Managing Waiting Lists
These topics discuss how to add students to waiting lists and enroll students automatically.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
COURSE_WAIT_LIST |
Add students to waiting lists and assign the enrollment status. |
|
|
Course Waitlist Details |
CRSE_WAITLIST_SEC |
Click the student's name on the Create/Update Course Wait List page. View details of the course or course session for which the selected student is wait-listed. |
|
COURSE_AUTO_ENROLL |
Enroll students in a course session automatically. |
Use the Create/Update Course Wait List page (COURSE_WAIT_LIST) to add students to waiting lists and assign the enrollment status.
Navigation:
This example illustrates the fields and controls on the Create/Update Course Wait List page. You can find definitions for the fields and controls later on this page.
You can add employees and nonemployees to a waiting list. Insert additional rows to add students.
Field or Control |
Description |
|---|---|
Name |
Displays the name when you select the employee ID. Click the student's name to access the Course Waitlist Details page and view more information about the selected course session. |
Attendance |
Values are: Crse Wait: Enroll the student in any session of the course that becomes available. You haven't set up any open sessions for the student to request. Sessn Wait: Wait-list the student for a particular course session. To select this status, you must have created the session in the Course Session table and given it a status of Active. Students with a Sessn Wait status have priority over students with a Crse Wait status. Note: For multilingual courses, you must use Sessn Wait and select a session in the student's language. |
Letter Code |
Displays a default letter code according to the student's waiting list status. For wait-listed students, the letter code is WTC; for session wait-listed students, it is WTS. If you've created waiting list form letters, you can generate the letters once you save the information that you've entered on this page. Create letter codes on the Standard Letter Table page. |
Waitlist Dt (wait list date) |
Displays the wait list date. You can override this value if the student has requested the course on a different date. The system uses this date to enroll students, from the oldest date to the most recent. The system sorts students by session number in ascending order. Within each session, it sorts students by status (session wait list first and course wait list second), wait-list date, and ID. Nonemployees appear after employees, using the same sort sequence. The system also uses this sequence for automatic enrollment. |
Session Nbr |
Enter a session number if you selected an attendance value of Sessn Wait. When you leave this field, the system completes the Start Date, Facility, and Language (if it's a multilingual course) fields. |
Status Date |
Displays the system date, usually the current date. |
Use the Course Session Auto Enrollment page (COURSE_AUTO_ENROLL) to enroll students in a course session automatically.
Navigation:
This example illustrates the fields and controls on the Course Session Auto Enrollment page. You can find definitions for the fields and controls later on this page.
Before you can enroll students in course sessions, you must have already created the session in the Course Session table, given it a status of Active, and entered a maximum number of students per session.
If you've set up lists for students who are waiting for courses or sessions, you can streamline the enrollment process by using automatic system enrollment.
When a student is automatically enrolled and you've given the student a status of Sessn Wait for several sessions of a course and one status of Crse Wait, the system deletes all the other data rows on the waiting list for this student for this course.
Note: If you're managing training budgets, the Course Auto Enroll process links costs to the appropriate department and demand in the Budget Training business process. This isn't necessarily the department in which the employee works, as specified on the job record, but it is the department to be billed for the employee's training costs.
Auto-Enrollment
Field or Control |
Description |
|---|---|
Session Nbr |
To start automatic enrollment, enter a session number. When you move out of the field, the system issues one of two messages:
|
The system first enrolls students with an acceptance field value of Sessn Wait(session wait) where the Sessn (session) field value matches the selected session number.
Attendance
When you first access this page, the Attendance group box displays all employees and nonemployees who are on the session waiting lists or the course waiting list. Students are sorted using the same sequence as on the Create/Update Course Wait List page.
Once you select a session number, the system updates student details. All students who are enrolled in the course session have a status of Enrolled. The system also displays a letter code value of CON, so that you can generate form letters informing students of their enrollment.
Once you've saved the Course Session Auto Enrollment page, you can move to the Enroll Individually page to make any adjustments to the enrollees in this session.