Process Course Change Requests

Process Course Change Requests

Allow students to request course transfers with approval workflow and fee handling.

Time: 5–10 minutes per request Module: OpenEduCat Course Change Request Permissions: Academic Administrator or Registrar

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Prerequisites

• Student enrolled in a course
• Target courses available
• Course change fees configured (optional)
• Access to Academics or Students menu

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Overview

The Course Change Request system enables:

• Student-initiated course transfers
• Multi-stage approval workflow
• Reason documentation
• Course change fee handling
• Academic record updates
• Batch reassignment

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Course Change Workflow

Student Submits Request
         ↓
    Under Review
         ↓
Approved → Course Changed
    ↓
 Rejected

State	Description
Draft	Request created
Submitted	Awaiting approval
Approved	Request approved
Rejected	Request denied
Done	Course changed

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Steps

1. Configure Course Change Fees (Optional)

If charging for course changes:

1. Navigate to Courses → Course
2. Open course record
3. Enable Course Change Fees
4. Set fee product:

Field	Action
Course Change Fees	Enable checkbox
Product	Select fee product

5. Click Save

2. Submit Course Change Request

Student/Admin submits:

1. Navigate to Students → Course Change Request
2. Click New
3. Complete the request form:

Field	Action
Student	Select student
Current Course	Auto-populated from enrollment
Requested Course	Select target course
Reason To Change	Explain reason for transfer

4. Click Save
5. Click Submit to send for approval

3. Review Course Change Request

As Academic Administrator:

1. Navigate to Students → Course Change Request

2. Filter by “Submitted” state

3. Open the request

4. Review:

   • Student academic standing
   • Reason for change
   • Target course availability
   • Credit transfer possibilities

5. Decision:

   • Click Approve to accept
   • Click Reject to deny

4. Process Approved Request

After approval:

1. Open approved request

2. System shows approval date

3. If fees required:

   • Generate invoice
   • Collect payment

4. Click Process Change

5. System updates:

   • Student course record
   • Batch assignment
   • Academic history

5. Handle Fee Collection

If course change fee enabled:

1. After approval, fee invoice generated

2. Student pays via:

   • Portal payment
   • Counter payment
   • Bank transfer

3. After payment:

   • Course change processed
   • New enrollment activated

6. Update Student Records

System automatically:

• Updates student’s current course
• Assigns to appropriate batch
• Maintains history of previous enrollment
• Links to course change record

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Field Reference

Course Change Request (op.student.course.change.req)

Field	Technical Name	Type	Required	Description
Request Number	name	Char	Computed	Sequence ID
Student	student_id	Many2one	Yes	Requesting student
Current Course	from_course_id	Many2one	Yes	Source course
Requested Course	to_course_id	Many2one	Yes	Target course
Reason To Change	reason_to_change	Text	No	Transfer reason
State	state	Selection	No	Request status
Approve Date	approve_date	Date	No	When approved
Product	product_id	Many2one	No	Fee product
Company	company_id	Many2one	No	Company

Course Extension (op.course)

Field	Technical Name	Type	Required	Description
Course Change Fees	course_change_fees	Boolean	No	Enable fees
Product	product_id	Many2one	No	Fee product

Student Course (op.student.course)

Field	Technical Name	Type	Required	Description
State	state	Selection	No	Enrollment state
Batch	batch_id	Many2one	No	Current batch

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Views Available

View	Features
List	All requests with status
Form	Full request details
Kanban	Visual status cards

Request Dashboard

Administrators see:

• Pending requests
• Approved this month
• Rejected requests
• Processing time metrics

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Portal Features

Student Portal

Students can:

• Submit course change requests
• View request status
• Pay course change fees
• See approval history

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Troubleshooting

Issue	Cause	Solution
Cannot select course	Course not available	Check course status
Request pending	Not reviewed	Contact academic office
Fee not generated	Fee not configured	Enable course change fees
Course not changed	Request not processed	Complete processing
Wrong batch	Auto-assignment	Manually adjust batch

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Best Practices

1. Clear policies: Define course change rules
2. Deadlines: Set request deadlines per term
3. Valid reasons: Require documented reasons
4. Timely processing: Handle requests promptly
5. Communication: Notify students of decisions
6. Academic advising: Recommend advisor consultation

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Security Notes

Role	Capabilities
Academic Administrator	Full CRUD, approve/reject
Registrar	Process requests
Student	Submit own requests (portal)
Faculty Advisor	View assigned students

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Integration Features

Student Integration

• Enrollment status update
• Academic record linkage
• Batch reassignment

Fee Integration

• Course change fee invoicing
• Payment tracking
• Receipt generation

Academic Integration

• Credit transfer consideration
• Subject mapping
• GPA recalculation

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Email Templates

Request Submitted

Subject: Course Change Request Submitted - [Request Number]

Dear [Student Name],

Your course change request has been submitted.

Request Number: [Request Number]
Current Course: [From Course]
Requested Course: [To Course]

We will review your request and notify you of the decision.

Request Approved

Subject: Course Change Request Approved - [Request Number]

Dear [Student Name],

Your course change request has been approved.

Previous Course: [From Course]
New Course: [To Course]
Effective Date: [Approve Date]

[If fees apply: Please pay the course change fee to complete the transfer.]

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Related Tasks

• Manage Student Records
• Configure Courses
• Configure Fee Collection