Admissions – Student Non-Term Enrollments

Field	Description
Key	Automatic; refers to the number sequentially assigned for non-term enrollments posted for this student.
Active Record?	Automatic; refers to the students status and defaults to YES, change to NO if the student is an inactive student. When posting past data this might possibly need to be changed to No.
Enrollment date	Required; defaults to today’s date. Change to the date that you enrolled the student (the date the student signed an enrollment agreement).
Get charges based on:	Automatic; defaults to the Start Date or Enrollment Date (defined in the controls in 1015), change when appropriate.
Start Date:	Required; defaults to the selection made in the Student Profile, change when appropriate.
Manual Expected End Date	Optional; overrides the original expected end date used in other modules. Typically this date is only used when a school cannot provide an accurate schedule for the student. This date will need to be updated manually by the school if student’s projected end dates changes, ex. due to LOA.
School Tour Date	Optional; used to note the day the student took a school tour.
Distant Educ:	Refers to if Program of Study will be taught on campus or as distant education
Course of Study	Required; defaults to the selection made in the Student Profile, change when appropriate.
Admissions Criteria	Automatic; based on controls defined in either TRX1013, 1014, 1015 or 1016.
Is Student ATB?	Optional; defaults to NO, change to YES when the student is an ATB student. Schools who do not accept ATB students will not see this option as defined in the control TRX.
ATB Date	Date of ATB test or other proof of ATB
Contract	Optional; choose if students tuition is being paid by a contract; choices are defined in the control TRX 3001 Contract Definitions.
Kind of Enrollment	Required; choose from one of the following options: New: automatic if it is the first enrollment; use for first time enrollments unless previous enrollments were a non-start, cancellation or no show. Re-Enroll: automatic if it is not the first enrollment; use if this enrollment is a previous Graduate or Withdrawal with no applied transfer credits. Transfer Within Institution: Override; use when the student is transferring within an institution and/or transfers from one program to another and doesn’t required a re-enrollment Attended Other Postsecondary: Override; use this option when the student has previously attended other colleges. Re-Enroll with posted previous hours overriding system: Override: use when a student withdrew and is returning with applied transfer credits, or if the student has completed one program and is attending another program that requires re-enrollment and transfer credits are being applied.
Admissions Staff	Staff enrolling the student
Intended Session	Refers to options created under Trx 3007
Status	Required; defaults to Full Time, change to the correct enrollment attendance status if appropriate (No Info, Full Time, Three Quarter Time, Half Time, Less then Half Time, Part Time).
Transfer Hours	Conditional; This is important as it affects the student’s tuition and FA; if the student is transferring from another institution then enter the hours being accepted for transfer if applicable. If the student is returning to school after 180 days from a previous enrollment then enter the hours being accepted for transfer if applicable. If the student is returning to school within 180 days the system will automatically show the hours being transferred from the previous enrollment.
Prev Hours	If student is not receiving Academic Credit for all hours/credits taken previously, enter the difference as a negative number to offset the enrolled credits.
Regular Flag:	Conditional; if the option Regular Student in the student profile is set to NO then you will choose the appropriate choice (While Attending High school or Just Taking Classes).
Expected HS Grad Date	Conditional; if you have chosen the Kind of Non-Regular Student option While Attending High School you will also need to enter the expected High School graduation date.
Aid Hold Flag	Yes- student Title IV will not appear under Payable Checks
SAT Prog Flag	Yes- student Title IV will not appear under Payable Checks due to Satisfactory Progress
Enrollment subject to STRF?	Yes if student is a resident in CA and entire tuition isn’t being paid in full by third party.
Tuition	Automatic; defaults to the value defined in the controls in TRX 1016-1018. This field can be overridden.
Fees	Automatic; defaults to the value defined in the controls in TRX 1016-1018. This field can be overridden.
Supplies	Automatic; defaults to the value defined in the controls in TRX 1016-1018. This field can be overridden.
Supplies Receivables	Automatic; Refers to if the Supplies are a receivable and should be calculated during the refund calculation. Defaults to the value defined in the controls in TRX 1016-1018. This field can be overridden.
Other Charges	Automatic; defaults to the value defined in the controls in TRX 1016-1018. Some schools may not have other charges.

All of the following answers assume the user has already entered the student as a lead and has moved the student to Admissions successfully and the student has a Student Profile.

If your school posts SUBJECT COMPLETIONS in RGM, proceed below. If your school does NOT post subject completions, kip the following step pertaining to Trx 3008 and proceed to steps for Trx 3013.

Go to 3008> Student Profiles>Transferred Subjects Tab: Answer the following questions about the student from the school they are transferring from.

II.Year (Start-End), (this is the years the student attended the school. Example: 06-07)

IV.Requested Date (Requested-Received), (dates the transcript was requested and/or received)

VI.Transferred Units/Hours (this total will be automatically calculated once you click the SUBJECTS link and select subjects for transfer)

Click the Subjects link (appears after saving the School info) to select what subjects are being transferred in.

d.The total units/hours being given credit for the transferred subject will default

NOTE: Special attention to accuracy should be given when picking subject names and total credits/hours of each. Transcripts will show the subjects transferred here in 3008.

Go to 3013> Student Non-Term Enrollments (for Term Programs go to 3014> Term Enrollments)

b.Enter the total transferred units/hours under the “Transfer Units/hours” field.

NOTE: Remember when creating the enrollment record in Trx 3013 or 3014 to enter the units being transferred in the Transfer Units field. Transcripts will automatically show the subject completions posted in 3008 and 4035-4039.

I have a student who just wants to take some classes but will not be attending the entire program, and will not graduate from our institution, what should I do?

This question is really for the Admissions Reps but most of the time the school staff will go to the Registrar to see how to handle this. Whether you are the Admissions Rep or the Registrar follow the instructions below to enroll a non-regular student, but first you need to understand the difference between a Regular student and a Non-Regular student.

Regular Student: student who has an enrollment agreement with your school AND will meet the full graduation requirements AND will earn a diploma/degree from your school.

Non-Regular Student: only takes some classes and not the entire program. They are not meeting ALL graduation requirements of the program. This student may complete the scheduled classes, but will not be considered a graduate and/or receive a diploma.

Choose “Regular Flag” field: Select While Attending High school or Just Taking Classes

i.Expected High School Graduate Date: if you have chosen While Attending High School you will also need to enter the expected High School graduation date. This is typically ATB students.

Now “Graduated” will not be an option under Trx 4043>Student Ends, it is replaced with “Completed”. The Non-regular student will not be included in cohorts for Annual Reports.

NOTE: This question was answered as if you were going back to correct the way the student was enrolled. However, the correct way to do this is that the Admissions Rep would make these choices when enrolling the student.