# Graduate a student, or end an enrollment

> Certify the record first if the course is Part 141, then graduate. Terminated and transferred enrollments keep everything already recorded.

Source: https://www.aerscheduler.com/docs/training/graduate-or-end-an-enrollment
Section: Training and curriculum. For: Owners, Admins.

On a Part 141 course, click **Certify record** in the training record header first, then
**Graduate** and type the graduation certificate number. On a Part 61 course, Graduate is the
only step. To stop an enrollment that will not finish, use **End enrollment** and choose
Terminated or Transferred out.

**Who can do this:** Owners, Admins

Instructors can do all of this if they hold the Enroll and graduate grant.

## Certify a Part 141 record

§141.85 makes certifying the student's record the chief instructor's job. In AerScheduler
that is one button in the training record header: **Certify record**. It stamps the record
with the date and who clicked it, and a Record certified badge appears in the header.

The button only exists on Part 141 courses, and only while the enrollment is still In
training.

> **Careful:** AerScheduler does not check that the person clicking is your chief instructor. It checks that
> they are an admin or hold the Enroll and graduate grant. Make sure the right person signs
> in and does it.

Until the record is certified, graduating a Part 141 student is refused.

## Graduate a student

1. **Open the student's training record**

   `Training → Students → the student` (web console)

2. **Click Graduate**

   In the page header.

3. **Type the graduation certificate number**

   Part 141 only. This is the §141.95 number, stored on the record for your audit trail.

4. **Click Graduate**

   The status badge changes to Graduated and the graduation date is recorded.

![Graduate dialog](https://www.aerscheduler.com/docs/graduate-dialog.png)

> **Note:** No certificate document is produced. The number you type is stored, not printed. Whatever you
> hand the student is still yours to produce.

## Why the Graduate button is disabled

On a **Part 61** course it never is. Nothing blocks graduation no matter how short the hours
are, because the instructor decides readiness and the FAA counts the hours at the checkride.
The requirement bars are advice, not a gate. If lessons are unfinished or requirements are
short, the Graduate dialog lists them before you confirm, and Graduate stays a secondary
button until the course is complete.

On a **Part 141** course it is disabled while either of these is true:

- the record has not been certified, or
- any requirement sourced from Part 61 or Part 141 is still unmet.

The reason is written in the amber "Not ready to graduate" card on the **Overview** tab,
which names the outstanding requirements. If you are sitting on the Requirements or Lessons
tab you will see a dead button and no explanation, so go back to Overview.

![Training record, Overview tab](https://www.aerscheduler.com/docs/enrollment-overview.png)

Requirements you created with **Comes from** set to "Our own" never block graduation, however
short the student is. Only a Part 61 or Part 141 requirement can stop it. See
[Add hour and landing requirements to a course](https://www.aerscheduler.com/docs/training/add-hour-requirements).

## End an enrollment: terminated or transferred

For a student who stops, or who moves to another school.

1. **Click End enrollment**

   In the training record header.

2. **Choose Terminated or Transferred out**

   Pick the one that is true. This distinction is exactly what a student disputes two years
   later, which is why the reason is stored on both.

3. **Type a reason, then click Record it**

   The status, the date and the reason are recorded, and the change is written to the audit
   trail.

## What happens to the record afterwards

Nothing is removed. Every lesson record, every signature and every ledger credit stays
exactly as it was, whether the student graduated, quit or transferred. §141.101 requires the
school to keep the record either way.

Two consequences worth knowing:

- **No further lesson records can be added.** Once an enrollment is graduated, terminated or
  transferred, the console refuses new records against it, and there is no un-graduate. If
  there is an unrecorded ground lesson, record it before you graduate them.
- **An unbilled enrollment fee is still billable.** A student who left in week two may still
  owe it, so the Bill button stays on the record. See
  [Charge a course enrollment fee](https://www.aerscheduler.com/docs/training/course-enrollment-fee).

## Re-enrolling a student later

A student may only have one active enrollment per syllabus version, but after a termination
they can be enrolled again on the same version. The old enrollment stays where it is, with
its own records, and the new one starts empty.

If they are coming back after a long gap, consider posting their earlier hours as
[prior training credit](https://www.aerscheduler.com/docs/training/credit-prior-training) against the new enrollment,
dated when they were actually flown.