Course Change Request Workflow

The OpenEduCat Course Change Request module enables enrolled students to request a transfer from their current course to a different requested course. Students submit requests via the website portal, administrators review and process fee payments, and upon approval, OpenEduCat automatically cancels the existing course enrollment, creates a new enrollment in the requested course, generates fee lines, and sends email notifications at each workflow step.

Workflow Overview

A course change request progresses through five states:

  • Draft: The request has been submitted by the student (or created manually).

  • Fees Payment: The administrator accepts the request and prompts the student to pay the course transfer fees.

  • Approve: Fees are paid, the old course enrollment is set to Cancel, the student is enrolled in the new course, and fee lines are added.

  • Reject: The request is rejected by administration and a notification is sent to the student.

  • Cancel: The request is cancelled/withdrawn. A cancelled request can be reset to Draft using the Reset To Draft button.

Requirements & Dependencies

  • Depends on OpenEduCat Admission (Enterprise) (openeducat_admission_enterprise), OpenEduCat Fees Plan (openeducat_fees_plan), Sale Management (sale_management), and Mail (mail).

  • Installing OpenEduCat Course Change Request automatically installs these dependencies.

Note

Before students can request a course change, the destination course must have Course Change Fees and a fee Product configured under SIS ‣ Configuration ‣ Course Management ‣ Courses.

Student Portal Workflow

Submitting a Request

  1. A logged-in student navigates to their portal dashboard (My Account) and clicks the Course Change Request card.

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  1. The portal displays the student’s existing requests. Click Create Course Change Request to start a new request.

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  1. On the request form, the student fills in:

  • Select Current Course: Chooses from their active running courses.

  • Select Requested Course: Chooses the target course to transfer into.

  • Reason To Change: Provides a summary of the transfer reason.

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Note

The Requested Course cannot be the same as the Current Course. If selected, an error « Requested course is same as current course. » is displayed.

  1. Upon clicking Submit, the request is saved in Draft status with a sequence-generated reference number (e.g. REQ-001).

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Administration Workflow

Reviewing & Managing Requests

Administrators access backend requests via Admissions ‣ Admissions ‣ Course Change Request.

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Opening a request record displays all request details, student info, current/target course, fee product, order reference, approve date, and chatter history.

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Key Fields:

  • Request Number: Auto-generated sequence reference.

  • Student: The student requesting the transfer.

  • Current Course: The active course being transferred from.

  • Requested Course: The target course being transferred to.

  • Whole Course Fees: Service product representing course transfer fees.

  • Course Token Fees Ref: Linked sale order created when student pays fees.

  • Approve Date: Date when the request was approved.

  • Reason To Change: Student’s provided reason.

Requesting Fees Payment

Click Fees Payment to advance the request status to Fees Payment. OpenEduCat sends the Course Change Fees email notification to the student.

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Paying Course Fees (Student Portal)

On the student portal, requests in Fees Payment display a Pay Fees button.

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Clicking Pay Fees: 1. Creates a sale.order for the fee product configured on the requested course. 2. Generates a payment link (payment.link.wizard). 3. Redirects the student to the online payment portal.

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Approving the Request

Once payment is verified, the administrator opens the request record, selects the Whole Course Fees product (if not pre-filled), and clicks Approve.

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Upon approval: - The student’s enrollment in the current course (op.student.course) is updated to Cancel. - A new enrollment record (op.student.course) is created for the requested course with the associated fees product and fee terms (fees_term_id). - Draft fee lines (fees_detail_ids) corresponding to the new course’s fee terms are added to the student record. - An approval email (Approve Change Course Request) is sent to the student. - The Approve Date is stamped and status changes to Approve.

Avertissement

A Whole Course Fees product is mandatory prior to approval. If omitted, OpenEduCat raises a validation error « Please select course fees. ».

Mail Notifications

The module includes three automated email templates:

  • Course Change Fees: Sent when state moves to Fees Payment.

  • Approve Change Course Request: Sent when request is Approved.

  • Reject Change Course Request: Sent when request is Rejected.

Security & Access Rights

  • Back Office Admin / Admission Admin: Full access to backend menu and course change request records.

  • Multi-Company: Multi-company record rules isolate requests per company (company_id).

  • Students: Portal user access strictly limited to their own requests.