Program Groups

Used to categorize groups of Courses and/or Course Sections, and to set Course Sequences. Most often used to create a series of courses such as a certificate or degree program.

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Navigation

Main Menu > Selects > N-Z > Program Groups

Applies To:    Enterprise    Plus    Basic

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Field Details 

• Group Code and Group Title: User-defined identification codes. Required fields.
• Web Display:  Display on Web Registration search page as a separate search option. If there are no Program Group records tagged to display, the Program Group search option does not display.  There are two formats to display the Program Group search.  See WebReg settings for details.
  
• Link Program Groups to Courses or Course Sections when in view mode for the Course or Section.  A Course and Course Section cannot both contain the same Program Group.  If a Course has a specific Program Group, all Course Sections have the same Program Group by default even though the Program Group does not display in the Course Section Program Group list.
• There is one reserved Program Group called RegFeeExclude.  Use this group only for the purpose of excluding courses or sections from an automatic Registration Fee process.

Program Tracking

Applies To:    Enterprise

Overview

Program Tracking is a feature that allows a client to enroll in a series of courses that lead to a diploma or special completion certificate.  The organization sets up a series of courses that are required for the certificate in a sequence format including prerequisites, if applicable.  The client can view the required courses and a list of the courses they have registered for from the list.

How To Set Up Program Tracking

• From Admin > Settings > Branch Profile > Preferences, enable the Use Program Tracking field.  Once enabled, two additional Client Registrations options become available:  Client Application and Client Program.  These will be used later to enroll a client into a Program.
• The Branch Profile also contains a field called Maximum Active Programs.  This is the maximum number of Active Program Enrollments a client may have at any one time.  If at the maximum, additional Program Enrollments are restricted.
• Required courses now need to be added to the Program Group so the client knows which courses are required to complete the certificate and both clients and users can tell when a client has completed the required courses.  The instructions for setting up these requirements is listed above on this same page under the topic Sequences.
• Once Program Sequences are complete, if some courses have prerequisites, assign those prerequisites by going to Main Menu > Courses, view the Course, and go to the Prerequisites tab.  See Prerequisites.
• When these steps are completed for each Program, Program Tracking is ready to use.

How To Use Program Tracking

• The process to enroll a client into Program Tracking can have two elements:  Application and Enrollment.  The Application process is optional and not required to use Program Tracking.
• Application Process:
  • The Application feature allows for tracking client applications into a program.
  • View the client desired, and go to the Registration tab.  Select Application from the select list.
  • Enter the application fields desired.  Save the application record
  • Modify the application as needed during the application process through enrollment.
  • The [Requirements] fields in the Program group record can be used to compare to matching values of a Client Application. Otherwise, these fields are for reference only.
• Program Enrollment Process:
  • The Program Enrollment feature allows for tracking client enrollment into a program.  An application is not required but can be used prior to formal program enrollment.
  • View the client desired, and go to the Registration tab.  Select Program from the select list.
  • Enter the program fields desired.  Save the program record
  • Modify the program as needed during the client’s enrollment through completion.
  • Once enrolled in a program, the client can view the course sequence and registrations from the MyAccount section of the WebReg module.

Variations in Program Tracking

• InvoiceA method versions will see a few additional fields in Global Fees, Client Applications, and Client Programs relevant to a credit-based organization such as subsidized fees and credit hour restrictions.  These fields do not display in other Payment Method versions.
• InvoiceB and InvoiceC versions clients will see an additional menu option in the MyAccount section of the WebReg module for Program Enrollment.  This menu option only displays if a client has a Program Enrollment record.