Frequently Asked Questions about Enrolment.
How can I control which applicants can access the enrolment form?
Your offer phase acts as a gate. If you have your offer phase on, only students who have been made (and have accepted) an offer can access the enrolment form.
You can also use filters in the phase view area (settings > application form > phase view) to enable/disable certain application groups, or students with particular statuses accessing the form.
How do I close application forms?
Navigate to settings > application form. Click on the Global Form Settings and turn on "stop new students applying". You can also click on the Phase View button in the application form area and turn off your application form phase to ensure it is no longer visible to applicants.
What happens if a student doesn't meet the requirements, but we decide we want to admit them anyway. How can we then enrol them?
You can bypass the requirements by adding a student to the ‘Waiting List’, then approving them. This will enable the course to show on the 'Confirm Subjects' list. Once you choose the course from the 'Confirm Subjects' list, you can enrol them in the same way as if they had met the requirements.
How can we be sure students have met the requirements?
You can set requirements on your courses to restrict which courses students can opt for and you can also colour-code the enrolment list so you can easily identify who has and has not met your entry criteria.
How would a teacher access all waiting lists?
Waiting lists can be accessed per subject, in the Courses Summary tab on your main dashboard.
Can you add classes once the enrolment process has been started?
Yes you can; use the guide on creating option blocks and adding classes within the Enrolment Area of the Knowledge Base if you are unsure how to do this.
Can we identify which students are internal when we’re checking grades, so they can be enrolled first?
Yes - in the "status" box within the Details to be Checked area, you can filter by internal/external. You can also filter by colour, flag, APS and groups.
Where can we find the guides and resources relating to Enrolment?
All of our Enrolment resources are here, in the Enrolment area of our Knowledge Base.
When is the Admissions+ embargo?
Admissions+ will be blocked for students, parents & all users other than Super Admins when your embargo is in place. You can set this to your preferred day and time, but we recommend having the embargo in place the day prior to Results Day. This is to enable you to import the achieved grades of internal applicants, and prevent anyone except Super Admin users from seeing or accessing the results too early.
Does importing students & classes into your MIS automatically move them on to Year 12?
No, external students are placed in a year group based on the pre-admissions group you add them to. When creating a pre-admissions group you will choose the year group it belongs to.
Internal students are promoted into the next year group as usual in your MIS in September. Adding them to a class would not automatically promote them.
What goes in the Class Code space when setting up the classes in blocks?
Here you would enter the code for your class as it appears in your MIS eg 12B/Ma1 (your timetabler will know these if you are unsure of your MIS codes).
How do we export student data & classes into our MIS?
The process varies depending on whether you use SIMS or a cloud-based service; here is a guide to both processes.
Does importing the courses mean we also have to import all student data?
No, you can choose which data to import, and the classes import is separate to the import of student data.
How or where do we set up the blocks?
Here’s a guide on how to set up your classes and blocks.
I set my blocks up on last year’s form and they haven’t changed; will they still be there or do I need to set them up again?
They will still be there as your new form was created from last year’s form. We still recommend checking the class codes in case they have changed since last year. You can see your option blocks and class codes from the Timetables area on your main dashboard.