Class Enrolment Functions

A series of very useful enrolment functions may be performed from within a class record, using the icons along the bottom of the window, if you have sufficient privileges. A right click context menu is also available.

The standard procedures are available to select multiple rows and then perform the necessary enrolment operation on these simultaneously. The context menu will display the number of students selected.

Ent ClassContextMenu

It is important that the differences between the enrolment functions are understood and that they are used correctly as they have a different effect on enrolments and the extent of data deletion.

Generally, students are enrolled in their classes in bulk, either via CSV files or using the Bulk Enrolment window. However, there may be times when additional students need to be added manually to a class, eg if a new class is created. In some cases, it may be easier to simply add the new class and then enrol the students in it manually.

When a student needs to be enrolled in multiple classes, it is more efficient to add these via the student's window.

If many enrolments of students in multiple classes is required, the Bulk Enrolment window is very useful.

To add students to the currently displayed class:

•	Right click over the Enrolments table and select Enrol additional students.

Click the Enrol additional students icon in the toolbar.

Ent ClassEnrolstudentIcon

•	In the Enrol additional students window, use the standard selection window procedures:

➢	Enter search criteria to find the records you require, including using wildcards.

➢	Customise columns, eg change their order, hide or display particular columns.

➢	Sort the records in the table.

➢	Use standard methods to select multiple students, with the number selected being displayed at the bottom of the window.

Ent ClassEnrolStudentSelection

If you have selected students who are already enrolled in the class, a message will appear and you will not be able to add them twice.

➢	Click the OK button and the selected students will be added to the class enrolments table.

•	Click the Save icon or press Ctrl S.

When you need to add the same set of students to another class or multiple classes, you may do so from any class window in which the required students are all enrolled. For example, a new class may have been added and all of the students enrolled in another class need to be added to the new one.

When you use the copy option, results are not copied and the students' enrolments in the class being copied from are not affected in any way.

This is an alternative method of enrolling students to using the Bulk Enrolment window, or would be used where the only common element for a group of students is their membership of a particular class.

To copy all or a selection of student enrolments from one class to another:

•	Highlight a row or use the standard methods to select multiple student rows.

•	To select all enrolments in the class, click the top left grey cell of the table or press Ctrl A.

•	Right click over the Enrolments table and select the Copy option.

•	Click the Copy students to other classes icon in the toolbar.

Ent ClassCopyIcon

Note that if you select withdrawn students, they will also be copied, but the enrolment in the target classes will not be withdrawn.

•	In the Copy window, use the standard selection window procedures:

➢	Enter search criteria to find the classes you require, including using wildcards.

As seen below, 06*A has been entered in the Class Code search field to bring up all classes that begin with 06 and end with A. In the Enrolments column which displays the number of students currently enrolled in the class, nothing has been entered but, in the case, =0 would have brought up all classes with no enrolments, if this is what we wanted.

➢	Customise columns, eg change their order, hide or display particular columns.

➢	Sort the classes in the table.

➢	Use standard methods to select multiple classes, with the number selected being displayed at the bottom of the window.

Ent ClassCopySelection

➢	Click the OK button and a duplicate set of enrolments will be added to the selected subjects.

•	Click the Save icon or press Ctrl S.

Moving a student allows a student's enrolment in one class to be removed and added to another class of the same subject. The results that had been assigned to the student in the original class are moved with the student.

This process may be used when, say, a student has been changed from one home group to another and they have been moved from one set of classes to another, eg 06ENGA to 06ENGB, 06MATA to 06MATB, etc.

You cannot move students across subjects, just between classes of the same subject. If you want to move a student to a different subject, you need to withdrawn them from one and add them to another.

Where you need to move many classes of a student, rather than do it a class at a time, use the Bulk Enrolment window. In this, you can select the student and all of the classes they are to be moved to, and move them in one process.

To move a student or a selection of student enrolments from one class to another:

•	Highlight a student or use the standard methods to select multiple student rows.

•	Right click over the Enrolments table and select the Move option.

•	Click the Move students to another class icon in the toolbar.

Ent ClassMoveIcon

Note that you cannot select withdrawn students. You would need to re-enrol them before they were moved.

•	In the Move window, only other classes of the same subject will be displayed and, from these:

➢	Double click the class required.

➢	Highlight the class and select OK:

Ent ClassMoveSelection

The students will be removed from the original class and moved to the new, together with all of their results.

•	Click the Save icon or press Ctrl S.

Unless students have been enrolled in a class in error, they should never be deleted. Instead, students should be withdrawn from classes.

This means that:

•	A historical record of their enrolment, and the results for it, remain in the database.

•	Students are removed from any class or subject results windows of their withdrawn classes.

•	When teachers are using offline files, these students are removed from the classes and the teacher is informed of the withdrawal when they synchronise.

•	While a student is withdrawn from a class, no results for the student may be modified, not even by the Accelerus administrator.

You may use different methods to withdraw students from a class:

•	Click the checkbox in the Enrolled column and Withdrawn will appear.

Ent ClassWithdrawStudent

•	Highlight a row or use the standard methods to select multiple student rows:

➢	Right click over the Enrolments table and select the Withdraw option.

➢	Click the Withdraw students from classes icon in the toolbar.

Ent ClassWithdrawIcon

•	Click the Save icon or press Ctrl S.

Where students have been withdrawn from a class, they may be re-enrolled. This will result in their reappearance in teachers' classes, together with any results that may have been entered for them prior to being withdrawn.

Where teachers are working in offline files, the teacher of the class will be informed when they synchronise their offline file of the student re-enrolments.

To re-enrol students who have been withdrawn from a class:

•	Click the checkbox in the Enrolled column where Withdrawn is displayed next to the tick box.

Ent ClassWithdrawStudent

•	Highlight a withdrawn student or use the standard methods to select multiple withdrawn students:

➢	Right click over the Enrolments table and select the Re-enrol option.

➢	Click the Re-enrol students icon in the toolbar.

Ent ClassReenrolIcon

•	Click the Save icon or press Ctrl S.

As with most Accelerus windows that include tables of data, rows may be deleted using the Delete icon in the bottom right corner of the class window. This icon allows student enrolments to be removed from a class totally.

However, enrolments should not be deleted once results are already recorded for the student in the database, or have potentially been recorded by teachers in their offline files. Students should be withdraw from such enrolments instead. Only remove student enrolments from classes that have been added in error.

If you do select enrolments and click the Delete enrolments icon, a message will appear, informing you of the extent of the deletions, ie how many enrolments and results will be deleted.

Ent StudentEnrolDeleteMsg

If you click OK, the enrolment rows will be marked for deletion with a red line. They will be permanently deleted on saving the class record, or you may reinstate them by clicking the Reinstate enrolment icon.

If teachers are using offline files, there is always the potential that results have been entered for a student that have not been synchronised back into the database but, in the meantime, their enrolment has been removed. If this is the case, when a teacher sychronises their offline files, the student will be removed from their class and all the results deleted from therein. However, any results that have been added since the teacher last synchronised will be added to the Result Conflicts table in the Accelerus database. They may be viewed in the Result Conflict Explorer, from where they may be retrieved, if necessary.

The results that were already in the database, of which the Accelerus administrator was informed in a message such as the one above, are not found in the Result Conflict Explorer. These may be retrieved from the automatic backup copies of the offline files on the teacher's computer.