Online Class Enrolment (Optional Module)

Owned by Andrew Aylesbury
Last updated: Apr 26, 2023
8 min read

Overview

Online Class Enrolment

Student online self-enrolment for classes is a process in which students register themselves for specific classes or sessions using an education providers online system. This system enables students to view the available classes or sessions, enrol in them, and hence manage their class schedules online.

Student online self-enrolment for classes offers several advantages to students and education providers. It simplifies the enrolment process, eliminates paperwork, reduces administrative workload, and improves accuracy. Students can enrol in classes at their convenience and education providers can manage enrolment efficiently, reduce costs, and provide a better student experience.

Meshed Platform

The Meshed Platform has a set of features and functions that support Online Class Enrolment for Students.  This allows Students to enrol themselves using the Student Portal, or Staff to enrol Students from the Student Profile, into Course Subjects with timetabled classes during a defined enrolment period.   Subject enrolment minimum and maximum numbers can also be defined for the Online Class Enrolment.

Functional Overview:

  • Management of Class Enrolment Activation - enrolment period, Subjects (minimum and maximum), Class availability, etc.
  • Online Student Enrolment using the Student Portal 
  • Online Staff Enrolment using the Staff Portal
  • Scheduled Payment created from Online Class Enrolment (optional)
  • Client specific options available - speak with the Meshed Support Team (support@meshedgroup.com.au)



Variation in Functions

Due to the number of Client specific options available in the Online Class Enrolment feature, your Meshed Platform may not be exactly the same as what is described in this User Guide.   For further assistance please contact the Meshed Support Team (support@meshedgroup.com.au)


Class Timetables

Subjects that will be made available for the Student Online Class Enrolment must have one or more Batches (classes) timetabled. 



Note that Course Subjects are required to be included in the Course Structure (Course > Course Subject) or Course Template (Course > Course Template) in order to create a Batch (class) timetable and to activate Online Class Enrolment.  See Course Program Management for more information.

See Timetable Management for more information on Batch (class) timetable creation and management.


Online Enrolment Activation

Management of the Class Enrolment Activation to allow Students can enrol themselves using the Student Portal, or Staff can enrol Students from the Student Profile, into Course Subjects with classes timetabled between the specified start and finish dates.   

To manage the Class Enrolment Activation:  

  • Login to the Staff Portal with a role that can manage the Class Enrolment Activation (DOS, SAdmin, and Admin).

  • Click Home menu tab

  • Click Class Enrol Action Icon
  • The Online Class Enrolment page is shown.



To activate a Class Enrolment period:

  • Click Activate Enrolment Time
  • Select the Course Type, Year, Semester, Term details for which the enrolment is to be activated.
  • Enter Minimum number of Subjects to be enrolled for a Continuing Student.
  • Enter Minimum number of Subjects to be enrolled for a New Student.
  • Enter the Maximum number of Subjects to be enrolled for a Student.
  • Choose the Start Date and Finish Date i.e. enrolment period duration.
  • Click Activate.
  • The Activation will be shown in the grid.




Terminology


New Student

A student who has not taken any subjects in the previous semesters and is only enrolled in subjects for the current semester is a new student. At the start of a course, all students are new.

Continuing Student

A student who has completed/failed subjects by joining a class batch or "No Batch" is considered a continuing student in the previous semesters. Additionally, students with Advanced Standing/ Credit Transfer subjects are also considered as continuing students.

Online Class Enrolment Threshold Setup

Set up a threshold for online class enrolment: including minimum and maximum subject limits, for each semester as a standard rule for both new and continuing students.


Any Activation shown in the grid can be modified or deleted using the Action Icons


To assign Course Subjects for the Class Enrolment Period:

  • Click Course Subject Enrolment
  • Select the Year, Semester, Term details for which the subject enrolment is to be activated.
  • Select the Course



  • Course Subjects that have at least one timetabled class will be shown.
  • Choose the required Subjects.   
  • Click Assign.
  • The assigned Subjects will be shown in the grid.




Any Subject shown in the grid can be deleted using the Action Icon




Class Release Management

For each Course Subject for the Class Enrolment Period, the class Release/Hold can be managed using the Set Class Release Management Action Icon 




Class Enrolment Sequence

For each Course Subject for the Class Enrolment Period, the enrolment sequence (based on Class Type/Mode) needs to be set using the Set Class Enrolment Sequence Action Icon 




Student Portal Online Class Enrolment

A Student can select and enrol themselves into Subject Classes using the Student Portal.

