We discovered a workflow gap that may affect other schools using the Admissions module.
When a student is enrolled manually via Admissions > Student Enrolment > Add (rather than through the full Admissions acceptance flow), Gibbon correctly creates the gibbonStudentEnrolment row at Form Group level, but does NOT create the corresponding gibbonCourseClassPerson Student rows.
The result is that the student is invisible in the Course Class participant view and does not appear in attendance, markbook, or reports for that class - despite being correctly enrolled in the Form Group.
The autoEnrolCourses = Y setting only fires during the Admissions acceptance processor (step 3 of the flow). It does not trigger when:
A student is added directly via Student Enrolment
A student is moved between Form Groups manually
After a School Year Rollover
The bigger issue: As we understand it, once the student account already exists in the system, there is no UI path to retroactively trigger autoEnrolCourses. The only fix is a direct SQL INSERT into gibbonCourseClassPerson, correct?
Suggested improvement: A button or action on the Student Enrolment screen that triggers Course Class enrolment for an already-enrolled student, similar to what the acceptance processor does. Alternatively, a warning message when a student is enrolled manually without Course Class enrolment being created.
We are running Gibbon v30.0.01. Happy to provide more detail or test a fix.
Thank you for reporting this. We’ve reviewed it, and the current behaviour is intentional.
Form-group enrolment and course-class enrolment are separate by design. Auto-enrolment is available not only in Admissions acceptance, but also on Admissions > Student Enrolment > Add and Edit, when Form Group ↔ Class maps exist and Auto-Enrol Courses is set to Yes.
If a student was enrolled without that option, use either:
Timetable Admin > Sync Course Enrolment, or
Student Enrolment > Edit with Auto-Enrol Courses set to Yes.
School Year Rollover also does not auto-enrol into courses. However, running Sync Course Enrolment afterwards is the expected step.
Thank you for the clarification. We tested this on a copy of our v30.0.01 installation, and you are right.
Admissions > Student Enrolment > Add has the Auto-Enrol Courses switch, and it is on ‘Yes” by default.
Adding an existing student who had no enrolment for the year created the enrolment and the course class row in one step. So the premise of my post, that only a direct SQL INSERT could create the class rows, was wrong.
One of our cases also had a different cause than I assumed. An application was accepted without a Form Group chosen, so the account was created but no enrolment was. That is separate from missing class rows.
What we did not test is Student Enrolment > Edit or Timetable Admin > Sync Course Enrolment, so I cannot say anything about those two routes. I also cannot fully explain why class rows were missing in our earlier cases, sorry for that.
There is nothing to change on the Gibbon side. Thanks again for the help and clarification!