Enrolments Institution Settings

The institution settings for use in the Enrolments module are configured on the following screens (accessed from the Product Modules pane):

Enrolment Manager

The institution settings for managing enrolments in the Learner Manager module are located on the Enrolment Manager screen.

Enrolment Manager institution settings

The institution settings on the Enrolment Manager screen are described in the following table.

This field	Holds this information...
Include tutor groups (roll forward)	Whether to include tutor groups in the roll forward process.
Include non-default waivers (roll forward)	Whether to include non-default waivers in the roll forward process.
Allow bulk enrolment past course end date	Whether to allow bulk enrolments to be created past the course end date.
Include special details (roll forward)	Whether to include special details in the roll forward process.
Include special start and end dates (roll forward)	Whether to include special start and end dates in the roll forward process.
Include special aim start and end dates (roll forward)	Whether to include special details – aim start and end dates in the roll forward process.
Include group reference (roll forward)	Whether to include the unit group reference in the roll forward process.
Rollback transaction on partial failure	Whether to enable the rollback transaction on partial failures for bulk enrolments.

Enrolments

The institution settings for managing enrolments in the Enrolments module are located on the Enrolments screen.

Enrolments institution settings

The institution settings on the Enrolments screen are described in the following table.

This field	Holds this information...
Display Attainments (Enrolment Client)	Whether to display the Attainments tab in Enrolments.
Maximum records returned (Enrolment Client)	The maximum number of records returned in an enrolment search.
Allow users to take photos	Whether users can take photos in Enrolments.
Allow users to browse for photos (Enrolment Client)	Whether users can browse for photos in Enrolments.
Default printer to use (Enrolment Client)	The default printer to use for Enrolments. Select from the following: User Machine
The UNC path to a shared directory on the ebs application server, to which copies of photos from the enrolment client are uploaded	The UNC path to a shared directory on the ebs application server, to which copies of photos from Enrolments are uploaded.
Enrolment client image size (pixels)	The size (in pixels) of images taken in Enrolments.
Enrolment client image quality (1, lowest – 100, highest)	The image quality used in Enrolments (1 is the lowest quality, 100 is the highest quality).
Default enrolment progress code	The default progress code used in Enrolments when enrolling learners.
Default start field in enrolment	The field in which the Enrolment screen should start with the cursor in. Select from the following: Unit Instance Barcode
Learner identified by	How a learner is identified on enrolments. Select from the drop-down list.
Default Non-Starter progress code	The default non-starter progress to be used. Select from the drop-down list.
Default waiting list progress code	The default progress code to be used when creating waiting list records. Select from the drop-down list.
Who to pay	The default who to pay code (that is: who is responsible for the debt) to be used when creating an enrolment. Note: This code is set up using the Source of Fees reference data.
Auto generate receipt number	Whether to automatically generate receipt numbers when entering learner receipt details.
Is the Enrolment Electives functionality enabled?	Whether to enable the Enrolment Electives functionality.
Optional Child Progress Date	The date to use for the child progress date. Select from the following: Current - the current date Parent - the date from the parent record
Cascade progress info – ignore status?	This setting affects the Enrolment Progress Code to Learner Aims as follows: If you change the Progress Code from an active to a non-active status, then the Completion Status, Outcome, End Date and Leave Reason will update the Learner Aims regardless of this institution setting. If this institution setting is set to 'N', the Learner Aims are effectively locked down and Progress Codes are not changed. If this institution setting is set to 'Y', then any Progress Code change is reflected in the associated Learner Aims.
Default cascade to units	Whether to cascade the progression changes to child people units. Acts as a default for the check box in Enrolments.
Default cascade to registers	Whether progression changes should be cascaded to all relevant registers. Acts as a default for the check box in Enrolments.
Default cascade to qual aims	Whether to cascade the progression changes to related learner aims. Acts as default for check box in Enrolments.
Select all registers by default in Enrolment Registers pop-up screen	Whether to select all registers by default when the registers pop-up screen opens in Enrolments.
