Unity: Student Registrations (Alberta Council)

From SJA

Contents 1 The Need 2 Policy 2.1 Purpose 2.2 Scope 2.3 Responsibilities 2.4 Definitions 2.5 References 3 Procedures 3.1 Public Class Registrations 3.1.1 Contact Screen - Public Registration 3.1.2 Classes Screen - Public Registration 3.2 Multiple Registrations 3.2.1 Partner Provider Registrations 3.2.2 Private/Group Class Registrations 4 Attachments

The Need

There is a need to identify the student registration process for public, private, and partner provider classes.

Policy

Purpose

The purpose of this Statement of Policy and Procedure is to identify the process for student registrations and ensure student registrations are being processed in accordance with the policy.

Scope

This statement of policy and procedure applies to all front line employees and related management.

Responsibilities

The Training Centre Administration is responsible for:

• Review all student registration orders prior to integrating into the financial system
• Ensure student registrations being billed are being billed to approved bill-to-accounts
• Ensure the student registrations are being charged the correct amount for the class

The Finance Department is responsible for:

• Reviewing student registrations orders for compliance with the Student Registration policy and procedure

Definitions

• "Reserved Seat" is to be used as a placeholder when a company calls to register employees on a class but do not know the names of the employees that will be attending the class. "Reserved Seat" will hold the individual spots in the class and is set up in contacts as Last Name = Seat and First Name = Reserved. The contact reference is 1-JOU. Once notified of the individual's name using the "Reserved Seat" placeholder, go into the registration and change the reserved seat name to the employee's name that will be taking the course.
• Registration Statuses:
  • Awaiting Reallocation: Student withdraws from a class or SJA cancels a class and the student has not chosen a new class.
  • Cancelled: To be used ONLY when SJA cancels a class (i.e. Due to low enrolment, no instructor).
  • Completed: Student completes a class that is participation only – no formal examination process (i.e. Workshop, We Can Help, Lifesaver)
  • Confirmed: An order has been created for a contact registration.
  • Failed: Student completed the class registered in but did not meet course requirements/failed exam(s).
  • Incomplete: Student starts a class and part way through, does not return.
  • No Show: - Student is registered but does not show up at the class.
  • No Show - Bill: Student is registered through a company but does not show up at the class and the company is to be billed for the registration.
  • Passed: Student completed the class registered in and met all course requirements/passed exam(s).
  • Pending: Registration information for a contact has been entered, but no order created.
  • Transfer: Student registered and paid for a class, but later decides to take a different class.
  • Waitlisted: Student wants to take a class in which the maximum number of students has already been reached.
  • Withdrawn: Student is registered for a class but prior to the class withdraws his/her registration.

References

• Unity: Accounts (Alberta Council)
• Unity: Contacts (Alberta Council)
• Unity: Queries (Alberta Council)
• Unity: Creating an Order (Alberta Council)
• Unity: Transfers (Alberta Council)

Procedures

Public Class Registrations

When a student registers for a public class they can either be entered through the Contacts screen tab or the Classes screen tab. The following are a summary of steps to be completed for student registrations which are highlighted below in more detail.

• Create Registration Record
• Create Order
• Apply Payment
• Confirm Registration

If a company calls to register an employee on a class but does not know the name of the employee attending use the Reserved Seat placeholder. This will hold the employee's spot in the class. To register a Reserved Seat query the following: Last Name field = Seat First Name field = Reserved The contact reference number is 1-JOU.

Contact Screen - Public Registration

Students can be registered on a class using the Contacts screen tab.

1. Check Class Availability by completing a Query.
2. Click the Class Number Hyperlink and confirm class details with the registrant.
3. Click on the Contacts screen tab and query the contact. If the contact is in the system confirm the contact information is correct and make any changes if needed. If the contact is not in the system create a new contact.
4. Click the Last Name Hyperlink for the correct student.
   

   

   Student Registration
5. Click the Registrations view tab if not already on the registrations view tab.
6. Click the New button.
7. In the Class Number field enter the Class Number. If the class number is not known click on the pick applet in the Class Number field to query the class.
   

   

   Class Number Entry
8. A) If the student is paying for the class proceed to the next step and leave the Bill-to-Account field blank. B) If a company is paying for the class, verify their account is approved for billing and enter the company name in the Bill-to-Account field and do not create an order until the class is completed.
9. Ensure the correct registration is highlighted and click the Create Order button. For more information see creating an order.
10. In the Line Items applet verify the price of the class is correct.
11. Scroll to the Payment Lines view applet. Enter the payment information completing:
    

    

    Payment Entry
    1. Transaction Amount: verify this amount is correct
    2. Payment Method: select the payment method from the drop down list
    3. Payment Type: select the payment type from the drop down list
    4. Authorization Code: If a company is paying by cheque, enter the cheque number in this field
12. Scroll up to the Sales Order view applet. Leave the order status as Open.
13. Scroll back to the Registrations view applet and change the student's status to Confirmed by selecting it from the drop down menu.
    

