Waitlist Admissions

Overview

The Waitlist Admissions module is used to manage prospective students applying for enrollment in a future academic year. The system provides two distinct categories, Waitlist A and Waitlist B, allowing schools to categorise applicants according to their specific admission policies (e.g., primary candidates vs. secondary/overflow candidates).

Navigation Path

1. Adding Waitlist Learners: My School > Learners > Learners

2. Processing Waitlist Learners: My School > Learners > Learner Year-End:  Waitlist Admissions

Purpose of Feature

This feature centralises the application pipeline, ensuring that "First-Come-First-Served" policies can be audited and managed. It acts as a bridge between the application phase and the active enrollment phase, which is finalised during the administrative Year-End process.

Step-by-Step Instructions

1. Adding a Learner to a Waitlist

Before an applicant can be processed for admission, they must be registered in the system:

• Click the Register Learner button at the top of the screen.

• Enter the required information. Fields marked with a red asterisk (*) are compulsory for the initial save.

• Registration Date: Enter the date the application was received or entered. This date is critical for generating chronological application reports.

• Admission Date: Set this to the future date when the learner is expected to start (e.g., the first day of the new academic year).

• Ensure the Status is set to either Waitlist A or Waitlist B.

2. Processing Waitlist Admissions

This procedure is typically performed during the Admin Year-End process to move learners from the waitlist into active grades:

• Navigate to My School > Learners > Waitlist Admissions.

• Identify grades with numbers in the Red Column. This indicates the count of learners pending a placement decision.

• Click the Blue Eye Icon next to the relevant grade to open the processing screen.

• By default, the system marks all learners as Placed (Admitted).

• Update the status for specific learners where necessary by selecting the appropriate radio button:

  • Placed: Learner is admitted for the following year.

  • Not Placed: Learner remains on the waitlist for the next year.

  • Withdrawn: The applicant has retracted their application.

• Click Continue to save the selections and return to the grade overview.

• The process is complete for a grade when the red column displays 0.

Frequently Asked Questions (FAQ)

Why does the system use a "Registration Date" and an "Admission Date"? The Registration Date tracks when the application was first received to maintain a fair "first-come-first-served" order. The Admission Date is the actual future date the student will start school. Both are required to ensure the learner appears in the correct reports for the upcoming year.

What happens to learners marked as "Placed"? Learners marked as "Placed" are approved for enrollment. During the final Year-End rollover, the system automatically promotes these learners to "Active" status, allowing them to be allocated to classes and appear on attendance registers.

Why is there a red column on the Waitlist Admissions screen? The red column serves as a visual control. It shows exactly how many learners in each grade still require a placement decision. You cannot complete the Year-End process for a grade until this number is zero, ensuring no applicant is overlooked.

Can I change a learner's status after clicking "Continue"? Yes, provided the final Year-End rollover has not been executed. You can return to the grade via the blue eye icon and update the radio button selection to correct any errors.

Restrictions & Reasons

1. Compulsory Field Validation

• Restriction: While minimal data is needed for the waitlist, the learner record cannot be fully "Active" until all mandatory biographical data is captured.

• Reason: This ensures compliance with Department of Education requirements and guarantees the school has sufficient emergency and contact information before the student arrives.

2. Locked Placement

• Restriction: Once the Year-End process is finalised and the rollover is complete, the Waitlist Admissions screen for that specific year becomes read-only.

• Reason: This maintains the audit trail of admission decisions and prevents historical data corruption after the new academic year has commenced.