “Select Mandatory Only” tick-box (red). Skip Components that are present in “Active” enrolments or already successfully completed (purple).

Figure 5ii. Edit which Components are “Required” for Enrolments, at the Programme | Components Tab.

Figure 6i. The NZ Compliance Funding Source is inherited from the associated Programme of the Intake you are enrolling your Students.

Figure 6ii. The AUS Compliance Funding Source is inherited from the associated Programme of the Intake you are enrolling your Students.

Figure 7. Review all information selected, and click to open each heading (purple, orange, blue arrows) for more information. Click “Enrol” to submit all (green).