ALE Application: Setting Parent Class Enrollment Limits

When a program permits parents/guardians to enroll their students in classes, using the ALE app’s enrollment limit functionality can be helpful. Limits can be put on the number of classes each student can be registered for, the dates enrollment is open for that student, and even the time of day that enrollment becomes available.

Setting Limits Per Student

Enrollment limits can be set per student on the Certificated Teacher Role at any time or on the Registrar role prior to the plan being approved.  Navigate to “Student Learning Plans”  from the left-hand navigation menu and choose the student. In the Details tab, under Time Commitment, the enrollment window, time, and class limits can be set.

Class Enrollment Limits apply per class term and the Latest Enrollment Date will prevent parents from adding additional classes past that date, but not unenrolling.  

Setting Limits per Parent/Family

Enrollment limits can be set and applied to created groups of parents and then applied to all students associated with the identified parent(s). In the Registrar role, under Parents in the left-hand navigation menu, you first establish groups of parents/guardians for the enrollment process.

Clicking on “Add Record” will allow you to designate a name for this group of parents/guardians. Then clicking “Validate” will create the parent group.

The name of a Parent Group can be edited or the Group can be deleted from the Row Actions & Options gear.

Once you have created the parent groups, you can begin selecting parents/guardians to add to each of these groups. From the left-hand navigation menu, choose “Manage Group Members” and then click on “Select”.

From this interface, select the parent group that you would like to add members to.

Then click on the “Add Parent to Parent Group” button in the bottom right-hand corner of the screen.

Select the parent(s) that you would like to add by clicking on the checkmark next to each name. *Note: First Name and Last Name columns can be filtered or sorted to find parent names more easily, and/or searched by their Student Name(s). If you have entered Initial Enrollment Years for parents, they can also be used to filter/find parents for adding to groups.

You can continue selecting names and they will be added to the “Your selected Items” table at the bottom and you can click on “View Selected” at the bottom right to see a list of selected names. Once you are done making selections, click on the “Add” button in the top right corner.

Once you have added parents/guardians, it will create a list in a searchable table.  If you need to remove parents from the group, click on the checkmark to the left of their name(s) and then the “Remove Parent from Parent Group” button at the bottom left. You can also add additional parents to the group.

To set enrollment date windows for Parent Groups, choose “Set Enrollment Dates” from the left-hand navigation menu. Select the Parent Group, School Year, set the Parent Class Enrollment Limit (the maximum number of classes a parent/guardian is allowed to enroll their student in), Earliest and Latest Dates, and the Earliest Enrollment Time; then click Save.

Setting Limits by Student Groups

You can set Class Enrollment Limits for groups of students on the Registrar role. This can be done by filtering the All Student Learning Plans table to the desired group of students, then using the “Select Row Actions button to set the enrollment limits for the selected students. Go to “Student Learning Plans”  in the left-hand navigation menu. Click the Table Actions & Options Gearbox and select “Filter Form” under Filtering in the window that opens up.

A window labeled “Filter on Match Conditions” should open up. There will be two filters preloaded in this window. School Year and End Date, You will want to leave these filters unchanged unless you want to set Enrollment dates for SLP’s that take place outside of the current school year or whose end date has already passed.

Click “Select Column” to open a Dropdown of columns and select the one you would like to filter for.

After you have selected a Column to filter, a box will appear to the right of the selector. Click the box to open a list of possible filters and select each condition you would like to filter to. Repeat this process until the desired conditions have been added. Click “Apply” in the top right corner of the window to confirm the filters and close the window.

You can verify the filters were set by clicking the funnel to the right of “Student Learning Plan Selector” and looking at the content under Filtering Settings.

Click the grey checkmark to the left of the column names in the table to select all students remaining in the table. Selected students will be highlighted in blue color. You can also select/deselect individual students by clicking the gray checkmark to the left of their name. Once at least one student has been selected, a blue box labeled Select Row actions will appear in the top right corner of the table. Click this box and select Set Enrollment Dates in the Dropdown.

A window labeled “Ale Parent Enrollment Dates” will open up. Select the School Year, set the Parent Class Enrollment Limit, Earliest and Latest Dates, and Earliest Enrollment Time; then click Validate in the top right corner.

A few notes about this process:

• When Enrollment limits are set, they will automatically be applied to all students/parents in that group who have a Student Learning Plan for the selected year and will be populated in those plans.  
• Setting the enrollment limits for a group is like a copy/paste action.  Changes are immediately applied and will remain until changes are made at the individual student level or new limits are applied via a group setting. Any current entries in those fields, whether created via one of these methods or manually entered into the Student Learning Plan, will be overwritten with these actions.
• Any further changes made at the student level will not affect the parent/student  group or any of the other associated students.  
• To allow for increasing enrollment limits (i.e.enrolling in 5 classes the first two days of registration, then 10 the last two days) you would need to apply a limit of 5 to the established group, then go back after the two initial days had passed, and set new dates and a new limit of 10 to apply to all group members and save.