Enrolment Changes

The Enrolment Changes workflow manages post-enrolment modifications to a student's record — including program and intake transfers, withdrawals, readmissions, module swaps, and curriculum period advances. Each change is treated as a formal request that moves through a status lifecycle, ensuring that all modifications are reviewed, approved if required, and applied with a complete audit trail.

How Enrolment Changes Work

An enrolment change is created as a Draft record against a specific enrolment. Staff select the change type and configure the details. The change is then submitted for approval. An approver reviews it and either approves or rejects it. Once approved, a user with execution permission executes the change — applying the modification to the student's enrolment record and related records.

This workflow ensures that significant changes to student records are intentional, reviewed, and traceable. Every status transition is timestamped and logged.

Scenario: A student requests a transfer from the January 2026 intake to the July 2026 intake due to personal circumstances. An admissions officer creates an intake transfer change request. The academic coordinator reviews and approves it. The admissions officer then executes the change — moving the student's enrolment to the new intake and updating their term enrolments accordingly.

Change Types

Change Statuses

Create an Enrolment Change

To navigate to Enrolment Changes, go to Enrolments → Enrolment Changes. You can also create a change directly from a student's enrolment record.

1. Click New Change Request.
2. Search for and select the Enrolment to change — use the student name or enrolment number.
3. Select the Change Type from the available options.
4. Complete the change-specific fields (see type-specific sections below).
5. Optionally enter Notes to provide context for the approver.
6. Click Save as Draft.

Note: Creating an enrolment change requires the enrollment.changes.manage permission. The change must be submitted separately — saving as Draft does not begin the approval process.

Submit a Change for Approval

1. Open the change request in Draft status.
2. Review all details — enrolment, change type, and change-specific fields.
3. Click Submit for Approval.
4. Confirm the submission.

The change status moves to Submitted. The approver is notified (if notifications are configured). The change details are locked pending the approval decision.

Approve or Reject a Change

1. Go to Enrolments → Enrolment Changes and filter by Submitted status to see changes awaiting approval.
2. Click the change request to open it.
3. Review the change details, the student's current enrolment, and any notes from the submitter.
4. Click Approve to approve the change, or Reject to decline it.
5. If rejecting, enter a rejection reason.
6. Confirm the action.

Approved changes move to Approved status and are ready for execution. Rejected changes move to Rejected status and are closed — no further action is possible on a rejected change.

Note: Approving a change requires the enrollment.changes.approve permission.

Execute a Change

Executing a change applies the modification to the student's enrolment record and any related records (term enrolments, module enrolments, etc.).

1. Open an Approved change request.
2. Click Execute Change.
3. Review the summary of what will be changed.
4. Confirm the execution.

The change status moves to Executed. The student's enrolment record is updated to reflect the change. All modifications are recorded in the change audit log.

Important: Execution applies changes immediately and cannot be undone from within the Enrolment Changes module. If a change was executed in error, a new corrective change request must be created.

Transfer to a Different Intake

An intake transfer moves the student from their current intake to a different one within the same program.

When creating an intake transfer change:

1. Select Transfer Intake as the change type.
2. Select the Target Intake — the intake the student is moving to. Only intakes linked to the same program are shown.
3. Set the Effective Date — the date from which the new intake applies.
4. Review how existing term enrolments will be handled (active term enrolments in the current intake are typically closed out; new term enrolments in the target intake may need to be created manually).

Note: An intake transfer requires the enrollment.enrollments.transfer permission in addition to change management permissions.

Transfer to a Different Program

A program transfer moves the student from their current program to a different one, either within the same intake or in a new intake.

When creating a program transfer change:

1. Select Transfer Program as the change type.
2. Select the Target Program.
3. Select the Target Intake within which the student will study the new program.
4. Set the Effective Date.
5. If prior learning credit is to be recognised, note this in the Notes field — credit allocation is managed separately through the relevant assessment or credit recognition process.

Note: A program transfer closes the existing enrolment and creates a new enrolment record for the target program. The original enrolment record is retained for historical purposes.

Withdraw a Student

A withdrawal formally ends the student's study in the program.

When creating a withdrawal change:

1. Select Withdraw as the change type.
2. Set the Effective Date of the withdrawal.
3. Select the Withdrawal Reason from the available categories (e.g., Personal, Financial, Academic, Employment).
4. Enter any additional Notes.

When the withdrawal is executed, the enrolment status changes to Withdrawn. Any active term enrolments are updated to Withdrawn status, and active module enrolments are moved to Dropped or Absent as appropriate. LMS access is revoked according to your institution's LMS configuration.

Readmit a Student

Readmission reinstates a previously withdrawn student into a new or existing intake.

When creating a readmission change:

1. Select Readmit as the change type.
2. Select the Target Intake the student will be readmitted to.
3. Set the Effective Date for the readmission.
4. Select the Curriculum Period the student will re-enter at — this may differ from where they left off if credit recognition or a curriculum change has occurred.

When executed, the enrolment status is updated from Withdrawn to Active (or a new enrolment record is created), and the student is placed into the target intake at the specified curriculum period.

Swap a Module

A module swap replaces one module enrolment with another within the same term — for example, swapping from one elective to another.

When creating a module swap change:

1. Select Module Swap as the change type.
2. Select the Term Enrolment in which the swap is taking place.
3. Select the Module Enrolment to Drop — the module being replaced.
4. Select the Module Offering to Add — the module the student is swapping into. Only offerings in the same term, program, and intake are shown.
5. Set the Effective Date.

When executed, the original module enrolment is set to Dropped and a new module enrolment is created for the replacement offering.

Advance Curriculum Period

A curriculum period advance moves the student forward in their curriculum without them completing the intervening periods through normal study — typically used for recognition of prior learning (RPL) or credit transfer.

When creating a curriculum period advance change:

1. Select Advance Curriculum Period as the change type.
2. Select the Target Curriculum Period the student is advancing to.
3. Set the Effective Date.
4. Enter the rationale for the advance in the Notes field (e.g., RPL granted, credit transferred from prior qualification).

When executed, the student's curriculum period is updated on their enrolment record. Future term enrolments and module registrations will be generated from the new period of study.

Permissions

Next: Enrolments Overview