Allow deletion of enrolments with active invoiced fees?	Whether to allow deletion of enrolments with active invoiced fees.
Default Enrolment rollback action	The default action for rolled back enrolments from the drop-down menu. Select from the drop-down list.
Default Enrolment rollback progress code	The default progress code for rolled back enrolments. Select from the drop-down list.
Cascade Waivers to child units	Whether to cascade waivers to child units. Select from the following: Apply waivers to child units on enrolment creation Apply waivers to child units on enrolment creation or update Apply waivers to child units on enrolment update Do not cascade waivers to child units Note: This is set to Apply waivers to child units on enrolment creation or update by default.
Exceed unit occurrence capacity	How ebs deals with oversubscriptions where the Total Places field is used in UIO. Select from the following: Oversubscription allowed Oversubscription not allowed Oversubscription warning message Create a record in Waiting List
Current year start date for enrolments	The start date of the current year enrolments that is used in Enrolments. Note: The start date displayed when the Current Year, Current Financial Year or International Current Year button is set to on.
Current year end date for enrolments	The end date of the current year enrolments that is used in Enrolments. Note: The end date displayed when the Current Year, Current Financial Year or International Current Year button is set to on.
Default fee type for transfer admin	The default fee type to be used for transfers. Select from the drop-down list.
Default fee type for withdrawal admin	The default fee type to be used for withdrawals. Select from the drop-down list.
Minimum Enrolment Progress Date	The date before which enrolments cannot be entered.
Default time for block booking enrolments to be named prior to course start date (days)	The length of time prior to the course start date that any unallocated block bookings should be named.
Block booking allocate places reminder email (days prior to course start date)	Allows users to define the number of days before an employer block booking is due to start that a reminder email is sent to the employer, where there are remaining unallocated places. Note: This is sent to the user marked as the primary contact of the organisation.
Default 'Who to pay' value when enrolment is created from a block booking	The default payee when a block booking is allocated to a learner.
Default cascade to exams	Whether to cascade the progression changes to exam records. Acts as a default for the check box in Enrolments.
Auto check main EMA course	Whether to automatically check the Main EMA course field in the course occurrence record.
Cascade enrolment progress date to special details	Whether to cascade the enrolment progress date to special details.
Popup the learning programme when created in enrolment client (LLWR)?	Whether a pop-up learning programme screen in the Enrolment client when adding an enrolment.
Default waiting list progress code used when converting reservations to enrolments	The default progress code to be used when creating waiting list records when converting reservations to enrolments. Select from the drop-down list.
Default who to pay when converting reservations to enrolments	The default who to pay code to be used when converting reservations to enrolments. Select from the drop-down list.
Suppress generation of zero-amount fees	Whether to suppress the generation of zero-amount fees.
Restrictions placed on learners with unpaid debts	The restrictions to apply to learners with unpaid debts. Select from the following: Allow All Prevent Bad debtors; Allow Doubtful debtors Prevent Bad debtors; Warn for Doubtful debtors Prevent Either Warn Either Warn for Bad debtors; Allow for Doubtful debtors
Learner must be validated for enrolment	Whether to validate learners before enrolment. Note: This defaults to 'N'. Users without the Enrolment Super User role cannot create an enrolment for a Type D qualification where the qualification UI is flagged as ‘Include in SDR’ unless the Learner has been validated to Level 2. Users without the Enrolment Super User role cannot create an enrolment for a Type B or C qualification where the qualification UI is flagged as ‘Include in SDR’ unless the Learner has been validated to Level 1
Default Source of Funding value to be used for International students	The default source of funding value to be used for International learners. Select from the drop-down list.
Default Source of Funding value to be used for Domestic students	The default source of funding value to be used for domestic learners. Select from the drop-down list.
Min validation level required for SDR Type U enrolments	The minimum required validation for an Undefined SDR type. Select from the drop-down list.
Default Calendar Occurrence on Enrolment	This setting is not applicable to NZ.

