Overview
Stale enrollments are those with an "enrolled" status but no training activity in the last six months. These can inflate student counts and skew metrics like instructor-to-student ratios and training frequency. This article explains how to identify and close out stale enrollments for accurate data.
Why It Matters
Stale enrollments distort your student base, making it harder to assess operational efficiency. Regular audits ensure accurate metrics, optimize resources, and improve reporting.
Steps to Identify Stale Enrollments
Use the Student Progress Detail report in FSP Reporting:
Access Reporting: Log in to Flight Schedule Pro and go to reporting.
Select Report Type: Choose "Student Progress Detail."
Configure Parameters:
Include Fields (additional as desired): Student, Course, Date of Enrollment, Date of Most Recent Lesson, Enrollment Status, Date of Graduation, Course Overview
Filters:
Enrollment Status = Enrolled
Date of Most Recent Lesson < Today - 6 Months (adjust as needed)
Optional: Date of Enrollment > 1/1/2023 (remove for all enrollments)
Group and Aggregate: Group by Student, aggregate by "Student Distinct Count."
Format Dates: Set "Date of Most Recent Lesson" to MM/DD/YYYY.
Save the Report.
Modify enrollment status: Customers can click the "View" link under the "Course Overview" column to quickly access a student's enrollment and make necessary changes. Note that any changes made will not be immediately reflected in the report.
Actions to Take
Review the report and update each stale enrollment:
Graduated: For completed courses.
Transferred: For students who moved schools or perhaps into a different course.
Terminated: For dropouts or inactive students.
Delete: Only for enrollments with no training data.
Update statuses in the Training Hub. See Managing Enrollments.
Best Practices
Audit enrollments quarterly.
Train staff to update statuses promptly.
Monitor reports to catch new stale enrollments.