Entering an Enrollment (Oracle Training Administration Help)


	Previous	Next		Contents	Index	Navigation	Glossary	Library

Entering an Enrollment

You enter student enrollments for customers and internal organizations using the Student Enrollments form. Depending on how your system administrator has defined your menus, you may see the Enrollment Summary window or the Enrollment Detail window, or both. The Search for Event form may also open automatically.

See: Using the Enrollment Windows.

To enter a new enrollment:

1. Do one of the following:

If the Search for Event window opens, query an event, select it, then place your cursor in the Enrollment Details window. Provided that you haven't changed the Setup Options, the system automatically queries any enrollments already entered for the event. If an existing enrollment is displayed, choose New Record from the Edit menu.

If the Search for Event window does not open, select an event in the Event Title field of the Enrollment Details window.

Note: If the event is Secure, you can only enroll a student for the event if you are assigned to the organization that is administering the event.

2. Enter the number of places to enroll. By default, the number of places enrolled is one.

3. Check the Internal check box if the enrollment is for an internal student, otherwise leave the box unchecked. Oracle Training Administration warns you if this enrollment exceeds the maximum number of internal students who can attend the event.

4. Select the status of the enrollment if you do not want the one displayed. Your choice may be restricted by the status of the event and the number of enrollments already entered.

Note: If your enterprise uses enrollment status security, you may be unable to enter an enrollment of a certain status. Contact your supervisor if you are in any doubt.

5. Select the priority level for the booking if you want information to help you decide which waitlisted enrollments to confirm if you receive cancellations. Add values using the QuickCode Type PRIORITY_LEVEL.

6. Check the Authorized box if you want. If you check the Authorized check box, your name is displayed in the By field.

Enrolling Students Retrospectively/In Advance

Entering Personal Details

8. Identify who is sponsoring the student on the event:

Select a customer for an external enrollment (if the student is recorded as a contact for the customer).

Creating a Customer.

Select an organization for an internal enrollment (if the student is an employee held in Oracle Human Resources).

9. Select a student to enroll. If you are entering an internal enrollment, select an employee and assignment from the List. If you are entering an external enrollment, select or enter the student details.

Leave the Student field blank if you want to book one or more unnamed places.

10. Select a contact. If you are entering an internal enrollment, select an employee and assignment from the List. If you are entering an external enrollment, select or enter the contact details.

Note: If you are entering an external enrollment and you have entered a new contact, you must save your changes before you select this person as a contact on a new finance header.

Which of following steps you complete depends upon how Oracle Training Administration has been customized in your enterprise.

Entering Correspondence Details

11. Select the Correspondence region to identify to whom you want to send all correspondence (the correspondence defaults to contact, but you can change this):

Select Contact or Student for an internal enrollment. Also, select the Internal region if you want to send all correspondence to the address associated with the contact's assignment or select external to send correspondence to the contact's personal address.

Select Contact, Student or Third Party for an external enrollment. Choose the Third Party Contact region if the you are managing the enrollment through an agency and then select the contact.

12. Select the address details you require.

Entering Enrollment Details

13. Enter the enrollment details in the Enrollment Details region, such as where you get your enrollments from or any special dietary instructions.

Use the Source field to help track the effectiveness of publicity or agency relationships. Add values using the QuickCode Type BOOKING_SOURCE.

14. Save your changes.

Performing the Next Step:

Enter Financial Details for an Enrollment.

Update a Competence Profile