    

    Student Confirmation
14. Enter today's date in the Status Change Date column.
15. Print a copy of the Student Receipt - Training Confirmation for the customer.

Classes Screen - Public Registration

Students can be registered on a class using the Classes screen tab.

1. Query the class in Unity.

1. Select the correct class by clicking the hyperlink in the Class Number field.
2. This should directly link to the Add Registrations (New) view tab.
3. Query for the student by using the Find Student applet on the left hand side.
4. Enter the students name and click the Find Contacts button.
   

   

   Find Results/New Records Applet
5. If the student is entered the name will appear in the Find Results/New Records applet on the right hand side. Confirm the contact information is correct. If changes need to be made click the lock name flag off and make the necessary changes. If the contact is not in Unity the Find Results/New Records applet will come up blank. To create a new contact click the Not Found - Create New Contact button which will create the new contact in the Find Results/New Records applet. Enter the contact information.
   

   

   Find Results/New Records Applet
   

   

   Find Results/New Records Applet
6. Ensure the correct name is highlighted and click the Create Registration button in the Find Results/New Records applet. The registration will be created in the Registrations applet below.
   

   

   Find Results/New Record Registration
7. A) If the student is paying for the class proceed to the next step and leave the Bill-to-Account field blank. B) If a company is paying for the class, verify their account is approved for billing and enter the company name in the Bill-to-Account field and do not create an order until the class is completed. (Note: If a bill-to-account should be added to the registration, add the account by selecting the pick applet in the Bill-to-Account field. If there is a bill-to-account added that should not be, remove the bill-to-account from the registration.)
   

   

   Bill-to-Account
8. Ensure the correct registration is highlighted and click the Create Order button. For more information see creating an order.
9. In the Line Items applet verify the price of the class is correct.
10. Scroll to the Payment Lines view applet. Enter the payment information completing the following:
    

    

    Payment Entry
    1. Transaction Amount: verify this amount is correct
    2. Payment Method: select the payment method from the drop down list
    3. Payment Type: select the payment type from the drop down list
    4. Authorization Code: If a company is paying by cheque, enter the cheque number in this field
11. Scroll up to the Sales Order view applet. Leave the order status as Open.
12. Scroll back to the Registrations view applet and change the student's status to Confirmed by selecting it from the drop down list.
    

    

    Student Confirmation
13. Enter today's date in the Status Change Date column.
14. Print a copy of the Student Receipt - Training Confirmation for the customer.

Multiple Registrations

When multiple registrations are to be entered on a class, register the students through the classes screen rather than the contacts screen. Prior to billing an account ensure the account is approved for billing.

Partner Provider Registrations

1. Query the class in Unity.
   

   

   Class Query
2. Select the correct class by clicking the hyperlink in the Class Number field.
3. This should directly link to the Add Registrations (New) view tab.
4. Query for the student by using the Find Student applet on the left hand side.
5. Enter the students name and click the Find Contacts button.
   

   

   Find Results/New Records Applet
6. If the student is entered the name will appear in the Find Results/New Records applet on the right hand side. Confirm the contact information is correct. If changes need to be made click the lock name flag off and make the necessary changes. If the contact is not in Unity the Find Results/New Records applet will come up blank. To create a new contact click the Not Found - Create New Contact button which will create the new contact in the Find Results/New Records applet. Enter the contact information.
   

   

   Find Results/New Records Applet
   

   

   Find Results/New Records Applet
7. Ensure the correct name is highlighted and click the Create Registrations button in the Find Results/New Records applet. The registration will be created in the Registrations applet below.
   

   

   Find Results/New Record Registration
8. Add the approved account in the bill-to-account field. All students being entered on a partner provider class will have the same bill-to-account. (Note: If there is a bill-to-account added that should not be remove the bill-to-account from the registration.)
   

   

   Bill-to-Account
9. Once the bill-to-account has been added ensure the Add Registrations (New) view tab is selected.
10. Enter the remaining students on the class:
    1. In the Add Registrations (New) view applet highlight the first student that has been registered on the class that has the bill-to-account attached.
    2. Press Ctrl+B to copy the record.
       

       

       Registration Entries
    3. In the Last, First Name field of the duplicate record, type the name of the next registration for the Partner Provider class. If the student is entered confirm their contact information is correct. If the student is not in Unity create a new contact by clicking the Create New Contact button on the pick applet that appears and complete the required information.
    4. Continue this process until all the students are entered on the class.
11. Review the students registered on the class and verify that there is the correct number of registrations with the correct names attached and a bill-to-account attached to each student.
12. Create a Group Order.
13. Once the group order has been created update the Student Status and Status Change Date fields. To change all the registrations at once complete as follows:
    

    

    Change Multiple Records
    1. Press Ctrl+A to highlight all the registrations.
    2. Click Edit on the application toolbar and select Change Records.
    3. In the 1st Field to Change field select Status from the drop down menu. In the Value field type Passed.
    4. In the 2nd Field to Change field select Status Change Date from the drop down menu. In the Value field type today's date using the format MM/DD/YY.
       

