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Enrollment in Edurie works on two levels. First, a student is enrolled in an Academic Period — this creates the top-level enrollment record that anchors everything else for that semester or term. Second, the student is enrolled in individual classes through course enrollment records. Both levels must exist before the student appears on a class roster, can be marked present in attendance, or can receive a grade.

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Enrollment record

An enrollment record represents a student’s participation in a specific Academic Period. It stores:
  • The student and academic period it covers
  • The student’s assigned program and curriculum version for that period
  • The student’s assigned section (if applicable)
  • The overall enrollment status for the period
Creating an enrollment record is the first step every term. Without it, the student is not considered active for that period and cannot be added to any class.

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Course enrollment

A course enrollment record represents a student’s placement in one specific class. It stores:
  • Which class the student is in
  • The date enrolled
  • The enrollment status (see below)
  • Final grade, once recorded
A student can have many course enrollment records per period — one per class they attend.

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Enrollment statuses

StatusMeaning
ENROLLEDThe student is actively attending this class.
DROPPEDThe student withdrew from the class after enrolling. Grade is not recorded.
PASSEDThe class is complete and the student received a passing grade.
FAILEDThe class is complete and the student received a failing grade.
A dropped course enrollment does not remove the student from the period-level enrollment record. The student remains enrolled in the period and continues attending their other classes.

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Adding a student to a class

Use this workflow when a student needs to be manually placed into a class — for example, a late enrollee or a student joining a class outside their section’s reserved offerings.
1

Verify the period enrollment record

Before adding a class, confirm that the student has an active enrollment record for the current Academic Period. Go to Students → [Student Name] → Enrollments and check for a record with status Enrolled for the current period.If no record exists, create one by selecting Enroll in Period and choosing the appropriate Academic Period, program, and curriculum.
2

Find the target class

Navigate to Academics → Classes and search for the class you want to add the student to. Confirm:
  • The class is in the correct Academic Period.
  • The class has available seats, or you have authority to override capacity.
  • The class’s reservation permits this student (open, or the student’s section or program matches).
3

Add the student to the class

From the class’s Roster tab, select Add Student and search by name or student number.Alternatively, open the student’s profile, go to the Enrollments tab, and use Add Class to assign them to the target class.On success, the student appears on the class roster with status ENROLLED.
4

Confirm the schedule

After adding the class, verify there are no schedule conflicts with the student’s existing classes. Edurie surfaces a warning if the new class overlaps with another class the student is already enrolled in.

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Swapping a class

A swap replaces one course enrollment with another in a single atomic operation. Use a swap instead of a manual drop-then-add when you want to ensure the student is never left without either class during the transition — for example, when moving a student from one section of Mathematics to another. From the student’s profile, open the Enrollments tab, select the current class, and choose Swap Class. Pick the target class to complete the transfer. The system validates capacity on the incoming class before completing the swap. If the target class is full, the swap is rejected and the original enrollment remains unchanged.

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Dropping a class

Dropping a class changes the student’s course enrollment status to DROPPED and removes them from the class roster and attendance sheets. The drop is recorded with a timestamp and the identity of the staff member who performed it. To drop a class, open the student’s profile, go to the Enrollments tab, select the class, and choose Drop Class. Enter a reason for the drop and confirm. From the student’s Enrollments tab, open the class and choose Drop Class. You will be asked to provide a reason, which is stored in the audit log.
Dropping a class does not delete the course enrollment record. The record is retained with status DROPPED for auditing and transcript purposes. If you need to reverse an accidental drop, contact your system administrator to restore the enrollment status.

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Capacity rules and overrides

By default, Edurie enforces the seat limit on every class. When the enrolled count equals the declared seat capacity, the Add and Swap operations return an error. Authorized users (typically registrars and academic administrators) can override capacity to add a student to a full class. Overrides require a written reason and are logged in the audit trail.
Capacity overrides should be used sparingly. Consistently over-enrolling classes beyond their declared seat limit can affect room safety compliance, grading workload reporting, and accreditation data. Every override is permanently recorded in the system audit log along with the authorizing staff member’s identity.
To perform an override, toggle Force Enroll when adding the student and provide a written reason.

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Viewing a student’s enrollment history

You can view a complete record of all past and present enrollments from the student’s profile.
  1. Go to Students and open the student’s profile.
  2. Select the Enrollments tab.
  3. Use the Academic Period filter to narrow the view to a specific semester or year.
  4. Expand any period record to see all course enrollments for that period, including dropped classes and final grades.

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Bulk enrollment

When an entire section needs to be enrolled into all of its reserved classes at once — common at the start of every term — use the bulk enrollment action:
  1. Navigate to Academics → Sections → [Section Name].
  2. Select Bulk Enroll from the section actions menu.
  3. Confirm the list of students and reserved classes.
  4. Edurie creates one course enrollment record per student per reserved class. Students already enrolled in a given class are skipped.
Run bulk enrollment after finalizing the section roster and confirming that all reserved classes are correctly configured. Changes to the roster or reserved classes after bulk enrollment require manual add or drop actions for individual students.