This feature allows the programme, occurrence and pricing to be changed for the registration. It is intended to facilitate changes prior to official enrolment, to avoid rejecting the registration and requiring the student to re-register.
Change Occurrence can be used in cases where the student chose an unsuitable course for their skill level, a start date for the course that clashes with prior commitments, or simply picked the wrong pricing for their circumstances.
However, it also relies on these issues being identified prior to enrolment, since after that point changes will need to be handled in VETtrak through whatever processes your organisation has in place for such situations.
Warning
Once the associated Web Enrolment has been processed in VETtrak, attempts to change the occurrence will be unsuccessful.
Important
VETenrol cannot refund fees paid, nor accept further payment(s).
Situations where the student has already paid via Credit Card and has overpaid (eg. they were eligible for a concession but picked the full fee pricing instead) or underpaid (eg. picked concession pricing but are ineligible) will need to be resolved by other means.
To use this feature:
- Click the ID for the registration. This will open the Registration Details page.
In the Registration Details section:
- Click the Change Occurrence link.
Note
The link will not be available for registrations where:
- The registration has been auto-processed (and the Enrolment ID has been retrieved).
- The registration type is Group Booking.
This will open the Change Occurrence page:
- Select the Programme, a Start Date and Price.
- The Show all occurrences checkbox can be used to select from published occurrences with a start date in the past.
- The checkbox options, when enabled, automate maintenance tasks associated with changing the registration:
- Automatically delete old web enrolment will delete the VETtrak web enrolment (if it exists) originally generated for the registration.
- Automatically create new web enrolment will make a new web enrolment in VETtrak for the changed details.
- Click Save to apply the changes.
Important
- Re-send the Participant Notification from the Registration Details after making a change so the student receives the new occurrence details.
- Parental approvals can be re-sent automatically as part of the Change Occurrence process for client under 18 at the time of registering. However, this will be restricted for parent approved registrations where a credit card payment has been made.
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