Fees and Payments

The institution settings for course fees in the Enrolments module are located on the Fees and Payments screen.

Fees and Payments institution settings

The institution settings on the Fees and Payments screen are described in the following table.

This field	Holds this information...
Fee Description Template…	The fee description template to determine how to generate the course fee description on the Payments screen. Enter a combination of codes to determine the fee description. Each abbreviation (for example: FT) can be typed into the box to arrive at the fee description required from the abbreviations available.
Default value for ‘Include by default’ in fee values	Whether to set the ‘Include by Default’ flag in the UIO Fees screen.
Default waiver calculation criteria	The default calculation criteria. Select from the following: Charge absolute fee Charge percentage of fee Reduce by absolute discount Reduce by percentage Zero fee
Default waiver rounding method	The default waiver rounding method. Select from the following: Round down Round to nearest Round up
Overlapping waivers method	The default overlapping waivers method. Select from the following: Overlapping waivers allowed Overlapping waivers not allowed Warn user if overlapping waivers
Waiver attachment method	The default waiver attachment method. Select from the following: Apply all waivers cumulatively (no override) Default all waivers as cumulative Force default cumulative and waiver order (no override) No restrictions
Age-based waiver date comparison method	The default age-based waiver date comparison method. Select from the following: Course occurrence start date Do not use age-based defaults Institution settings reference date Today
Current financial year start	The start date of the institution’s financial year. This can be used to filter fee and receipt records in the payments area of ebs. Applying the filter will show fees and receipts dated between these two dates.
Current financial year end	The end date of the institution’s financial year. This can be used to filter fee and receipt records in the payments area of ebs. Applying the filter will show fees and receipts dated between these two dates.
Fees can be unmatched	Whether fees can be unmatched.
Allow editing of fees	Whether fees can be edited. Note: Must be set to Y if it is necessary to split fees. If allowed, edits always creates a reversal of the original entry.
Allow edit of matched fees	Whether matched fees can be edited.
Allow edit of fees after trans	Whether fees that have been flagged as transferred to a finance system can be edited. Note: This relates to rules for managing fees for transfer to external systems.
Allow editing of receipts	Whether receipts can be edited. Note: If allowed, edits always creates a reversal of the original entry.
Allow editing of receipts assoc. with till	Whether receipts associated with a till can be edited. Note: If allowed, edits always creates a reversal of the original entry.
Allow editing of receipts after trans	Whether receipts that have been flagged as transferred to a finance system can be edited. Note: If allowed, edits always creates a reversal of the original entry.
Allow editing of receipts after z-read	Whether receipts that have been subject to a Z-read can be edited. Note: If allowed, edits always creates a reversal of the original entry.
Allow deletion of unpaid fees	Whether users can delete unpaid fees. Select from the following: Allow Disallow Execute as creation of reverse record. Note: Deletion will only be allowed if the fee is totally unpaid.
Allow edit of partially matched receipts	Whether receipts that have been partially matched can be edited.
Allow deletion of fees trans	Whether users can delete fees that have been flagged as transferred to a finance system. Select from the following: Allow Disallow Execute as creation of reverse rec. Note: This relates to rules for managing fees for transfer to external systems.
Allow deletion of matched fees	Whether users can delete matched fees. Note: If this is set to Y, a matched fee can be deleted. The related receipt detail records will be fully deleted.
Allow deletion of unmatched receipts	Whether users can delete unmatched receipts. Select from the following: Allow Disallow Execute as creation of reverse rec. Note: Receipts can only be deleted if fully unmatched.
Allow deletion of receipt assoc with till	Whether users can delete receipts associated with a till. Select from the following: Allow Disallow Execute as creation of reverse rec. Note: Receipts can only be deleted if fully unmatched.
Allow deletion of receipts trans	Whether users can delete receipts that have been flagged as transferred to a finance system. Select from the following: Allow Disallow Execute as creation of reverse rec. Note: This relates to rules for managing receipts for transfer to external systems.
Allow deletion of receipts after z-read	Whether delete receipts that have been included in a Z-read. Select from the following: Allow Disallow Execute as creation of reverse rec. Note: Even when flagged to allow, receipts can only be deleted when not matched against a fee, in either whole or in part.
Allow deletion of matched receipts	Whether users can delete matched receipts. Note: If this is set to Y, a matched receipt can be deleted. The receipt detail records will be fully deleted and the receipt header will have a reversal record created.
Allow cancellation of receipts	Whether users can cancel receipts. Note: If this is set to Y, a receipt can be cancelled. The cancellation of a receipt will cause a reversal receipt record to be created for the receipt header and the receipt details.
Action taken for resubmitted ePayment	The action taken for a resubmitted ePayment. Select from the following: Decline old epayment Delete old epayment Reuse old epayment Note: Where an ePayment is resubmitted, the original payment will be set to a status of either declined or deleted, unless the Reuse old epayment option is selected.
Do ePayments have to be fully matched?	Whether ePayments have to be fully matched.
Prefix for Invoices	The prefix to use for invoices.
User can edit standard fee column	Whether users can edit the standard fee column. Note: If this is set to Y, the user is allowed to edit the Standard Fee field on the Edit Fees screen. Generally should be set to N.
Allow super user edit of matched fees	Whether the super user can edit matched fees.
Allow super user edit of receipts	Whether the super user can edit receipts.
Allow super user edit of partially matched receipts	Whether the super user can edit partially matched receipts.
Fee Deletion Role Override	The fee deletion role override action. Select from the following: Allow deletion Execute as reversal of rec. Note: If a user has been given the fees super user role then this setting will determine the action that a deletion will instigate.
Receipt number prefix	User defined prefix to use for auto generated receipt numbers.
Receipts require till number	Whether receipts must have a till number.
Cascade Fee Changes	Whether to cascade fee changes.
Cascade Fee Changes to Active Occurrences	Whether to cascade fee changes to Active occurrences.
Cascade Fee Changes to Withdrawn Occurrences	Whether to cascade fees changes to Withdrawn occurrences.
Cascade Fee Changes from Price Bands to Curriculum	Whether to cascade fee changes from Price Bands to Curriculum.
Default Financials Report	The default financials report. Select from the drop-down list.
Can super user edit receipts transferred to finance system	Whether super users can edit receipts transferred to a finance system.
Allow editing of enrolment data after fees have matched receipts	Whether users can edit enrolment data after fees have matched receipts.
Default age (in days) for a fee to be flagged in 'unpaid' searches (Enrolment Client)	The fee description template allows you to determine how to generate the course fee description in the payments screen. Enter a combination of codes to determine the fee description. Each abbreviation (for example: FT) can be typed into the box to arrive at the fee description required from the abbreviations available.
Generate fees automatically	Whether fees are generated automatically.
Rounding method for fees calculations	The rounding method for fees calculations. Select from the following: Round half away from zero Round half towards zero
Only allow payment of invoiced fees	Whether only invoiced fees can be paid.
Allow NZQA export when learner has outstanding debt	Whether a record should be included in an NZQA export when a learner has an outstanding debt.
Allow open refunds	Whether users can perform open refunds. Note: The user must be assigned the appropriate roles to perform refunds.
Allow open credit notes	Whether users can issue credit notes. Note: The user must be assigned the appropriate roles to issue credit notes.