Ordering and Processing GA Radiology Course Enrollments

Assigned To: Dan Tietz, Jessica Myers, Trent Scipio, Carly Cavagnoli, Danielle Johnston

Category: Student Life Cycle

Department: Academic Advisor

SOP Rule: Cadence

Status: Approved and Implemented

Purpose

Defines the process for ordering and processing radiology course enrollments for Georgia Dental Assistant students.

Scope

Applies to Academic Advisors responsible for coordinating student enrollment, payment, and communication for radiology certification courses.

Trigger

• Georgia Dental Assistant classes reach weeks 9–10 in the program

Process Overview

1. Prepare Student Rosters

• Identify eligible GA classes in weeks 9–10
• Download student roster from ZQL
• Extract and format student names and emails
• Upload and organize data in Google Sheets
• Calculate total enrollment cost based on student count

2. Submit Course Request

• Email Dr. Rick Waters with class enrollment files
• Include notes for any dual-state enrollment requirements
• Attach formatted roster files

3. Process Payment

• Receive invoice from vendor
• Pay using Divvy card
• Download payment receipt
• Upload receipt to Bill.com
• Complete transaction details and documentation

4. Notify Students

• Post announcement in Canvas
• Provide instructions for accessing course
• Guide students on certification completion steps

Key Rules

• Verify all students are eligible before enrollment
• Ensure Divvy funds are sufficient before ordering
• Track all transactions and receipts accurately
• Communicate clearly with students after enrollment

Completion Criteria

• Students successfully enrolled in radiology course
• Payment completed and recorded
• Receipts uploaded and documented
• Students notified and able to access course

Tools and Systems

• ZQL (Student roster extraction)
• Google Sheets (Data preparation)
• Divvy (Payment processing)
• Bill.com (Transaction tracking)
• Canvas (Student communication)

Revision History

• Version 1: 06/26/2025
• Version 2: TBD
• Version 3: TBD