Enrolment enquiry creation windows

The Create new Enquiry - Contact Name window is displayed first when creating a new enquiry.

To add details for a new enquiry:

Enter the details of the person enquiring for the student. The person enquiring may be:
• the primary contact who is legally responsible for the student; usually a parent
• an enquiring contact, such as a grandparent or a friend, requesting a prospectus on behalf of the parents.
Either:
• Select the Contact is also the Enquirer field if the enquiry student and the contact are the same person. For example, mature age students enrolling in a course.
• Clear the field, if not.
Click .
The Possible Name Match Found window is displayed if the information you enter matches one or more members of the community database.
You can either:
• Select a community record from the grid and click to make them the enquiring student's contact.
• Click to create a new enquiry record.

The following windows are displayed, depending on the selections made:

Spouse details, if offered. See Spouse Name window in the Community manual for a similar example.
Address details. See Home Address window in the Community manual for a similar example.
Note: You can enable the Quick Address System (QAS) to display matching address records as you type into address fields. See Configuring address validation.
Relationship details. See Select Couple Relationship window in the Community manual for a similar example.
Mobile phone and email details. See Create New Enquiry - Mobile/Email window.
Contact's phone and occupation details. See Phone/Occupation window in the Community manual for a similar example.
Spouse's phone and occupation details. See Phone/Occupation window in the Community manual for a similar example.
Student details. See Create new Enquiry - Enquiry Student Name window.
Enquiry status for the student. See Create new Enquiry - Enquiry Status window.
Other details for the student. See Create new Enquiry - Other Student Details window.
Student contact relationship details. See Create New Student - Establish Relationships window in the Current students manual for a similar example.
Enrolment details for the future student. See Create new Enquiry - Enrol Details window.
Enrolment status for the future student. See Create New Future Student - Enrol Status window.

It is recommended that you create a student record, not just a contact so that:

you can produce a prospectus
there is an enrolment date associated with the records.

Create new Enquiry - Contact Name window key fields

Field	Description
Use existing ID	If you know the Synergetic ID of an existing community member, select this field and enter the ID in the ID field. The details of the person are retrieved from the community database.
Title	Primary contact's title.
Surname	Primary contact's last name.
Given 1	Primary contact's given name.
Preferred	Primary contact's preferred name. Tip: When the Given 1 field is selected, press the Tab key to automatically populate the same value in the Preferred field. You can type another name if required, for example if the primary contact's given name is Stephen, you could type Steve.
Other Given	Primary contact's other given names.
Gender	Primary contact's gender. In most cases, this field is automatically completed when you select the person's title. In some cases, you need to select their gender. For example, Dr (doctor). Note: You can define the list of genders used at your organisation using the luGender lookup table. See luGender lookup table. Note: The following window is displayed when there is a gender mismatch between the Title field and Gender field.
Date of Birth	Primary contact's date of birth. Note: This field is only displayed if the Contact is also the enquirer field is selected. This usually applies to tertiary organisations or international students doing the final year of their studies. If the Contact is also the Enquirer field is selected and their date of birth is: Not specified for the student, a message is displayed. Outside the minimum or maximum range, a message is displayed on the Create New Enquiry - Enrol Details window. See Create new Enquiry - Enrol Details window. Note: See MinimumStartingAge, MaximumStartingAge configuration settings in the System maintenance manual.
Mail Format	Address format for the community member. For example, whether their initials should be used, or an ampersand instead of 'and'.
Contact is also the Enquirer	Select if the contact is also the student enquiring, to avoid repeating address information. This normally only applies to mature age students. Clear the field if the person making the enquiry is not the student enquiring.