Understanding Enrollment Code Types in openSIS
Overview
Enrollment Code Types define how student enrollment activities are categorized and processed within openSIS.
When creating an Enrollment Code, administrators must assign a Type. The selected type determines the enrollment action associated with the code and helps the system track a student's enrollment history accurately.
Enrollment Code Types are used to manage:
- New student admissions
- Student withdrawals
- Student transfers
- Academic year rollovers
Understanding these types helps institutions maintain consistent enrollment records and reporting.
Accessing Enrollment Code Types
To view or configure Enrollment Code Types:
- Navigate to:
Settings > Student Settings > Enrollment Codes - Create a new Enrollment Code or edit an existing one.
- Locate the Type field.
The Type dropdown contains the available enrollment actions supported by openSIS.
Available Enrollment Code Types
Add
The Add type is used when a student is newly enrolled in the institution.
Common Examples
- New Enrollment
- Admission Granted
- Initial Registration
Usage
This type indicates that the student is being added to the institution's enrollment records.
Drop
The Drop type is used when a student is withdrawn or removed from enrollment.
Common Examples
- Withdrawal
- Discontinued Studies
- Administrative Removal
Usage
This type indicates that the student is no longer actively enrolled.
Rolled Over
The Rolled Over type is used when students are promoted or carried forward into a new academic year through the rollover process.
Common Examples
- Academic Year Rollover
- Grade Promotion
- Cohort Advancement
Usage
This type helps track student progression between academic years while preserving enrollment history.
Add (Transfer)
The Add (Transfer) type is used when a student transfers into the institution from another school or institution.
Common Examples
- Transfer In
- Incoming Transfer
- External Transfer Admission
Usage
This type records that the student joined the institution through a transfer process.
Drop (Transfer)
The Drop (Transfer) type is used when a student transfers out of the institution to another school or institution.
Common Examples
- Transfer Out
- External Transfer
- School Change
Usage
This type records that the student left the institution as part of a transfer process.
Enrollment Type Examples
| Enrollment Event | Recommended Type |
|---|---|
| New Student Admission | Add |
| Student Withdrawal | Drop |
| Annual Student Rollover | Rolled Over |
| Student Transfers In | Add (Transfer) |
| Student Transfers Out | Drop (Transfer) |
Why Enrollment Code Types Matter
Proper enrollment code type selection helps institutions:
- Maintain accurate enrollment history
- Improve compliance reporting
- Track student movement
- Support auditing requirements
- Generate accurate enrollment reports
Using incorrect enrollment types may result in misleading enrollment records and reporting outcomes.
Best Practices
- Use enrollment types consistently across the institution.
- Create descriptive enrollment code names that match the selected type.
- Review enrollment codes annually.
- Avoid creating duplicate enrollment actions.
- Ensure staff understand the purpose of each enrollment type.
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