ALE Application: Setting Parent Class Enrollment Limits

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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 (back to Quick Links)

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 in the left-hand navigation menu and choose All Student Learning Plans.

Select the student by clicking their name. In the Details Tab, time and class limits can be set under the Time Commitment and Parent Enrollment  Settings sections.

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 (back to Quick Links)

Enrollment limits can be set and applied to groups of parents and all students associated with the identified parent(s). In the Registrar Role, select Parents in the left-hand navigation menu and choose Manage Groups. You will first establish groups of parents/guardians for the enrollment process.

Clicking on Add Record will allow you to fill in a name for this group of parents/guardians. Click Validate to create the parent group.

The name of a Parent Group can be edited or deleted by clicking 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. 

Select the parent group from this interface that you would like to add members to by clicking the checkmark.

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. 

Continue selecting names, which will be added to the Your Selected Items table at the bottom of the page. You can click View Selected to see a list of selected names here. Once you are done making selections, click on the Ad 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. You can also add additional parents to the group.

To set enrollment date windows for Parent Groups, select Parents from the left-hand navigation menu and choose Set Enrollment Dates. 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 Parent Enrollment Dates, and the Earliest Enrollment Time; then click Save.

Setting Limits by Student Groups (back to Quick Links)

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 and then setting the enrollment limits for the selected students. 

Go to Student Learning Plans in the left-hand navigation menu and choose All Student Learning Plans. Click the Table Actions & Options Gear and select Filter Form. 

A window labeled Filter Search Results will appear. There will be two filters preloaded in this window.  School Year and End Date: You will want to leave these filters unchanged unless you wish to set Enrollment dates for SLPs outside of the current school year or whose end date has already passed. Click Select Column to open a drop-down of columns, and select the one you would like to filter for. 

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

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

Click the checkmark to the left of the column names in the table to select all remaining students. Selected students will be highlighted in blue color. You can also select/deselect individual students. Once at least one student has been selected, the Select Row Actions button will appear in the top right corner of the table. Click this box and select Set Enrollment Dates in the drop-down.

A window labeled Ale Parent Enrollment Dates will open up. Select the School Year, set the Class Enrollment Limit, Earliest and Latest Enrollment 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 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.