Management--Recruitment and Admissions

Enrolment Systems
Richard Freeman

Context:
This selection from a chapter entitled "Managing Information, Guidance and Enrolment" discusses student enrollment.

Source:
Freeman, Richard. 1997. "Enrolment Systems." In Richard Freeman, Managing Open Systems. London: Kogan, pp. 23-25.

Copyright:
Reproduced with permission. Non-exclusive World English language rights granted by Kogan Page. ISBN 0749420561. Telephone: 0172-278 0433; Fax 0171-937 6348; Web Site: www.kogan-page.co.uk

The purpose of an enrolment system in most organizations is fourfold:

To create a contract between the organization and the learner making the terms clear to the learner and obtaining the learner's agreement to them. (If the scheme is in-house and does not involve the learner paying fees, the 'contract' will refer to the commitment that each party is making, rather than a legal obligation.)
To collect the information that the organization requires to meet the learner's needs. A decision has to be made as to which items of information should be collected on enrolment and which later. For example, some systems collect on enrolment all the information that the central administration needs, leaving tutors to collect later information that only they need.
To provide learners with the information that they need between the time of enrolment and starting the course.
To collect information needed for management and funding purposes.

How these requirements can be broadly met is set out in Table 2.4. This table distinguishes in sections 1 and 2 between the need to create a contractual relationship in fee-paying systems and the need to have an agreement in non-fee paying systems. Section 3 of the table deals with information collecting (meeting the needs of the organization) and information giving (meeting the needs of newly enrolled students).

Table 2.4 Functions of an enrolment system

Enrolment purpose	Examples of action needed

1. Fee-paying systems To create a contract between the organization and the learner. (See Example 7, page 26, where the contractual aspects of the form can be clearly seen)	Written terms of the contract, including the fees to be paid by the learner and when they are due learner's signature to show acceptance of the terms the signature of any other party to the agreement, eg, the learner's sponsor

2. Non-fee paying systems To create a commitment between the organization and the learner	written terms of the agreement, including the commitment expected of both parties learner's signature to show acceptance of the terms the signature of any other party to the agreement, eg, the learner's line manager

3. All systems To collect the information that the organization requires to meet the learner's needs (Example 7, page 26, shows one way of collecting this type of data.)	This will vary with the organization, but might include: personal and demographic details contact addresses and telephone numbers (eg, work and home) courses to be taken educational history—if needed, eg, for giving advice or providing exemptions from certain courses proposed study schedule—unless fixed by the organization details of any sponsors or supporters (eg, line manager's details)

To provide learners with the information that they need between enrolment and starting the course. Again, this will vary with the organization, but might include:	the course timetable—or, if self-paced, a format for the learners to make their own advice on preparing for the course—eg, materials to gather or contacts to make for project work details of what course materials will arrive (or need to be collected) and when tutor (or other key supporter) details, including how to contact them a contact point for any outstanding queries

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