Viewing Enrollment transaction dates

Users with access to Enrollment Request (i.e., registration process) can now view transaction dates via the Enrollment 2 panel.

This panel is located at: Go, Manage Student Records, Manage Academic Records. Use, Enrollment, Enrollment 2 panel. Use the scroll bar to view Add, Drop and Grade dates for each course.

For Staff updating Hospitalization insurance info:

If no changes need to be made to current insurance policy information:

1. Press the INS button on the Enrollment Request 1 panel.
2. In the Comments field, enter the term code (e.g., 1009 for Fall 2000) for which you are enrolling the student.
3. Press OK.
4. Save, or proceed and Post with the enrollment transaction.

You may also use the Student Group panel to view this information. DO NOT make changes to insurance information on the Student Group panel.

PROGRAM / PLAN PROBLEMS:

Importance of Effective dates

Program Actions (e.g., plan changes, data changes) that effect term activation or tuition calculation must be effective dated before or equal to the first day of the term in order for them to be recognized for a particular term. Actions that occur within the same effective date are sequenced, starting at "0", using the Effective Sequence field.

Data Change vs. Plan Change?

A Program Action of "DATA--Data Change" is used when adding or changing a sub-plan or noting that a student has applied for degree. The applied for degree data change effective date is the date that the degree application was received in OTR.

A Program Action of "PLNC--Plan Change" is used to add or change a plan. Plan changes MUST be effective dated to the first date of the term for which they are effective. The plan change action allows all necessary corrections to be made to a student's plan and/or sub-plan panels (e.g., remove previous plans, add an honors sub-plan). All changes must be made to the panels before the panel is saved.

Other Program Actions

A program action of "COMP--Completion of Program" is entered when a student is awarded a degree. This action will stop activity for that career and program. A new career must be created to allow the student to enroll after a completed term.

A Program action of "DISC--Discontinue" is used to stop activity in a particular program. Because PeopleSoft will allow a student to be active in more than one program, the discontinuation must be entered manually. Allowing a student to remain active in multiple programs is problematic for term activation and tuition calculation. For example: when a non-degree student moves into a degree-seeking program/plan, their term activation must be updated. If both programs are left active the student may be incorrectly term activated as non-degree, which will cause problems for financial aid and calculation of tuition and fees.

Term Activation

Most of the errors received in the Term Activation panels are due to errors in the Program/Plan panel group. For example: if a student is term activated in a program that is then discontinued the corresponding term activation row becomes invalid. An error message is received when trying to save any subsequent changes to the term activation panel--until the program/plan error is corrected. OTR (or Help Line) staff can make corrections to the program/plan panels if necessary.

NOTE: Tuition is calculated from the term activation panel -- not the program/plan panels. Financial Aid also looks at the term activation panel.

Also, please do not check the "Override All Academic Levels" checkbox on the Term Activation panel. Doing so may cause problems with calculating statistics.

TIP! Viewing Program / Plan information

Update/Display ("P" icon) access allows access to most current information only. Use the Update/Display All ("P+" icon on toolbar) to see all effective dated rows on a record -- not just the most current.

Error Message: "No Values Found*" when trying to do a Plan Change

Check Operator Defaults. In most cases, defaults need only be set to the Institution level.

Error Message: "Student cannot be admitted to this Academic Plan until*"

This error occurs when trying to add a 'new' plan to an 'old' student. A fix is coming that will correct the problem by validating such changes based on the following logic:

Admit Term Check - The program/plan panels will use the admit term to validate. If the admit term is equal to the first term valid, or later, the plan will be accepted for any effective date. Of course, the normal rule applies that the effective date must be before or equal to the first day of the term in order for term activation to recognize and use the plan.

Effective Date Check - If the student's program admit term fails the admit term check, the Program/Plan panel logic will check the effective date. If the program admit term for the student is less than the first term valid on the plan, a second check is done to compare the effective date of the row being added to the first valid term. In this situation, the effective date of the plan change must be the first day of the first valid term of the plan or after.

Questions may be directed to the Student Records Help Line at 612/625-2803