IN BRIEF
Proration in iClassPro adjusts tuition based on the number of enrolled days within a billing period when an enrollment begins after the start of the billing cycle or ends before the cycle concludes. The System calculates proration automatically using enrollment start/drop dates and any applicable Blackout Schedules. Canceling individual class dates does not affect proration.

• Overview
• Accessing the Feature
  • Configuring Billing Schedules
  • Enabling/Disabling Proration for a specific class
  • Enabling/Disabling Proration for specific Blackout Schedules
• Step-by-Step Instructions
  • Configure the Billing Schedule
  • Enable Proration on the Class
  • Enable Proration for specific Blackout Schedules
• Troubleshooting & FAQs
• Related Articles

Overview

Proration allows the System to discount or adjust tuition depending on when a student starts or drops a class relative to the billing period. Proration is calculated as a ratio of enrolled days to billable dates within the calendar month or session/rolling session, depending on the associated Billing Schedule setting.

• Proration applies only when:
  • An enrollment begins after the billing period starts.
  • An enrollment drops before the billing period ends.
  • A Blackout Schedule is attached to the class and proration is enabled.
• Proration does not apply when:
  • Class dates are canceled. Canceled dates do not change proration calculations and simply mark the class as not held.

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Accessing the Feature

Configuring Billing Schedules

Billing Schedules determine whether proration uses the calendar month or the session/rolling session based on the selected Billing Cycle.

To edit a Billing Schedule:

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS.
2. Expand the Billing Schedules section.
3. Select the pencil/edit icon next to the Billing Schedule you wish to edit.

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Enabling/Disabling Proration for a specific class

1. Navigate to the CLASSES page
2. Select the pencil/edit icon next to the class you wish to edit.
3. Navigate to the Billing tab.

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Enabling/Disabling Proration for specific Blackout Schedules

1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>BLACKOUT SCHEDULES.
2. Select the pencil/edit icon next to the Blackout Schedule you wish to edit.

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Step-by-Step Instructions

Configure the Billing Schedule

Billing Schedules determine whether proration uses the calendar month or the session/rolling session based on the selected Billing Cycle:

• Force Month
  • Prorates tuition over all billable dates in the actual calendar month.
  • Tuition is adjusted by the percentage of remaining class dates in the month.
  • Example: A class has five dates in a month; a student starting one week late (after one date) is charged 80% (4/5) of tuition.
• Force Month as 4 Weeks
  • Treats every billing period as four weeks, regardless of the number of actual class dates.
  • Proration only applies when billing days drop below what is expected for four weeks.
  • Example: If a month has five class dates, the System charges full price unless the student missed at least two dates (resulting in 3/4 tuition).
• Month/Session
  • Uses the session/rolling session dates to calculate proration.
  • If sessions are not used for the class, the behavior defaults to Force Month.

Monthly examples:

• Class meets four times; student starts week two = 75% tuition (3/4).
• Class meets five times; student starts week two = 80% tuition (4/5).

Session example:

• Class has ten total session dates; student begins week three = 70% tuition (7/10).

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Enable Proration on the Class

1. Navigate to the Classes page.
2. Select the pencil/edit icon to open the class.
3. Navigate to the Billing tab.
4. Enable Allow Proration.
   • For Flat Rate Classes, proration uses the percentage of remaining class dates multiplied by tuition.
   • For Hourly or Timeslot Classes, the System ignores any hours or timeslots missed due to late enrollment or early drop.

NOTE: Proration can be enabled/disabled for multiple classes at once by using the Class Quick Edit tool.

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Enable Proration for specific Blackout Schedules

1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>BLACKOUT SCHEDULES.
2. Select the pencil/edit icon next to the Blackout Schedule you wish to edit.
3. For Blackout Schedules set to affect "Billing Only" or "Both", choose whether you wish to enable Proration.

NOTE: Blackout Schedules set to affect "Closures only" do not allow Proration.

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Troubleshooting & FAQs

• Do canceled class dates affect proration?
  • Canceled dates do not change prorated tuition. They only indicate that a class will not be held and may allow staff to issue makeup tokens. Only enrollment start/drop dates and Blackout Dates impact proration.
• How do Blackout Schedules interact with proration?
  • Blackout Schedules are linked to a class through its Program.
  • Proration must be enabled on the class for Blackout Schedules to affect tuition.
    • For Flat Rate Classes:
      • By default, Blackout Dates reduce billable days, lowering tuition proportionally.
        • Example: Five total class dates with one blackout = 80% tuition (4/5).
      • To prevent discounting for blackout dates, enable Disable Proration for Blackout Dates within the Blackout Schedule.This distributes full tuition across the remaining dates, ignoring the blackout date.
    • For Hourly or Timeslot Classes:
      • Blackout Dates cause the System to ignore hours that fall on blackout days.
• Where can I learn more about creating Blackout Schedules?
  • For instructions on how to create Blackout Schedules and how they affect proration, see How Do I Create a Blackout Schedule?

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Related Articles

• How Do I Create a Blackout Schedule?
• How Do I Create/Configure Billing Schedules?
• How Do I Create or Edit a Class?
• How Do I Use the Classes Quick Edit Tool?

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