Creating Scheduled Programs
Overview
Once you have set the Base Course field values that are relevant to the Online Applicant Portal, you need to check the fields in the Scheduled Program record that affect the workflows of your Applicant Portal. At the scheduled program level, you can set the timeframe when an applicant is allowed to apply or enrol into the Scheduled Program, the minimum and maximum participants allowed for a course to run, and group the students according to their start and end dates.
Workflow
Navigate to Courses > Course Offers > Add New Course Offer menus on the side. Further details on scheduling a course are available in this article: Add New Course Offer.
Take note of the following highlighted fields which are related to the online application process:
The Status field of the scheduled program must be set to Active to allow you to set your scheduled program as open for enrolment.
(A) Offer Start Date and Expected End Date – The date that the Course becomes available for application and the last day a student is able to apply and edit their ongoing application for the Course. The date range within these fields should be within the dates set range of your APPLICATION_PERIOD Configuration Time Period, see Time Periods
(B) Maximum and Minimum Participants – maximum number of students allowed to enrol in this Course and the minimum number of students enrolments for the Course to be viable for your institution to run the course
(C) Start and Expected End Date – Start Date of the Semester that you intend to run the Course and the End Date of the Semester when the Course enrolment is expected to be completed
(D) Enrolment Status: We recommend setting the status to APPLIED. This will set the enrolment status of any new applicant's Course Enrolment. We expect that applicants who are applying for a course will not be automatically enrolled in the course, as setting the enrolment status to Enrolled would then bring those enrolment details into scope for Government reporting.
NOTE:
If the Applied status is not in the dropdown list, enable it by searching for the "ENROLMENT_STATUS" Status Id, see Edit Status Items.
(E) Allow Online Application – make sure that this field is set to YES.
Interview/Audition Recall
NOTE:
If this is applicable in your business or institution and you are planning to use this feature of allowing applicants to take another round of interviews/auditions as part of their application to the Course, contact our Support Team for your site to be configured as intended.
If you have auditions/interviews during your application process and you are giving applicants the chance for a round 2 audition/interview session, the field Applicant Sessions used for Recall must also be set to Yes.
Offering Single Subject Non-TCSI Reportable Courses?
If you are offering single-subject non-TCSI reportable courses and wish to allow applicants to select a Scheduled Unit or subject during the application process, check the guidance here for the details of how this feature operates.
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