       

       Change Records
    5. Click Ok. The two fields will update accordingly.
    6. If any students did not pass the class, highlight their line information and change the status accordingly.
       

       

       Modify Individual Status
    7. Press Ctrl+S to save.
14. Print the Student Certificates.
15. Complete the order by adding products, rental, equipment fees, or instructor fees. To add additional line items highlight a registration in the Current Registrations view applet.
16. Scroll down to the Line Items view applet and add any additional line items to the order.
17. Once any additional line items have been entered review the order in the Sales Order view applet and Line Items view applet to verify the information has been entered correctly and the total balance field and line items are correct.
18. Print the account order and attach it to the certificates. If a payment was received enter the payment information in the 'Payment Lines' view applet completing the following:
    1. Transaction Amount: verify this amount is correct
    2. Payment Method: select the payment method from the drop down list
    3. Payment Type: select the payment type from the drop down list
    4. Authorization Code: If a company is paying by cheque, enter the cheque number in this field
    5. Print a receipt for the customer.

Private/Group Class Registrations

1. Query the class in Unity.
   

   

   Class Query
2. Select the correct class by clicking the hyperlink in the Class Number field.
3. This should directly link to the Add Registrations (New) view tab.
4. Query for the student by using the Find Student applet on the left hand side.
5. Type in the student's first and last name and click the Find Contacts button.
   

   

   Find Results/New Records Applet
6. If the student is entered the name will appear in the Find Results/New Records applet on the right hand side. Confirm the contact information is correct. If changes need to be made click the lock name flag off and make the necessary changes. If the contact is not in Unity the Find Results/New Records applet will come up blank. To create a new contact click the Not Found - Create New Contact button which will create the new contact in the Find Results/New Records applet. Enter the contact information.
   

   

   Find Results/New Records Applet
   

   

   Find Results/New Records Applet
7. Ensure the correct name is highlighted and click the Create Registrations button in the Find Results/New Records applet. The registration will be created in the Registrations applet below.
   

   

   Find Results/New Record Registration
8. Add the approved account in the Bill-to-Account field. All students being entered on a private/group class will have the same bill-to-account. (Note: If there is a bill-to-account added that should not be remove the bill-to-account from the registration.)
   

   

   Bill-to-Account
9. Once the bill-to-account has been added ensure the Add Registrations (New) view tab is selected.
10. Enter the remaining students on the class:
    1. In the Add Registrations (New) view applet highlight the first student that has been registered on the class that has the bill-to-account attached.
    2. Press Ctrl+B to copy the record.
       

       

       Registration Entries
    3. In the Last, First Name field of the duplicate record, type the name of the next registration for the Private/Group class. If the student is entered confirm the contact information is correct. If the student is not in Unity create a new contact by clicking the Create New Contact button on the pick applet that appears and complete the required information.
    4. Continue this process until all the students are entered on the class.
11. Review the students registered on the class and verify that there is the correct number of registrations with the correct names attached and a bill-to-account attached to each student.
12. Create a Group Order.
13. Once the group order is created the group price needs to be entered.
    1. In the Line Detail view, highlight all the registration lines.
    2. Click the Edit button on the application toolbar and select Change Records.
    3. In the 1st Field to Change field select Disc. Price from the drop down list.
    4. In the Value field below type the price of the group/private class.
    5. Click Ok.
    6. Save the record Ctrl+S.
14. Once the group order has been created update the Student Status and Status Change Date fields. To change all the registrations at once complete as follows:
    

    

    Change Multiple Records
    1. Press Ctrl+A to highlight all the registrations.
    2. Click Edit on the application toolbar and select Change Records.
    3. In the 1st Field to Change field select Status from the drop down menu. In the Value field type Passed.
    4. In the 2nd Field to Change field select Status Change Date from the drop down menu. In the Value field type today's date using the format MM/DD/YY.
       

       

       Change Records
    5. Click Ok. The two fields will update accordingly.
    6. If any students did not pass the class, highlight their line information and change the status accordingly.
       

       

       Modify Individual Status
    7. Press Ctrl+S to save.
15. Print the Student Certificates.
16. Complete the order by adding products, rental, equipment fees, or instructor fees. To add additional line items highlight a registration in the Current Registrations view applet.
17. Scroll down to the Line Items view applet and add any additional line items to the order.
18. Once any additional line items have been entered review the order in the Sales Order view applet and Line Items view applet to verify the information has been entered correctly and the total balance field and line items are correct.
19. Print the account order and attach it to the certificates. If a payment was received enter the payment information in the 'Payment Lines' view applet completing the following:
    1. Transaction Amount: verify this amount is correct
    2. Payment Method: select the payment method from the drop down list
    3. Payment Type: select the payment type from the drop down list
    4. Authorization Code: If a company is paying by cheque, enter the cheque number in this field
    5. Print a receipt for the customer.

Attachments

None