Programs

A Program is the formal course of study that students enrol into — for example, a Diploma in Business Administration or a Bachelor of Engineering. Programs carry the academic configuration that governs duration, credit requirements, delivery mode, and how enrolment expiry is handled. Each program is linked to an Academic Unit node in your institution's structure and can have multiple versioned curricula attached to it over time.

How Programs Work

A Program record is distinct from the Academic Unit node it is anchored to. The Academic Unit (created in Academic → Structure) provides the structural position in the hierarchy. The Program record — created here in Academic → Programs — carries the configuration: duration, credits, delivery mode, and enrolment rules. One Program unit node can have exactly one Program record.

Once a program is active, it can be assigned to intakes. Students enrolled in an intake with that program will have their enrolments governed by the program's configuration. A program must have at least one published curriculum before students can be enrolled against a specific module plan.

Scenario: A college creates a Program unit called "Diploma in Hospitality" under their School of Tourism academic unit. They then create a Program record here, set the duration to 2 years, total credits to 120, and mark the delivery mode as full-time. They publish a curriculum against it. When the admissions team creates an intake, this program appears as an option to assign.

Program Statuses

Create a Program

To navigate to Programs, go to Academic → Programs.

Note: You must first create a Program-type Academic Unit in Academic → Structure before creating a Program record. The academic unit provides the structural anchor.

1. Click New Program.
2. Select the Academic Unit — this is the Program-type unit from your structure tree.
3. Enter the Code (e.g., DIP-BUS). This is used in reports and enrolment numbers.
4. Enter the Name of the program (e.g., Diploma in Business Administration).
5. Optionally enter the Level (e.g., Level 4, Diploma, Postgraduate).
6. Optionally enter the Award — the qualification title conferred on completion (e.g., Diploma, Bachelor of Science).
7. Select the Duration Type:
   • Credit-based — completion is determined by total credits earned. Enter the Total Credits required.
   • Time-based — completion is determined by elapsed time. Enter the Duration Value and Duration Unit (days, weeks, months, or years).
8. Optionally set Max Term Enrolments — the maximum number of terms a student can be enrolled in this program before being flagged for review.
9. Select a Delivery Mode (e.g., Full-time, Part-time, Online) if applicable.
10. Configure Enrolment Expiry settings if your institution uses duration-based expiry. You can inherit the tenant default or override it at the program level.
11. Set the Status to Draft or Active.
12. Optionally add Notes.
13. Click Save.

Edit a Program

1. Go to Academic → Programs.
2. Find the program and select Edit from its action menu.
3. Update the relevant fields.
4. Click Save.

Important: Changing the duration type or duration value on a program that has active enrolments will trigger an LMS re-sync for all currently active student enrolments. A confirmation prompt is shown before saving when this applies.

Note: Retired programs cannot be edited. To make changes, you would need to create a new program.

Lifecycle Actions

Activate a Program

A Draft program must be activated before students can be enrolled against it.

1. Go to Academic → Programs.
2. Open the action menu for the program and select Activate.
3. Confirm the action.

Suspend a Program

Suspending pauses new admissions without affecting existing enrolments.

1. Go to Academic → Programs.
2. Open the action menu for an Active program and select Suspend.
3. Confirm the action.

Retire a Program

Retiring permanently ends a program. This action cannot be undone.

1. Go to Academic → Programs.
2. Open the action menu for the program and select Retire.
3. Confirm the action.

Important: Once retired, a program cannot be edited or reactivated. All historical enrolment data is preserved for reporting and compliance.

Delete a Program

Programs can only be deleted when they are in Draft or Suspended status. Active programs must be retired first.

1. Go to Academic → Programs.
2. Open the action menu and select Delete.
3. Confirm the deletion.

Permissions

Next: Modules