To perform a Class Enrolment:  

  • Login to the Student Portal.

  • Click Home menu tab



  • Click Class Enrolment Action Icon
  • The Online Class Enrolment page is shown.



  • Select Course
  • Select Semester
  • Select Term



  • Select Subjects from the Subject list



  • Select Classes for Subjects



  • Click Enrol Now
  • Enrolment details are shown




Class Enrolment Logic


Overlapping Classes

The default system logic is to prevent students from enroling in overlapping classes. When a student selects one class, if any overlapping class exists, the system will disable those classes so the student will not be able to select the overlapping classes. 

Minimum Subject count

The system logic enables the Enrol Now button after the number of selected subjects is equal to or greater than the minimum required (as specified in Activation).

Maximum Subject Count

The system logic disables the subject checkboxes when the number of selected subjects is equal to the maximum required (as specified in Activation).

Subject Prerequisites

If a Subject has a prerequisite and student has not completed the prerequisite subject then the system logic will display subject for enrolment.  Note that if the Student has been enrolled into the prerequisite subject (but not completed it), the system logic considers the prerequisite subject as having completed.



Any Enrolment shown in the grid can be deleted using the Delete Enrolment Action Icon.

The enrolment information, with the Batch (Class) information, can be viewed in the Student Subject Enrolment Page (set-up Study Plan) in the Student Profile (Student Profile Summary > Result).




Student Profile Online Class Enrolment

Staff can enrol Students into Subject Classes using the Student Profile.

To enrol a Student into a Class:  

  • Login to the Staff Portal with a role that can access Student Profiles (StudentServices, DOS, SAdmin, and Admin).

  • Navigate to the Student Profile Summary page

  • Click Online Enrolment Action Icon



  • The Online Class Enrolment page is shown.



  • Select Course
  • Select Semester
  • Select Term



  • Select Subjects from the Subject list



  • Select Classes for Subjects



  • Click Enrol Now
  • Enrolment details are shown




Class Enrolment Logic


Overlapping Classes

The default system logic is to prevent students from enroling in overlapping classes. When a student selects one class, if any overlapping class exists, the system will disable those classes so the student will not be able to select the overlapping classes. 

Minimum Subject count

The system logic enables the Enrol Now button after the number of selected subjects is equal to or greater than the minimum required (as specified in Activation).

Maximum Subject Count

The system logic disables the subject checkboxes when the number of selected subjects is equal to the maximum required (as specified in Activation).

Subject Prerequisites

If a Subject has a prerequisite and student has not completed the prerequisite subject then the system logic will display subject for enrolment.  Note that if the Student has been enrolled into the prerequisite subject (but not completed it), the system logic considers the prerequisite subject as having completed.



Any Enrolment shown in the grid can be deleted using the Delete Enrolment Action Icon.

The enrolment information, with the Batch (Class) information, can be viewed in the Student Subject Enrolment Page (set-up Study Plan) in the Student Profile (Student Profile Summary > Result).



Type of Enrolment 

The Student Profile will display information about the type of enrolment.

Information overview:

  • Online Student Enrolment - if the Student Portal was used for the Online Class Enrolment
  • Online Staff Enrolment - if the Staff Portal was used for the Online Class Enrolment
  • Group Enrolment - if the Group Management feature was used for the Class Enrolment
  • Individual Enrolment - if the Student Subject Enrolment Page (set-up Study Plan) page was used for the Class Enrolment


To view Student type of enrolment:  

  • Login to the Staff Portal with a role that can access Student Profiles (StudentServices, DOS, SAdmin, and Admin).

  • Navigate to the Student Profile Summary page

  • Click Result Action Icon




Scheduled Payment (Optional)

When an Online Class Enrolment has been completed, the Meshed Platform can optionally automatically create a Scheduled Payment for the Student.

To view and manage the Online Class Enrolment created Scheduled Payment for a Student:

  • Login to the Staff Portal with a role that can access Student Profiles (StudentServices, DOS, SAdmin, and Admin).

  • Navigate to the Student Profile Summary page

  • Click the Payment Icon





On this page


Related topics