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Auto Enrollment

Creating PE Pathways by Program Pathway.Enrollment Method

 

Enrollment Method = Manual

PE Pathways will be created as usual – with no Term lookup and the Automatically Enroll in Courses checkbox = false.

 

Enrollment Method = Automatic by term/course

The first PE Pathway (PE Pathway with My Term = 1) will have its Term lookup populated with the Starting Term from the Program Enrollment, and the Automatically Enroll in Courses checkbox = true.

The other PE Pathways will be populated during the Course completion process.

 

Enrollment Method = Automatic all terms (future)

The first PE Pathway (PE Pathway with My Term = 1) will have its Term lookup populated with the Starting Term from the Program Enrollment and the Automatically Enroll in Courses checkbox = true.

Each subsequent PE Pathway will also have its Term lookup populated, finding the right Terms based on the Terms’ Previous Term fields. Each of these PE Pathways will also have the Automatically Enroll in Courses checkbox = true.

 

Course Completion Process

PE Pathways have 2 checkbox fields to track Course passing and completion. Whenever a Course Connection’s Enrollment Status or Grade Result is updated, it will find all other Course Connections under the same PE Pathway.

  • If all of the Courses are Completed, PE Pathway.All Courses Completed? = TRUE
  • If all of the Courses are passed/RPL, PE Pathway.All Courses Passed? = TRUE

When a PE Pathway gets updated to have one or both of these checkboxes checked, and the Program Pathway.Enrollment Method = Automatic by term/course, it will attempt to mark the next PE Pathway’s Automatically Enroll in Courses checkbox. If not all courses have been passed, it will check the Custom Setting to see if we allow auto-enrollment when some courses are failed.

If the next PE Pathway’s Deferred checkbox = true, we won’t mark the Automatically Enroll in Courses checkbox.

 

Finding Term for PE Pathway

When Automatically Enroll in Courses = true and there is no Term on the PE Pathway, we will automatically find the appropriate term by checking the previous PE Pathway’s Term. If this is the first PE Pathway, we will check the Starting Term on the Program Enrollment.

First, we check the Term Label.

Term Label = Online

We find the current Term, where Educational Institution and Term Label matches the original Term, and where today’s date is between the Start and End dates. For online term labels, there should only be one Term matching these conditions.

Term Label = Default

Otherwise, we find the current Term where Term.Previous Term = the original term.

 

Automatic Enrollment Logic

When Automatically Enroll in Courses = true, all required Course Offerings planned for the PE Pathway’s term will be enrolled. This involves checking the Program Pathway’s Pathway Units for the planned Courses, and checking Plan Requirements for required groups and required courses.

Once the Course Connections have been assigned the correct PE Pathways and Enrolled in the Course Offerings, they then will be automatically enrolled in all available Sessions for each Course.

 

Auto Enrollment by Term Setup

  1. Program Plan created with Starting Term
    1. The Starting Term is considered the term for Pathway Units with Term Number 1
  2. Program Pathway created with Enrollment Method = Automatic by term/course
  3. Pathway Units created for this Program Pathway
    1. Ensure that Course Offerings have been created for the Starting Term
  4. When an Admin reviews Program Application, they can manually check the Start Month/Start Year and assign the relevant Starting Term
    1. Alternatively, this will be taken from the Program Plan’s Starting Term if left blank.

 

Auto Enrollment all Terms/Future Setup

  1. Program Plan created with Starting Term
    • The Starting Term is considered the term for Pathway Units with Term Number 1
  2. Program Pathway created with Enrollment Method = Automatic all terms (future)
  3. Pathway Units created for this Program Pathway
    • Ensure that Course Offerings have been created for the Starting Term, and all the terms for the length of the Program Plan
  4. When an Admin reviews Program Application, they can manually check the Start Month/Start Year and assign the relevant Starting Term
    • Alternatively, this will be taken from the Program Plan’s Starting Term if left blank.
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