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  1. Xenegrade
  2. Understanding the Data
  3. Clients

Assignment - Part 1

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Used to record registration/enrollments into any service provided including courses, conferences, etc. A Client can only have one Assignment record per course code.

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Main Menu > Clients > Assignment

Applies To:    Enterprise    Plus    Basic

Field Details

The Client Assignment record is segmented into five panels. The Information panel can be modified to display fewer or more fields from the other panels using Custom Field Displays.

Assignment Information Panel

  • Course Code:  Full Course Code for client assignment.  Use the Show List button to view a list of Course Sections.
  • Start Date: Date Client started activity.  Value defaults to start date of course when a new assignment record is created.
  • End Date: Date Client ended activity.  Value defaults to end date of course when a new assignment record is created.
  • Client Program:  If using Program Tracking, this select list for program enrollment will display.
  • Enrollment Status: Assignment status of client.  Value defaults to Enrolled/Active when a new record is created.  Not a user defined list.  Roster reports include all values except "Applicants" and "Waiting List".  "Enrolled/Hold" is treated exactly the same as "Enrolled/Hold" for Rosters, Countbook, and any report including automatic enrollment counts.  The "Enrolled/Hold" value gives users a method to maintain an active Enrollment Status but flag the Assignment for some special purpose.
  • Quantity:  The number of slots being registered.  This field only appears for Corporate clients or Course Sections with a Maximum Qty Purchase greater than 1.
  • Status Code: User defined field for customizing internal Assignment enrollment status.  Uses the Status Code table.
  • Completion Code: User defined field for customizing internal Assignment completion status.  Uses the Completion Code table.
  • Purpose:  Reason or goal for taking course.  This is not a user defined list.  Note that the value “Private” is used to track in-house registrations and will restrict the assignment from displaying on the WebReg module MyAccount registrations page.
  • Accepted Refund Policy:  Defaults to No.  Value will automatically update to Yes for WebReg registrations if the Force Refund Acceptance feature is enabled.
  • Registration Date:  Date of client registration.  Value defaults to current date when a new record is created.
  • Wait List Date and Time: Date and time client added to a waiting list.  Used to help determine order in which clients would be called if a registration opening occurs.  Use the Current Button to automatically add the current date and time.
  • Wait List Contact: Status of enrollment after contacted from waiting list.  Not a user defined field.
  • Vendor:  If registration is from a third party vendor, select the vendor name from the list.
  • Company:  If the registration is for a specific Company, select for the list.  Some features that add multiple assignments may automatically record the Company in this field if the client is a Corporate client or the Company name was selected during the process..
  • Registered By: Method client used to register for this activity.  Not a user defined list.
  • Primary Member Link:  This field allows a user to link this Assignment to the client’s Primary Account Member, if applicable.  After 2/12/2013, this field autopopulates when using the OnHold feature from the Multiple Assignment function.  If this field has a value, the Primary Member can only see these course assignments in the member’s account when logged into the WebReg module.  Assignments not linked to the Primary Account cannot be only be viewed on the WebReg module in the MyAccount section by the registrant only.
  • How Heard: How client heard about the course or activity.  List pulls from Marketing Source table.  This field differs from the "How Heard" in Client/Intake where "How Heard" refers to the overall program organization. 
  • Marketing Source:  An open text field for recording a marketing code or catalog code related to a marketing campaign.  Maximum length is 15 characters.

Exit Info Panel

  • Reason Left Class: Reason client is no longer active in the activity.  See Termination Reasons for this user defined field.
  • Reason No Show: Reason client did not show for activity.  See Termination Reasons for this user defined field.
  • Zero Balance Due: This checkbox is used to submit a flag to XenDirect functions and reports that no revenue is due for this course.  Check this field if the client has a no balance due yet based on refunds or other calculations, a balance due exists.  If checked, no balance will appear as due.  An example would be Client Assignments that have had partial or full refunds.
  • Reenter Date: If client terminated from activity and then returned within the same program year, this is the date client returned to activity.  Set Enrollment Status back to Enrolled/Active and revise the end date.  Note:  A client cannot have two assignment records in the same course.
  • Original Exit Date: If client terminated from activity and then returned within the same program year, this is the date client originally exited from the activity.  Set Enrollment Status back to Enrolled/Active and revise the end date.  Note:  A client cannot have two assignment records in the same course.
  • Transferred To: If client left this activity and transferred to another activity, enter the Course Code for the new activity.

Grades and Outcomes Panel

  • Grade: The final, overall grade for the activity.  Grade can be alpha or numeric characters.
  • Grade Version:  Version of grade being used.
  • Exam Grade: Final exam grade.
  • Days Attended:  Number of days a client attended this course section.
  • Hours Attended:  Number of hours a client attended this course section.
  • Date Issued Certificate: Date client was issued a certificate for this activity.
  • Earned Credits:  Number of credits earned for this course section.
  • Credit Type: Type of Credit.  User defined list.
  • Pass/Fail:  Pass = Yes and Fail = No
  • Transfer Credits:  Number of credits transferred in.
  • Repeat Course:  Check Yes if this course was taken again causing this assignment to be voided.
  • Include on Transcript:  Check yes if this should be included in the transcript report.
  • Transcript Status:  Status to display on transcript report.  This is not a user defined list.
  • Transcript Credits:  Number of credits to display on transcript report if different than Earned Credits.
  • Transcript Points:  Number of points to display on transcript report.

Other/Notes Panel

  • Non-Traditional Enrollment: Is client's enrollment in this activity considered non-traditional based on gender?
  • EPE: Is client's enrollment in this activity eligible for EPE or other contact hours based funding sources?
  • CTEDS: Should the client's enrollment in this activity be included in the CTEDS reports?
  • CTEDS Outcome:  Select as many of these outcomes as applicable.  This field covers Secondary CTEDS only.  The 'Survey' value is for internal use only and is not taken into account for the CTEDS report.
  • CTEDS Status: If CTEDS = Yes, what is the CTEDS completion status for this activity.
  • SIRS Status:  Select as many of these status values as applicable.
  • Exclude From NRS:  Check this field if this Client's Assignment should NOT be included in the NRS report.  Only relevant to Basic Education and ESOL activities.
  • Roster Notes: User notes.  Text entered here will print (optional) on some roster reports. 
  • Special Needs: Does client have any special accommodation needs for this enrollment?
  • Receipt Notes: User notes.  Text entered here will print (optional) on some receipt reports. 
  • Other Notes: User notes.
  • Non-Traditional Enrollment: Is client's enrollment in this activity considered non-traditional based on gender?
  • Roster Notes: User notes.  Text entered here will print (optional) on some roster reports. 
  • Special Needs: Does client have any special accommodation needs for this enrollment?
  • Receipt Notes: User notes.  Text entered here will print (optional) on some receipt reports. 
  • Other Notes: User notes.

Invoices Panel

  • Non-Traditional Enrollment: Is the Client's enrollment in this activity considered non-traditional based on gender?
  • Roster N
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