You can terminate Tuition enrolments in bulk, in preparation for re-enrolment. You would do this if your process is to require all students to actively re-enrol for the next year, rather than presuming they will continue unless advised otherwise. You may also manage your enrolments this way just to take advantage of the Relookup that happens when you use the Re-enrol function.
We recommend that you use a termination date of 31/12/xxxx for such students, and use the date of the end of term for students who have officially withdrawn. This will allow you to easily differentiate the two groups for re-enrolment.
To Terminate All Current Enrolments
- Go to Common Tasks > End-of-Year Procedures > Terminate or re-enrol all current records.
- Enter your desired Termination Date in the enrolment at the top of the list.
- Select Archive Found Set to copy this date to all records
To Terminate Only Some Enrolments
If you want to terminate just a selection of your enrolments, run the same script, but then refine the list before terminating. For example:
- Select the Show Only Year 6s or the Show Only Year 12s button to restrict the list to only those year levels.
- To find only records that don't already have a Termination Date, you can right-click in a record that is blank in that field and select Constrain Found Set.
You can similarly constrain your set to only "Current", so that you exclude "Archived", "Enquiry", etc.
- Use the Find function to include or exclude records based on any of the fields available on this screen.
- To omit an individual record, select it and then select Records > Omit Record.
Once you have arrived at the list you want to terminate, archive them in the same way as above.
Re-Enrol Those Continuing
If you are following the above recommendations, all of your terminating enrolments will have a Termination Date within or at the end of the term, and your continuing enrolments will have a Termination Date of 31/12/20xx.
Therefore, when it comes to re-enrolling, you can run this script again, do a Find for records that have that termination date, and use the Re-Enrol Found Set button. This does two things:
- It deletes the Termination Date, making the enrolments "Current" again, just as if they had never been terminated.
- It brings in the current Fee information according to the Lesson Type that the enrolment is set up with.
So, in the end of year rollover, the recommended process would be to terminate all your enrolments as the end of term approaches, and then re-enrol them after you have updated the fees (and before you process the next round of billing).