Processing Enrollment Requests
The Enrollment Requests tab provides an overview of all student enrollments and requests across all courses listed in the Course Marketplace. This allows you to efficiently manage enrollments from one central location, rather than navigating to individual course profiles.
The columns in this section are similar to those in the Course Enrollments section and include:
- Date – The date the enrollment request was submitted.
- Course – The marketplace course the student applied for.
- Requested By – The name and contact details of the person who submitted the request.
- Student – The name of the student applying for the course.
- Status – Displays the current enrollment status (Requested, Enrolled, Denied).
- Waitlist – Indicates if the student has been placed on a waitlist.
- Payment – Shows the payment status (N/A for free courses, Pending, Declined, Paid, or Error).
From this tab, you can efficiently process enrollment requests by viewing, processing, and deleting and restoring enrollment requests as needed.
To review an enrollment request, click the View Enrollment icon.
This opens a modal with key details, including the course, enrollment status, student contact information, and payment status. If the student is already in ampEducator, their student ID and program details will also appear.
At the bottom of the modal, there is an Enrollment Log that tracks all actions related to the request, such as status updates and processing history.
The Student Actions dropdown in the View Enrollment modal determines how an enrollment request is processed. By default, it is set to Create New Student, but you can also choose to Associate Student if the student already exists in ampEducator.
If left at its default setting, Create New Student, the enrollment process will include creating a new student profile before adding them to the course. You will be prompted to enter key details such as Student ID, Status, and Advisor while processing the enrollment.
Associate Sometimes, a student who is already in ampEducator may submit an enrollment request using a different email address or without entering their Student ID. In these cases, you can manually associate their request with their existing student profile.
Within View Enrollment, there is a dropdown box labeled Student Action. By default, it is set to Create New Student, but you can select Associate Student instead. Once selected, you can search for and connect the request to the correct student profile.
Once associated, the enrollment request will be automatically linked to the existing student, and their student information will populate in the Enrollment Requests list as if they had originally signed up using their correct details.
If you have a student enrollment request that you want to approve, click the Enroll Student icon next to their request on the list.
When enrolling an existing student, clicking the Enroll Student icon will open a modal where the student’s information is already pre-filled. You will need to select the following options:
- Show Courses From – Choose Linked Courses, or Search to manually find a course.
- Course – Select the course from the dropdown menu.
- Enroll Date – Enter the date the student is officially enrolled.
- Auto Complete – Choose whether the course should be completed manually, by course weeks, or by a manually set date.
- Charge Method – Select whether to charge or invoice the account.
- Select Fees – Choose applicable fees from the dropdown menu.
- Promo Code – If the student used a promo code, select it from the dropdown.
- Notes – Enter any additional details in the blank text field.
When enrolling a new student, clicking the Enroll Student icon will open a modal where a student profile is created while completing enrollment. Some fields will already be filled in:
- Course – The course the student is enrolling in.
- Student Action – Confirms that a new student profile will be created.
- Requested By – Displays the name and email of the individual who submitted the enrollment request.
You will need to complete the following details:
- Auto Student ID – Choose to have a student ID automatically generated or enter one manually.
- Advisor – Assign an advisor to the student if applicable.
- Status – Set the student's status as Active, Inactive, Pending, or Graduated.
- Convert Student Only – If selected, a new student profile will be created, but the student will not be enrolled in any courses.
Once the student profile is created, the enrollment process follows the same steps as enrolling an existing student:
- Show Courses From – Choose Linked Courses to select from the pre-configured courses or Search to manually find a course.
- Course – Select the course from the dropdown menu.
- Enroll Date – Enter the date the student is officially enrolled.
- Auto Complete – Choose whether the course should be completed manually, by course weeks, or by a manually set date.
- Charge Method – Select whether to charge or invoice the account.
- Select Fees – Choose applicable fees from the dropdown menu.
- Promo Code – If the student used a promo code, select it from the dropdown.
- Notes – Enter any additional details in the blank text field.
The Delete Enrollment icon is available for requests that have not yet been processed.
Clicking it removes the enrollment request from the system. This should only be used if the request was submitted in error or is no longer needed.
If an enrollment request or enrolled student is deleted by mistake, it can be restored. To recover a deleted enrollment, go to the Enrollment Requests tab and update the Status filter to Deleted. This will display all enrollments that have been removed.
Once the deleted enrollments are visible, click the Restore Enrollment icon next to the deleted request.
The student will then be re-added to the enrollment list with their original details.