eBECAS Overview
Index
The purpose of this documentation is to provide a quick overview of facilities with screen shots of eBECAS.
eBECAS provides 2 groups of menu options Main and Reports, the display and editing of information is via Main Menu
Current Language Enrolments
The primary way to view currently enrolled students is via the main menu option Language Enrolments. The Language Enrolment search is then displayed:
Simply by pressing the Search button on the top of the left panel, the current Student enrolments are displayed, with any filters applied.
Enrolment Details
To display the enrolment details simply double click (select) the student highlighted. The current enrolment details are displayed. An enrolment relates to a course of study for a period of time.
Each tab displays details about the enrolment, the classes tab displays current classes being attended and class history.
Attendance is usually enterered by class. From the main menu Classes, where each Class room and teacher is displayed, you can display the current students allocated to the class and enter absences for that week (Language CLasses - Search - Absence). Any absences entered can also be displayed and updated / entered by student. Any absence entered updates the attendance calculations of overall, current (progressive attendance) and not counted current and overall attendance percentage.
Student search
Students both in history, current and future can be found from the main menu Student search which enables you to locate the student by student number, first name, middle name (or nickname), last name, location (campus) and up to 5 user defined search fields. Any field can be searched with a partial details (starts with for text, ends with for numbers) or in full, all matches are displayed.
Student Details
Student details can be displayed from the student search grid. The easiest way to view the student details is by moving to highlight the student and "double click" the required student in the search grid. Alternatively if you know particularly what you want to view, you can select the corresponding View menu option on the left of the search result grid. The Student View options are: Enrolments, Offers, Student Address, Student Diary, Student Homestay, Student Airport and New Offer (if the student you were looking for does not exist and you want to enter a new offer for a student.
The Student details are comprehensive. From Student Details, Student number, Gender, Date of Birth, Age, Name, Citizenship, Mother tongue, Student type, Pathway study options and memo area for Notesup to 10 user defined fields (in this example passport number, and eCoE number have been used), the first 5 user defined fields can be searched from the Student search screen.
Other student details include:
Address
Dairy
Homestay Placements
Airport Transfers
Visas
Insurance
Offers
In eBECAS we have integrated a marketing based offer system. Offers do not impact the College's financials. Offers are designed to be inquires entered as "maybe's". Offers are entered with details about courses and services and sent to students and agents. Offers can be searched by offer date (for example marketing can follow up offers sent in the last few weeks), course start date (to follow up for courses starting in the next month) and airport transfer date and homestay request date. Offers should be cancelled, changed or withdrawn so there should be no active offers that have not be accepted for past course start dates. This provides a pro-active way to follow up offers sent to students and agents. Once and offer is accepted, there is no rekeying needed to upgrade the offer to accepted and generate enrolment details.
Offers can be searched from the main menu Offers
Select the offer to display the offer details. Alternatively, from the Student Details, Offer tab, you can display the offer details.
Offers are flexible, and are used to follow up with students and agents to obtain a genuine starter. Once an offer is "accepted" an enrolment is generated. Changes can be made to the cost of any offer item including the course. The start date and the course length can also be changed.
When the offer is accepted, and the student makes payment or arrives, the offer should be confirmed and upgraded to an enrolment by "accepting" the offer.
When the offer status is changed to accepted, the details of the booking are confirmed and used for the enrolment. An invoice is generated as part of this conversion process. The invoice date is the day the offer is conveted. At this point the fees will appears in eBECAS Financials with fees owing/due. This conversion from an offer to an accepted enrolment is effectively the 'point of sale'. A receipt can only be made against an enrolment which has a invoice. Once the offer is accepted, the offer cannot be changed.
Enrolments
Once an Offer is accepted, you have an enrolment. Only when there is an enrolment is a student able to be placed in classes/s. A student can have over time many enrolments. eBECAS provides the facilty to group enrolments to enable attendance to be calculated over different courses, and identify starters once for multiple courses.
By "double clicking" the highlighted enrolment or pressing the modify button, the details of the enrolment can be displayed.
We provide the facility to change the course start date, cancel the enrolment and extend the length of an enrolment. This is provided in a managed way where we keep history of these changes, that effect revenue and class allocations. These options are available from the extension / changes button under Details on the left panel.
We also keep a complete history of changes to the enrolments which are used in calculating income recognition.
Each enrolment has a fees screen showing Invoices, eceipts and other credits against the students account (such as refunds, bank fees or discounts). The default (standard) view is by transaction, but we also have the option to display fees by invoice (showing due date), Scheduled payments and Drawdowns for the enrolment.
Each enrolment has details about Leave (where the course length can be extended or not for the period of leave), Absences for the student enrolment, Results (extrance, progress and final grades) and Classes which displays current and class history. This information is included in the income recognition calculations.