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  1. Xenegrade
  2. Understanding the Data
  3. Clients

Assignment - Part 1

This document explains how to navigate, manage, and understand the Client Assignment Record within the system. Users will learn how to access and modify assignment details, ensuring accurate records for clients registered in courses, conferences, or other services.

Navigation:
Main Menu → Clients → Assignment

Applies To: Enterprise, Plus, Basic

Overview of Panels

The Client Assignment Record is used to document client registrations for services provided, including courses and conferences. Each client can only have one assignment record per course code.

Panels Overview

The Client Assignment Record is divided into the following panels:

1. Assignment Information Panel

This panel captures the primary details of the assignment. The Information panel can be modified to display fewer or more fields from the other panels using Custom Field Displays.

  • Course Code: Full course code for client assignment. Use the Show List button to view available course sections.
  • Start Date: Defaults to the course start date when a new record is created.
  • End Date: Defaults to the course end date when a new record is created.
  • Client Program: Displays program enrollment if using Program Tracking.
  • Enrollment Status: Assignment status defaults to "Enrolled/Active." Other values include "Applicants" and "Waiting List."
  • Quantity: Number of slots registered. Appears for corporate clients or course sections with a Maximum Qty Purchase greater than 1.
  • Status Code: User-defined field for customizing internal enrollment status.
  • Completion Code: User-defined field for customizing internal completion status.
  • Purpose: Indicates the reason for taking the course (e.g., "Private" for in-house registrations).
  • Accepted Refund Policy: Updates to "Yes" automatically for WebReg registrations if Force Refund Acceptance is enabled.
  • Registration Date: Defaults to the current date when a new record is created.
  • Wait List Date and Time: Use the Current button to add the current date and time.
  • Wait List Contact: Indicates the status after contacting the client from the waiting list.
  • Vendor: Select the vendor name if registration is through a third party.
  • Company: Displays company name for corporate clients or bulk assignments.
  • Registered By: Method used for registration.
  • Primary Member Link: Links assignment to the client’s Primary Account Member, allowing specific visibility in the WebReg module.
  • How Heard: Refers to the marketing source from which the client learned about the activity.
  • Marketing Source: Text field for recording a marketing code or catalog code.

2. Exit Info Panel

This panel records reasons for client status changes.

  • Reason Left Class: User-defined field for why a client left the activity.
  • Reason No Show: User-defined field for why a client did not attend.
  • Zero Balance Due: Flags no balance due despite refund or other calculations.
  • Reenter Date: Records the date a client returned within the same program year.
  • Original Exit Date: Tracks the original exit date for returning clients.
  • Transferred To: Indicates the course code for a new activity if transferred.

3. Grades and Outcomes Panel

Adding Credit Types to Client Assignments

Tracks grades and outcomes for client assignments.

  • Grade: Final grade for the activity (alpha or numeric).
  • Grade Version: Version of the grade.
  • Exam Grade: Final exam grade.
  • Days Attended: Number of days attended.
  • Hours Attended: Number of hours attended.
  • Date Issued Certificate: Date a certificate was issued.
  • Earned Credits: Credits earned for the course section.
  • Credit Type: Type of credit (user-defined).
  • Pass/Fail: Indicates pass or fail status.
  • Transfer Credits: Number of transferred credits.
  • Repeat Course: Marks if the course was repeated, voiding the assignment.
  • Include on Transcript: Indicates if included on the transcript.
  • Transcript Status: Status displayed on the transcript.
  • Transcript Credits: Custom credits for the transcript.
  • Transcript Points: Custom points for the transcript.

4. Other/Notes Panel

Captures miscellaneous information about the assignment.

  • Non-Traditional Enrollment: Indicates gender-based non-traditional enrollment.
  • EPE: Eligible for EPE or other contact-hours-based funding.
  • CTEDS: Includes activity in CTEDS reports.
  • CTEDS Outcome: Selectable outcomes for Secondary CTEDS.
  • CTEDS Status: Completion status for CTEDS.
  • SIRS Status: Selectable status values.
  • Exclude From NRS: Excludes assignment from NRS reports (relevant for Basic Education and ESOL activities).
  • Roster Notes: Optional notes printed on roster reports.
  • Special Needs: Notes any special accommodations.
  • Receipt Notes: Notes printed on receipts.

  • Other Notes: General user notes.

5. Fee Options Panel

Displays selected fee options if available.

6. Invoices Panel

Lists invoices linked to the assignment.

Conclusion

This document outlines the key sections and fields within the Client Assignment Record, ensuring proper usage and understanding of the system. For further assistance, refer to related articles or contact support.

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