Class Enrollment Requests

Classes may be set up so that employees must submit a request to be enrolled in a class. This is determined by the Enrollment Method field setting in the class record.

If this field is set to 'Request' in the class record, an authorized user must approve the enrollment of employees. Employee requests for classes are handled in this screen, and can be approved, denied, canceled, or deleted.

Note  

Employee requests to attend a class can also be handled in Configuration > Education Tracking > Classes > Attendees.

Fields on the search screen

The Class Enrollment Request search screen is the default page when this screen is opened. This screen is used to filter criteria when searching for specific records to handle.

Class Group Code: Short, alphanumeric value identifying a Class Group, where employees must enroll in all classes contained within the group. Options available in the left pane were previously set up on Configuration > Education Tracking > Class Group.

Classrooms: The classroom where this class will be held.

Course Code: The alphanumeric short name or abbreviation for the course being taught through this class.

Course Description: The label describing the course assigned to the class.

Instructor Code: The employee code identifying the instructor of the classes to be included in the results listing. The results listing will include classes assigned to the selected instructor during the entered date range.

Start Date Range Begin: The earliest date to include when searching for a request for a class by Begin Date. Requests for classes that start on or after the Start Date Range Begin or on or before the Start Date Range End date are included in the search results.

Start Date Range End: The latest date to include when searching for a request for a class by Begin Date. Requests for classes that start on or after the Start Date Range Begin or on or before the Start Date Range End date are included in the search results.

Status: The approval status of the request.

Handling Class Enrollment Requests

Depending on the authorization role of the user, he/she may be able to approve, deny, cancel and/or delete an employee's education request.

To handle pending class enrollment requests, complete the following steps:

  1. After searching for an Education Request, all records that meet the search criteria are displayed.

  2. Check the boxes to the left of the folders to select the class records to handle, then click a folder icon to open and view the details of the request.

  3. In the Class Details section, the information regarding the class is displayed.

    If the course is part of a Class Group, the information for each class in the group is displayed.

    The lower section lists all employees who have submitted an enrollment request for the class.

    If an employee entered text in the Reason field, it is visible in this screen.

  4. In the Reviewer Comments field, type any information regarding the request, for example, why the request is denied.

  5. Check the box to the left of the record to select the record for assigning an action.

    If there are multiple records, select all the records that can be assigned to the same action (Approve, Cancel, Deny, Delete Requested).

  6. Click on the appropriate Action button in the left pane.

  7. Employees are notified of the change in status of their request via email or message if they are set up for Event Subscriptions.

    Employees can also monitor the status of requests in the My Education Requests screen on the Home page.