(Study) Groups

eBECAS provides the facility to indentify groups of students either sent directly to the College or sent via an agent. eBECAS has been changed and enhanced to provide multiple offers and enrolments for the same group. Group students are added to eBECAS and invoiced by groups or student. An example of a study tour is a Japanese based Secondary School who sends a group of 20 students for a cultural visit.

From the main menu you can search by Group name. If after searching the group name is not listed you can also add a new Group.

Each group includes group name, group contact address and phone, fax and email, group Airport transfer, group homestay arrangements/placements and group diary.

Each group can have offers and group enrolment details. This means that over several years there may be many group enrolment details and offers all stored together. A group offer is a planning and quoting tool. Once an offer is accepted, the financials are entered as debtors, and the group enrolment is entered. A student who is a member of a group can also have financial details entered / invoiced separately to the Group enrolment.

Typically the exchange between a Group and a College will involve one or many offers before a final offer is accepted and creates a Group Enrolment. An offer is completely flexible, and can be added and edited. I would suggest if an offer is significantly changed, that the old offer is cancelled and a new offer entered. By keeping this history, you to have a record of the negotiations.

A group offer lists courses, insurance, accommodation placement, accommodation, airport transfer and other fees. The maximum number of students for the group can be specified.

There are several features made specifically for the group course offer item. There is a student multiplier, so that the weekly course cost will be multiplied by the number of weeks and number of students the quote is for i.e. student multiplier.

There are several features made specifically for the group course offer item. There is a student multiplier, so that the weekly course cost will be multiplied by the number of weeks and number of students the quote is for i.e. student multiplier.

You can add the students for the study group. The students can be added as new students, which will add a new student record to the system. Ideally you should first check the New (Existing) students, so that the student is not duplicated.

The standard Student screen is displayed for you to add student details.

The standard Student screen is displayed for you to an add existing student.

You can add multiple students to the Group offer.

When the offer has needs to be accepted and you need to create an enrolment, press the Action - Accept Offer button on the left hand panel. This will generate the group enrolment and enrolment details for the group for all students.

After the Group offer has been accepted, the Group Enrolments can be displayed. Now the current, future and history of past Group Enrolments is displayed for that Group.

Group Enrolments details can be displayed by pressing Modify or double clicking the enrolment.

Group Enrolments details include History (changes to enrolment start, end, course length).

Group Enrolments fee details. A Group can have invoices / payments / credits / debits. Fees can be scheduled for part payment. Fees can be viewed by Invoice, Transaction, and Scheduled payments (showing payments to Homestay accommodation provider, transfers and insurance.

Group Enrolments students details.

You can display the student details by pressing the View - Student button. You can also display the student enrolment by pressing the Student Enrolment button. The student enrolment shows the Group the student belongs to. Notice the student can also have other non group enrolments. This is significant and is why it is always best to check whether each student member of the group. You can see the enrolments identified as to which are Group Enrolments.

(Study) Group Offers

Group Offer search is provided to follow up offers that have not been accepted yet. This is desigend for the marketing department to review what Group offers have been sent or are being prepared to follow up. Offers can be searched by offer date, any start date of any courses listed in the offer, any accommodation request start date of any homestay listed in the offer and any airport transfer start date of any airport transfer listed in the offer.