Course Approval Workflow in Class+

When a course request is made, whether initiated by a student directly or submitted by a staff member on behalf of the student, you can easily access and view these course requests by navigating to the Reports Tab-> Course Requests. This feature allows for efficient tracking and management of course requests within the system.

Upon accessing the report, users have the ability to filter the displayed requests based on various criteria. Alternatively, if you prefer to see all requests at once, you can simply click the “Get Data” button, which will retrieve and display all submitted course requests without any filtering.

After retrieving your results, you will have the option to select one or multiple course requests. This selection enables you to either approve or deny the requests as necessary, making it straightforward to manage the course enrollment process.

Once you have made your selections regarding the course requests, several options will be available for you to choose from:

• Approve – Student Pay: By selecting this option, the request will be marked as WAITING_PAYMENT. This action will also generate a charge on the student’s ledger. If there is no existing charge set up for the course, the student will be automatically enrolled in the course. Subsequently, once the student or their guardian logs into the system and pays the associated fee, the student will be officially enrolled in the requested course.

• Enroll – no fee: This option allows you to mark the request as ENROLLED, resulting in the automatic enrollment of the student in the requested course without incurring any fees for the student or the affiliation ledgers.

• Enroll – School Pay: Choosing this option will also mark the request as ENROLLED. In this case, the student will be automatically enrolled in the requested course, and the associated fee will be charged to the affiliation ledgers.

• Deny Selected: If you choose this option, the request will be marked as DENIED. This means that there will be no enrollment created for the course, nor will there be any charges applied.

For those requests that have already been approved, users have the flexibility to change the payer of the fee from one party to another (from School to Student or vice versa) under certain conditions:

• If the request status is WAITING_REVIEW or DENIED, changing the payee is not permitted.

• If the request is currently marked as WAITING_PAYMENT and you decide to change the payment responsibility to the school, the charge will be transferred from the student ledger to the affiliation ledger. Additionally, the student will be automatically enrolled in the requested course, and the status of the course request will be updated to ENROLLED.
• In cases where the request is already ENROLLED and a change to the payee is made, the charge will be shifted from the school ledger to the student ledger (or vice versa). However, it is important to note that the student will remain enrolled in the course regardless of this change.