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Enrollments Table

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Enrollments Table Overview

The enrollment record is key to tracking the courses a student takes, when they take them, and what grade the received in the course.  The enrollment record is created and managed in the SIS, but controls all the information needed to automate the enrollment of the student in the correct Moodle course.  The enrollment record also contains the correct information to be displayed on the student transcripts.

Data Relationships

Enrollment records are created by mapping information from the template records associated with the assigned plan. They are not linked to the template records. Enrollment records are also not linked to the plan, they are instead linked to the student plan record.

Fields

Status - TBDthe

status of the student in the class. Active is enrolled in Moodle Course and working towards completion, completed is the end of the term after the grade has been entered from Moodle, planned is an enrollment record that was made for a future enrollment, suspended if the student was suspended from school, dropped if the student dropped the enrollment after starting the class. Plan change drop if the reason for the drop was an assignment of a new plan. 

  • "Not selected" option is no longer required and should be deprecated.

Letter Grade - The letter grade is based on the values in the Marks System table under the schools module.

Grade Import - the raw grade imported from Moodle.

At grade - the grade level the student is at when taking the course.

Units Attempted - the number of units this course will award.

Units Earned - the number of units earned. A passing grade is required for all units.

Actual Start Date - sometimes students start coursed mid-term. The actual start date is the day the student was granted access in Moodle to the course.

Grading Workflow Summary

To mark the enrollment complete, the user fetchedfetches the grade from the associated MoodeMoodle course, then sets the status to complete in the enrollment status field. The student's dis enrollmentdisienrollment from the Moodle course is then triggered.

All completed enrollment records appear on the student's transcript.

One enrollment record is made for each template record linked to the selected program plan and linked to the student and the student term.

Enrollment records are created for future enrollments to represent the classes the student will have to take to complete the selected plan.  Because Plans can not cross over grade spans, there will always be enough student terms records to be associated with the enrollment records.  Enrollment records can not be made unless the student term records have already been created.

Worklflow to Automate CreatingCreate Enrollment Records Workflow Summary

When a student is assigned a plan, the enrollment records are created from information in the template records associated to the assigned plan.  By creating all future as well as current term enrollments, the student can be auto-enrolled in Moodle courses without further user action.  The user selects the student’s plan, and then the enrollment records are created.

This approach allows the user to easily see what classes the student has left to take in order to complete the program by looking at all incomplete enrollments.  Student progress towards graduation is very difficult to assess with most traditional Student Information Systems.

For the current term, the students are auto-enrolled in Moodle.  Students are not enrolled in Moodle courses for any future terms.

Enrollment records can only be created if there are student term records and a student plan assigned.  To create the enrollments, a plan has to be selected for the student. 

Action Items Jan 2024

In the enrollment table - status field - remove the option " not selected "

In the Enrollment table, deprecate link to Section - this has been replaced with SIS group

In the Enrollment table, deprecate Curriculum Option, Class Option, Preference and Set

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