From application to enrolment

A study plan is born in the application and becomes the student's enrolment on approval. This page follows it through that journey: what you can do while the application is a draft, what gets locked in at submission, and what the student has after approval.

The Enrollment tab

In the application wizard, the Enrollment tab has a Programs section with one card per program.

1. Choose the Program.
2. Choose the Preferred Location: the campus the student will attend.
3. If the program is ready to be planned at that campus, the Earliest Commencement Date field appears. Pick the first day the student is able to start.

If the program isn't ready, you'll see Auto Mode setup required instead of the date field, with buttons to fix each missing item. See How study plans are built.

As soon as all three are filled in, the Auto Enrollment Preview appears underneath. It is the student's study plan, built fresh from the program, the campus's deliveries and the date you entered. Change any of the three and it is rebuilt immediately.

For a packaged course, select Add Another Program. Each program has its own card and its own preview.

Reading the preview

Each row is one subject, in the order the student will study it.

Badges on a subject tell you something extra:

Working with the preview

Most changes to the preview need the draft to be saved first. XPortal can only store your adjustments against a saved plan, so if a control is greyed out with Save draft first before editing, save the draft and try again.

Mark credit transfers

If the student already holds a subject, record it as a credit transfer:

1. Tick the subject's checkbox. You can tick several.
2. Select Mark credit transfer, the tick button at the top of the preview.
3. The subject shows a Credit Transfer badge.

To undo it, tick the subject and select Clear credit transfer, the cross button.

A credit transfer does not remove the subject from the plan or shorten the course. The subject keeps its place and dates. On approval it is recorded with the outcome Credit Transfer, and the student is never given classes for it.

Set funding codes

Each subject has a Funding Code menu. To set the same code on several subjects at once, tick them and select Set funding code, the dollar button at the top of the preview.

• Codes marked (International only) can't be chosen for local students.
• Some applications show Funding locked. The funding is decided elsewhere, for example by the program's AVETMISS settings, so individual subjects can't be changed.
• Subjects you leave blank take their funding from the program's academic rules, or from the enrolment. See Funding defaults.

Adjust a subject's dates

Admins and Junior Admins can adjust the start and end date of a subject in the preview. This is for genuine exceptions, not everyday planning.

• A scheduled subject's dates must stay inside its run. The calendar won't let you pick a day before the run starts or after it ends.
• A scheduled subject can't start before the student's commencement date.
• XPortal remembers adjusted dates when the draft is saved and recalculated. If you later change the program, campus or commencement date, review adjusted subjects again.

Give manual prerequisites their dates

Rows marked Needs dates are manual prerequisites. XPortal deliberately doesn't schedule them, so a person has to. They can stay blank while the application is a draft. The preview reminds you that Manual prerequisite rows can stay unassigned in draft, but they need start and end dates before submission. Enter a start and end date for each before you submit.

Submission: the plan is locked in

While the application is a draft, the plan is recalculated every time it is saved. That keeps it in step with your deliveries, rules and the date you entered.

When the application is submitted, the plan is locked in:

• The subjects, their order, their dates and the run each one belongs to are saved exactly as they were.
• Changes to the program's rules or to delivery calendars no longer change this application.
• The runs it uses become locked. Their dates, campus and subject can't be changed, and they can't be deleted.
• Offer letters list the subjects and dates from this locked plan.

Approval: the student is enrolled

Approving the application turns the plan into the student's enrolment:

• Each subject is recorded with the student's own start and end dates, and stays tied to its run at its campus.
• Credit transfer subjects are recorded as Credit Transfer. Every other subject starts as Not Yet Started.
• The enrolment is Pending, and the student appears in Students → Pending Orientations.
• The student has no classes yet. They receive their classes at orientation, when their group is chosen.

From here the student's subjects and dates stay put. They change only when a staff member deliberately changes them, as described below.

Changing a plan before orientation

Sometimes an approved student needs a different start date or campus before they have been oriented.

Change enrollment

On the student's profile, a Pending program has a Change enrollment button, a pencil icon. It rebuilds the pending plan from a new starting point:

1. Choose the Location and the new commencement date, and confirm the study start and end dates.
2. XPortal builds a fresh preview using the same rules as the Enrollment tab.
3. Read the Blockers and Warnings:
   • A student already placed in a group at another campus must change group first.
   • Subjects that already have a result, or class history, are kept as they are and listed as retained.
4. When the preview shows Ready to commit, select Approve Changes.

Only subjects that haven't started are replaced. Anything with a result or history is never thrown away.

Schedule Subjects

An enrolment can occasionally exist with no subjects at all, for example one created without a study plan. Its course progression then shows Schedule Subjects. Choose the location and commencement date, review the preview, and confirm. XPortal plans the subjects with the same rules as the Enrollment tab. If the student is already in a group at that campus, their classes arrive automatically.

Checklist before you submit

• The right Program, Preferred Location and Earliest Commencement Date.
• The first subject and first day make sense for the student.
• There are no unexpected gaps, and the plan ends when you expect.
• Credit transfers are marked.
• Funding codes are right, or intentionally left to the defaults.
• Every Needs dates row has dates.
• For packaged courses, every program card has been checked.