Multiple enrolments against a cohort for the same contact

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Bekky Sommer

• 12 September 2024 03:23

There is already another post from 5 years ago on this topic, but given its age, I thought it would be better to create a new post. 

I'm interesting in gathering feedback from other RTOs regarding how they manage students who are needing to be re-enrolled in the same class/cohort multiple times due to cancellations or other issues.

For example, a student might sign up into a training contract as a trainee/apprentice, cancel their training contract, and then sign up in a new training contract a few months later.

We have encountered issues with inaccurate reporting on new enrolments and cancellations when we reinstate the cancelled enrolment. Additionally, creating multiple class/cohorts solely for re-enrolment purposes adds complexity to manage workflows, trainer cohorts etc.

In a previous system I have used, there was an option within the cohort/class settings  which allowed you to enable or disable the ability to re-enrol a student.

I'm curious to know how others are handling this in their systems.

2

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  Belinda Kemp

  • 16 September 2024 02:41

  Hi Bekky, we've been creating a new cohort/enrolment as I couldn't see any other clean way to achieve the re-enrolment. I'd also be interested to hear what others do. Great question!

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  Oi Roongtrirawattananont

  • 19 September 2024 03:39

  Hi Bekky. When we have an apprentice student who withdraws from the course and later comes back to recommence after signing up a new training contract with a new employer, we'd reopen the old enrolment (un-withdrawing the student) so that they don't have to go through the enrolment process again. Then we'd re-enrol them in the previously cancelled units, and report them and the remaining units using the new training contract ID. That hasn't created any data reporting issues for us. We're in Victoria so this works for VIC reporting. Is your reporting issue related to the reporting of the old and new training contract IDs?

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  Bekky Sommer

  • 20 September 2024 00:21

  Thanks for responding Oi, we have not tried this method due to our internal reporting would only reflect that this student has ever been enrolled with us once, not twice at different periods. As sometimes there could be a substantial amount of time between enrolments which would warrant them to complete new enrolment documents in case circumstances change.

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