Programme Offering Close Process

Written By: iSIMS Support

Last updated: September 14, 2025

Programme Offering Close Process

Background

The Programme Offering Close Process ensures that student statuses are updated automatically based on course completion at the end of a programme offering, providing accurate enrollment figures.

Programme Offering End Date Process

At the end of the normal life of a programme offering, student statuses are updated based on the following rules:

1. Complete Courses

   • If the student has a passing grade for all courses on the programme map, their status is updated to:

     • Student – Complete / Awaiting Verification

       • This status can be modified on the System Settings page.

2. Incomplete Courses

   • If the student failed or did not attempt one or more courses on the programme map, their status is updated to:

     • Student – Incomplete

       • This status can also be modified on the System Settings page.

Programme Offering Extended End Date Process

At the end of the extended life of a programme offering, student statuses are updated as follows:

1. Complete Courses

   • Passing all courses → Student – Complete / Awaiting Verification

2. Incomplete Courses

   • Failing or missing courses → Terminated

   • Status can be modified on the System Settings page.

Prerequisites

To ensure the process is effective:

1. Verify that the end date for each programme offering is correct.

2. Set the extended life date for each programme offering.

3. Ensure the programme map is complete and accurate.

4. Avoid transferring students from one offering to another; use cross registration for students to sit courses in other offerings.

Additional Rules and Automation

1. Maximum Extension

   • A programme cannot be extended for more than 50% of its normal life.

2. Cross Registration Activation

   • At the end of the normal life, the cross registration feature is automatically enabled.

   • Students in partially closed offerings can register for courses in current active offerings to complete outstanding requirements.

3. Automatic Status Updates

   • The system can automatically update the status of students not registered by a specified date in each semester.

   • Example: Students may be moved to Leave of Absence if they are not registered two weeks before the end of the semester.

Notifications

To Staff

• Notifications are sent 4, 3, 2, and 1 week before the end of the normal and extended life of the programme offering.

• The list of users notified is determined by the Governing Body associated with the offering.

To Students

• Students with Student – In Training or Student – Incomplete statuses are notified 6 months before the normal and extended life ends.

• Notifications include:

  • Current status

  • Outstanding courses required for completion

• Messages use a system template that can be modified by the institution.