Term & Module Enrolments

Term Enrolments and Module Enrolments are the operational records that track a student's activity within each academic term. A Term Enrolment links a student's enrolment record to a specific academic term. Within each term enrolment, Module Enrolments link the student to individual module offerings — the subjects they are registered to study. This is where day-to-day academic management happens: registering students into modules, managing drops and blocks, recording grades, and progressing students term by term.

How Term & Module Enrolments Work

When a student is confirmed into an enrolment, they are registered into their first Term Enrolment — one per active term. Within that term enrolment, they are then enrolled into Module Enrolments for each module offering they are taking. At the end of the term, outcomes (Pass, Fail, etc.) are recorded on each module enrolment, and the term enrolment receives a progression decision from the Progression engine. This decision determines whether the student advances to the next term, repeats, or exits the program.

Term enrolments can be created manually by staff, or automatically by the Progression module when a run is applied. Module enrolments can be added individually or generated from the student's curriculum plan.

Scenario: A student is active in Semester 1. Their term enrolment is in Active status. They are enrolled in four module offerings for the term. After assessments, staff record outcomes for each module. At term end, the progression run assigns them an Advance decision. Applying the run automatically creates their Semester 2 term enrolment and pre-registers them into the next set of modules based on the curriculum.

Term Enrolment Statuses

Module Enrolment Statuses

Create a Term Enrolment

Term enrolments are most commonly created automatically by the Progression module when a run is applied. However, staff can also create them manually — for example, when onboarding a student mid-year or correcting a missing term enrolment.

1. Go to Enrolments → Enrolment Records and open the relevant enrolment record.
2. Navigate to the Term Enrolments tab.
3. Click Add Term Enrolment.
4. Select the Academic Term to enrol the student in.
5. Select the Delivery Mode for this student's study in this term (e.g., Full-time, Part-time, Online).
6. Set the Status — typically Planned or Active depending on whether the term has started.
7. Click Save.

Note: Creating a term enrolment manually requires the enrollment.term_enrollments.manage permission.

Register Modules

Module enrolments are created within a term enrolment to register the student in specific module offerings. You can add modules individually or generate them from the student's curriculum plan.

Add Individual Module Enrolments

1. Open the term enrolment (from the enrolment record's Term Enrolments tab, or from Enrolments → Term Enrolments).
2. Navigate to the Module Enrolments tab.
3. Click Add Module Enrolment.
4. Search for and select the Module Offering — the specific module scheduled in this term for the student's program and intake.
5. Set the initial Status — typically Planned or Enrolled.
6. If this module is a repeat, select the Previous Module Enrolment it is repeating.
7. Click Save.

Generate from Curriculum

1. Open the term enrolment.
2. Click Generate from Curriculum.
3. The system loads the module offerings for this term that match the student's curriculum plan and period of study.
4. Review the list of offerings that will be created as module enrolments.
5. Click Confirm.

Pro Tip: Generate from Curriculum is the fastest way to register a student when their modules are already mapped in their curriculum plan. It avoids the need to add each module offering individually.

Update Module Enrolment Status

Module enrolment status can be updated individually from the module enrolment record, or in bulk from the term enrolment's module list.

Drop a Module

1. Open the module enrolment.
2. Click Drop Module.
3. Enter a reason for the drop (optional but recommended for the audit trail).
4. Confirm the action.

The module enrolment status changes to Dropped and the dropped date is recorded.

Block a Module Enrolment

1. Open the module enrolment.
2. Click Block.
3. Enter the reason for the block.
4. Confirm the action.

The status changes to Blocked. The student cannot access the module in the LMS while blocked. To remove a block, click Unblock and confirm.

Record Module Outcomes

At the end of a term, staff record the outcome for each module enrolment. Outcomes determine whether the module enrolment resolves as Completed or Failed, and the grade point is stored for academic record purposes.

1. Open the term enrolment and navigate to Module Enrolments.
2. Click the module enrolment you want to record an outcome for.
3. Click Record Outcome.
4. Select the Outcome (Pass, Fail, Withdrawn, Absent, etc.).
5. Enter the Grade Point if applicable.
6. Click Save.

The module enrolment status updates to Completed or Failed based on the outcome selected. Completed and Failed module enrolments contribute to the student's term standing and the progression engine's evaluation.

Note: Recording outcomes requires the enrollment.module_enrollments.manage permission. All module enrolments must have a final outcome recorded before the academic term can be finalized. See Finalize a Term.

Update Term Enrolment Status

Term enrolment status is typically managed by the system (via progression runs and term finalization), but staff can update it manually when needed.

1. Go to Enrolments → Enrolment Records and open the enrolment record.
2. Navigate to the Term Enrolments tab and click the term enrolment.
3. Click the appropriate status action button (e.g., Activate, Defer, Withdraw).
4. Provide a reason if prompted.
5. Confirm the change.

Standing and Progression Decision

Each term enrolment carries a Standing and, once progression has been run, a Progression Decision.

Standing reflects the student's academic health during the term:

• Good — the student is meeting academic requirements.
• Probation — the student is at risk of not progressing if performance does not improve.
• Repeat Warning — the student is flagged as likely to receive a repeat decision at progression.

The Progression Decision is set by the Progression engine after a run is applied:

• Promoted — the student advances to the next term.
• Repeat Term — the student repeats the entire term.
• Repeat Selected Modules — the student advances but must repeat specific modules that were failed.
• Deferred — the student's progression is deferred to a future term.
• Withdrawn — the student has exited the program via the progression process.

Standing can be updated manually by staff with the appropriate permission. Progression Decisions are set by the progression system and overrides are managed through the Progression module. See Progression.

Module LMS Access

Each module enrolment can have its own LMS access expiry date, which overrides the enrolment-level expiry for that specific module. This is useful for students who are granted an extension on a particular module.

1. Open the module enrolment.
2. Navigate to the LMS Access section.
3. Update the LMS Access Expiry or Extension Expiry date.
4. Click Save.

Permissions

Next: Enrolment Changes