On this page we’ll look at how to read and update the Enrolment Status panel of the student record, including some example Enrolment Status’. It is important that you are very careful when making any changes in this area as it can affect Attendance records.
Important: This guide should not be used to make a Student a leaver, for how to do this please see How to Process a Student as a Leaver and Export the CTF
Access: The minimum permissions required to access the Enrolment page can be found in the Framework module from within Config > Setup > Roles & Permissions.
See Also: How to View the Student Details Enrolment Page
Enrolment Status
Select Students from the left hand menu.
Then, select a Student and press View.
Once the Student record is open, click on the Enrolment tab from the side menu. This will allow you to see the Enrolment Status panel.
The Enrolment Status panel will show all enrolment’s that you have recorded for that student, both current and historical.
You can Edit or Delete an Enrolment Status by hovering over the entry you would like to change and selecting the Pencil icon.
When editing an enrolment status, In the pop-up that appears, you can edit the Status and the Start and End Dates as required. Once you’re happy click Save.
Note: You should only ever Edit an Enrolment Status or Start Date if it was entered incorrectly. Changing an Enrolment Status or Start Date will impact your Attendance records. If the Enrolment Status has changed, add an End Date to the current Enrolment Status and add new one.
If you choose to Delete an Enrolment Status you will receive the following message, click Proceed if you are sure you would like to Delete the Enrolment Status entry.
Note: An Enrolment Status should only be Deleted if you have entered it incorrectly. If you are in any doubt about deleting an Enrolment Status please contact Bromcom Support to discuss it prior to deletion.
To Add a New Enrolment Status click the + button in the top right hand corner of the panel.
Enter the required information and click Save.
Note: If the Student has multiple Enrolment Status‘ the dates must be consecutive. without a gap, and must not overlap. For example, if one Enrolment Status ends on 01/02/2024, then the next one must begin on 02/02/2024.
Example Enrolment Status’
The below examples show how the Enrolment Status Panel should look in various different scenarios.
Student with one Continuous Enrolment
The student in the above screenshot has had 1 continuous period of enrolment at the school since 26/08/2020.
Student with a period of Dual Enrolment
The Student in the above screenshot was Single registered, then became dual registered for a period of 4 months, and then returned to Single registration.
Student with a Gap in their Enrolment
The Student in the above screenshot was enrolled as Single Registration, then left on 31/01/2023 then returned on 07/08/2024. This could be used in the instance that the child has been homeschooled for a period, or left the country.
Student was a Guest and then came on roll
The student in the above screenshot was enrolled at the school as a guest until 31/01/2021 at which point they came on roll with Single Registration.
School History
Staying in the Enrolment section of the Students record, you will also see the School History panel.
This panel shows all of the School records that a Student has for their previous Schools, as well as an active School record to show that they are at your School.
Making changes to a Student’s Enrolment Status will not affect their School records but the School record for your School should encompass all of the Enrolment Status‘.
So even if a Student’s Enrolment Status has changed four times, there should only be one School record through out this time.
When the time comes for the Student to leave your School, they should be processed as leaver which will end their Enrolment Status and School record automatically.
Important: As with the Enrolment Status panel, please never delete a School record. Please use the Process Leavers function once a Student is due to leave your School – How to Process Students as a Leaver.
Enrolment Status – Bulk
Moving back to Enrolment Status’ briefly, they can also be amended for multiple Students at one time should you ever need to.
It is important to note that this method will apply the same Enrolment Status and Dates for all Students selected, so only use this method in such a scenario.
For this, you need to go to the Students List page and select the desired Students.
Once they are selected, press Actions>Quick Edit.
This will open the Quick Edit window where you will need to change the Attribute drop down to Student Enrolment.
Once you have selected Student Enrolment, you need to set the Value and Start Date.
Once again, this will apply to all selected Students so make sure the details are correct and then press Review.
Note: Pressing Update makes the change straight away, while pressing Review lets you see/approve the change first).
As stated above, pressing Review gives you a visual breakdown of the proposed change.
Once you are happy, press Update.
You will then receive a success notification on the top right of your screen to let you know that the process is complete.
