Overview
Accurate expected and actual graduation dates are key to tracking on-time completion rates, reflecting your school’s efficiency and student success. This article explains how to set and maintain these dates.
Why It Matters
Inaccurate dates inflate enrollment counts and lower completion rates, obscuring performance.
Steps to Identify Enrollments where the Expected Graduation Date is Nearing or in the Past
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, Expected Graduation Date, Course Overview
Formula:
Name: Exp Grad Nearing or in Past
Formula: DATEDIFF(d, GetDate(), [Student Progress Detail.Expected Graduation Date])
Data Type: Number
Filters:
Enrollment Status = Enrolled
Group and Aggregate: Group by Student, aggregate by "Student Distinct Count."
Format Dates: Set "Date of Most Recent Lesson" to MM/DD/YYYY.
Format (optional): On "Exp Grad in Nearing or in Past", click the column header and then Forma->Cell Colors. From there, you can add color coding however you like. In this example, any value < 0 will be red, and any value < 60 days will be yellow. Any expected graduation date further out than 60 days will remain white. Choose any color scheme you like.
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.
Setting Expected Graduation Dates
Access Enrollment Details: Navigate to the student’s Course Overview page for the desired course. Click the Actions dropdown button and select View Enrollment.
Edit Enrollment: In the View Enrollment view, click Edit.
Enter Expected Graduation Date: Locate the expected graduation date field and input the date based on the course duration and start date (e.g., Jan 1, 2025 → June 30, 2025 for 6 months).
Save Changes: After entering the expected graduation date, click Save.
Update as Needed: Adjust the expected graduation date in the Edit Enrollment view for progress changes and click Save.
See Editing Enrollment Details.
Recording Actual Graduation Dates
Access Enrollment Details: Navigate to the student’s Course Overview page for the desired course. Click the Actions dropdown button and select View Enrollment.
Mark as Graduated: In the Enrollment Status field, select Graduated. A list of course requirements will appear.
Note: If a requirement is not met, click on it for more details.
Approve Graduation:
Select Graduation Approved.
Enter the Date of Graduation.
Optionally, add a note.
If the course requires a PIN for graduation, enter your PIN.
Note: The graduation approval note is only used in notification emails.
(Optional) Send Notifications: To send graduation notification emails, check the Send to user/s box and select the recipients.
Note: Sending a notification to the student is not required, as a graduation email is automatically sent to their address.
Save: Click Save. The student's enrollment status will update to "Graduated."
A graduation email is automatically sent to the student.
A training record is generated and can be found in the Documents tab of the Course Overview page. See View Course Documents for access instructions.
If graduation certificates are enabled, a certificate will also be available in the Documents tab.
Permission Required
You need the Add Student Graduations permission to change a student's enrollment status to Graduated.
Missing dates assume active enrollment, skewing metrics. See Graduate a Student from a course.
Best Practices
Set realistic expected dates and update promptly.
Record actual dates immediately.
Audit enrollments monthly for accuracy.