Special Enrolment – Swim School

There are 5 parts for the special enrolment:

Part 1: Engage with Responsible Person (no guide needed)

Part 2: Notify the RP of the successful special enrolment request (guide available below)

Part 3: RP Enrol student to Class (guide available below)

Part 4: Staff download enrolment details and forward them to Accounts payable (guide available below)

Part 5: Staff receives notice of enrolment payment and enters the payment into the enrolment details

guide available below)

Part 1: Engage with Responsible Person (no guide needed)

A. Discuss enrolment possibility with RP:

Discuss with the responsible person (RP) the possibility of enrolling a student under special enrolment.

B.Collect Provider Details:

Ensure all necessary details about the provider are collected..The RP should share the provider's details including name, contact information, and any relevant documentation.

C.Encourage RP/ Student Profiles Creation (Join without Enrolment)

Inform the responsible person (RP) that a staff member will contact the provider to obtain authorisation for the enrolment.

Staff would share the joining link with the RP and encourage them to create the student profile, selecting "Join without enrolment" once the profile is created.

Staff would let the RP know that once the enrolment has been authorised by the provider, they will receive both an email and a notification via the members' portal.

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Part 2: Notify the RP of the successful special enrolment request.

Once the provider has confirmed their willingness to pay for the student enrolment, staff will need to send the responsible person (RP) a notification with instructions on how to proceed with the enrolment.

Note: To facilitate this process, a notification template should be created in advance to send to RPs who have requested a special enrolment.

Part 2 - 1/13. Find the Student

Part 2 - 2/13. Click on Student Details Icon

Part 2 - 3/13. Click on ENROLMENT

Part 2 - 4/13. Click on + Special Enrolment

Part 2 - 5/13. Complete all the required Fields

The Staff should complete all the fields : Program type, Enrolment Type and Level, with the information that has been already authorised by the provider.

For example, if the provider has approved an ongoing enrolment for weekly learn-to-swim classes, we will input that information in this section.

Based on the input on this section, the system will generate a unique link for the RP, which will allow them to enrol the student only into the specific program type and level authorised by the provider. In the notification sent to the RP (next step), we will include this unique link for their use.

Part 2 - 6/13. Click on SEND NOTIFICATION TO RP

Part 2 - 7/13. Select the Correct Template

To facilitate this process, a notification template should be created in advance to send to RPs who have requested a special enrolment.

Part 2 - 8/13. Add link

This is the UNIKE link that is generated by the system for this RP in particular, which will allow them to enrol the student only into the specific program type and level authorised by the provider.

Part 2 - 9/13. Click on Copy to clipboard

Copy the Link and paste it in the content of the notification.

Part 2 - 10/13. Paste the link in the notification content

Part 2 - 11/13. Once the content of the notification has been revised, it is ready to be sent.

Part 2 - 12/13. Click on SEND

Part 2 - 13/13. Student Profile / Enrolment section

In the Enrolment section of the student profile, staff will be able to see that the special enrolment is pending action from the RP.

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Part 3: RP Enrol student to Class (guide available below)

Part 3 - 1/9. The RP will receive the notification sent from the Staff portal

PART 3 - 2/9. RP will click on the Link provided

PART 3 - 3/9. Class Enrolment page

By clocking on the Link they will be redirected to their own member's portal, specifically to the class enrolment page, where all available classes for the authorised program type and level will be displayed.