03 March 2025

Enrolment Validation

When a learner selects the required course(s) and navigates from the institution website to ebs: ontrack Learner Hub, the following validation is checked before enrolments are created and the learner can proceed to the Personal Details page:

  • If the course is oversubscribed or the course is available but a mandatory child/grandchild is oversubscribed where:
    • The over enrol action is set to 'Create Record in Waiting List', the learner can select whether they want to be added to the waiting list
    • The over enrol action is set to 'Oversubscription not allowed' or 'Oversubscription warning message', the learner is prevented from enrolling on the course
  • If the learner has not been previously enrolled on pre-requisite courses associated with the UI of the UIO they want to enrol on and the Allow enrolment without pre-requisites institution setting on the Ontrack Learner screen is set to 'N', the learner is prevented from enrolling on the course
  • If the Are duplicate people unit records allowed? institution setting on the General (Cross-System) screen is set to either of the below, which would result in the system creating a duplicate enrolment, the learner is prevented from enrolling on the course where:
    • The 'No Duplicates' or 'Duplicates allowed but warning given' option is selected for the setting, and there is an existing enrolment on the UIO (regardless of progress code)
    • The 'No Duplicates (ignore non-active units)' option is selected for the setting, and there is an existing enrolment on the UIO with an 'Active' progress code

When the validation has been performed for the selected course(s), if there are any other courses that do not have errors, the learner can continue to enrol on these.