Enrolling Students in a Course

Summary

Enrollment tracking records a student's lifecycle within a course—from initial enrollment through graduation, withdrawal, or termination. Each action creates a timestamped event that builds a complete enrollment history for compliance and record-keeping.

Who this is for

• Dispatchers and administrative staff who onboard new students
• Chief instructors managing student status changes
• Anyone with Manage Enrollment permission in your organization

Before you begin

• The student must be an active member of your organization (enrollment is disabled for inactive members)
• At least one published course must exist for your organization
• You need Manage Enrollment permission

Steps

Enrolling a new student

1. Go to the student's profile and select the Course Progress tab
2. Click Manage Enrollment
3. In the Select Course dialog, choose a course and click Continue
4. In the Manage Enrollment dialog, complete the form:
   • Event Type: Enrollment
   • Date: Enter date in MM/DD/YYYY format (label changes per event type: Enrollment Date, Graduation Date, etc.)
   • Reason: Select from dropdown (e.g., "New student enrollment", "Transfer from another program")
   • Additional Notes: Optional unless you select "Other" as the reason
5. Click Save

Recording graduation, withdrawal, or termination

1. Go to the student's Course Progress tab
2. Click Manage Enrollment
3. Under Add Enrollment Event, select the event type:
   • Graduation — student completed the course
   • Withdrawal — student left voluntarily
   • Termination — student was removed from the program
4. Enter the event date (must be after the enrollment date)
5. Select a reason and add notes if needed
6. Click Save

Re-enrolling a student

After a student is withdrawn or terminated, you can enroll them again:

1. Open Manage Enrollment for the student
2. Select Enrollment as the event type
3. Enter a date after the previous withdrawal or termination
4. Select "Re-enrollment" as the reason
5. Click Save

What happens next

• The student's status badge updates immediately (Active, Graduated, Withdrawn, or Terminated)
• The enrollment event appears in the Enrollment History timeline
• Status changes are visible to anyone with view permissions on the student's profile
• Each course maintains its own independent enrollment history
• Enrollment and graduation certificates can be generated from the student's records

Common issues

How this works

Event-based tracking: Rather than storing a single status, the system records each enrollment action as a discrete event. This preserves a complete audit trail—useful for Part 141 compliance and insurance documentation.

Status calculation: The student's current status is always determined by their most recent event:

• Most recent event is Enrollment → Active
• Most recent event is Graduation → Graduated
• Most recent event is Withdrawal → Withdrawn
• Most recent event is Termination → Terminated
• No events → Not Enrolled

State transitions:

Not Enrolled → [Enroll] → Active
Active → [Graduate] → Graduated
Active → [Withdraw] → Withdrawn
Active → [Terminate] → Terminated
Withdrawn → [Re-enroll] → Active
Terminated → [Re-enroll] → Active

Note: Graduation is a final state. Re-enrollment is not available after a student graduates without deleting the graduation enrollment event.