Enrollment

Enrollment manages how students register for programs and courses within an academic term.

Overview

Students can self-enroll through the LMS portal during configured enrollment windows, or administrators can enroll students directly through the Frappe Desk.

Key concepts

• Enrollment Window — the date range during which self-enrollment is open
• Course Enrollment — the record (Course Enrollment Individual, "CEI") linking a student to a course schedule for a specific term
• Enrollment Capacity — optional limit on students per course section

Course Enrollment lifecycle

A Course Enrollment Individual moves through a four-state workflow:

• Draft — created but not yet submitted; nothing has happened beyond saving the row
• Awaiting Payment — submitted, Sales Invoices generated, but the student has not been added to the course roster yet (no LMS access)
• Submitted — the student is fully enrolled: on the course roster, on the Program Enrollment's course list, eligible to receive grades
• Withdrawn — automatically set when a Course Withdrawal Request reaches Academic Approval; visible in the CEI list view as a list-state pill

Which path the CEI takes from Draft depends on the Program the course belongs to:

Program flags	Draft submits to	Why
Free Program (is_free)	Submitted	No invoicing, no payment to gate on
Paid + Require Payment Before Enrollment	Awaiting Payment	Hold the seat until the student pays
Paid + payment not required	Submitted	Invoice the student but enroll them anyway

For programs configured as Require Payment Before Enrollment, the CEI auto-advances from Awaiting Payment to Submitted when the student's cumulative payments cross the program's Minimum Payment % threshold (default 100%). For mixed-payer scenarios (student + scholarship + third party), the threshold is computed against the total invoiced amount across all linked Sales Invoices.

Manual override

If a payment arrives off-platform (cash at the registrar's office, wire transfer reconciled later, special exception), an Academics User can use the Mark as Paid workflow button on an Awaiting Payment CEI to advance it to Submitted without recording a Payment Entry first.

Refunds and credit notes

If a credit note posts after the CEI reached Submitted and the recomputed paid percentage falls below the threshold, the CEI stays at Submitted — the student isn't silently un-enrolled mid-term. Instead, a ToDo is created and an email is sent to all Academics Users so the registrar can decide whether to file a Course Withdrawal Request, follow up for collection, or accept the new reality.

Payment Status section on the CEI

The CEI form exposes a Payment Status section showing the live state:

• Total Invoiced — sum of all linked Sales Invoices
• Total Paid — sum of (grand_total − outstanding_amount) across those invoices
• Paid % — derived; shown in the list view
• Threshold Met On — datetime stamped by the system when the auto-advance fired (empty for manual overrides and free programs)

Free and Ongoing programs

Two Program-level flags shape the enrollment experience for non-traditional offerings:

• Is Ongoing (mirrored from Program Level) — programs with no graduation: continuous education, free auditing, devotional courses. CEIs in ongoing programs skip GPA calculation, never trigger graduation audit checks, and have free withdrawal (no Academic Review).
• Free Program (per-Program toggle) — bypasses Sales Invoice generation entirely and skips Financial Review on withdrawal. Often combined with Is Ongoing, but the two are independent: a paid one-off seminar in an ongoing track leaves Free Program off; a free degree program leaves Is Ongoing off so graduation logic still runs.

See Withdrawal → Fast-paths for Ongoing and Free programs for how the same flags shape the withdrawal flow.

Maximum enrollment duration

Programs that bound how long a student may stay enrolled (e.g., "MDiv must finish in 7 years") set Max Years to Graduate on the Program (fractional years supported). On enrollment submission, the student's Max Graduation Date is auto-set to enrollment date + Max Years to Graduate. Registrars can edit Max Graduation Date afterward to grant extensions.

The Time-to-Graduate Risk report (under Reports → Seminary) lists every active enrollment whose Program has a max enrollment duration, computes remaining credits and remaining time, and ranks students by the credits-per-year pace they need to make their cap. Most-at-risk students appear at the top.