Admissions – Student Term Enrollments

Module Description

This module enables you to create, modify, delete, and browse through Students Term Enrollment records and Students Terms. Use this module to enroll students in Term Programs and provide the terms of the student’s enrollment in Student Terms.

Things to Remember

The postings made in 3014 should reflect the enrollment agreement and paperwork at your school.

Upon enrollment, create ALL terms for the entire program. This is needed to project the student’s scheduled END dates.

If a student fails a subject you will need to modify enrolled credits for future terms to account for a retake. Sometimes you will also need to add a term or several terms because a student will not complete their training in the normal length of time. (standard enrollment)

If you are enrolling students that have transferred units from another school you should first add the units in 3008 before enrolling the student. Ensure the transferred units are also reflected in 3014.

The correct numbers of Terms will automatically load for you upon enrollment in 3014. For RGM to load the correct number of Term and dates of each term, it is imperative that RGM have ALL future Term start and end dates as well as the correct number of Academic Terms for each program.

If subject completions are being posted, earned/failed credits will be reflected in 3014 automatically. If Subject completions are NOT being entered, manually enter Earned/failed Units in 3014>Terms at the end of each term.

TIP: Remember to post transferred units in 3008>Transferred Subjects Tab first. Units posted in 3008 do not automatically transfer to 3014. Transferred units must be entered in both 3008 and 3014; Transcripts will automatically show multiple enrollments including Subject Completions and Attendance.

Once saved a blue hyperlink displays. Click the hyperlink TERMS to go to 3014> Student Terms screen.

Note: The total units scheduled should equal the required units unless the student has failed subjects. If a student has failed subjects then you will need to reschedule (add units) for the re-take when appropriate. When necessary add a term by going back to the LIST OF TERMS tab and clicking ADD. You can only add one term at a time.

Useful Reports: The Term List Report (TLR) provides the details of 3014 and other important postings. Print this report and use it to verify the postings made by the Admissions and Registrar staff:

Admissions: This report should be analyzed before posting attendance or subject completions on new groups of students to verify the accuracy of the postings made by the Admissions Representatives (entries in 3014, 3017 & 3018).

Registrar: You can also run this report to verify the postings of Student Ends: (Term Completions, Non-Starts, Graduations and Withdrawals) are accurate in 3014.

Field	Description
Key	Automatic; refers to the number sequentially assigned for enrollments posted for this student.
*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).
School Tour Date	Optional; used to note the day the student took a school tour.
Active Record?	Automatic; refers to the status of the term enrollment record. When additional term enrollments are ADDED the status of prior enrollment is ACTIVE-NO.
*Term Program	Required; defaults to the selection made in the Student Profile, change when appropriate. Refers to the program the student is enrolling in.
*Start Date:	Required; defaults to the selection made in the Student Profile, change when appropriate. Refers to the program Term Start Date the student is enrolling in. The Term Start Date may not be the same as the Students Start Date. Select a Term Start Date from the drop down list (defined in the controls in TRX 1021).
*Expected End Date	Automatic; defaults. All future scheduled Term Start and End dates must be set up in RGM for terms to appear.
Intended Session	Refers to the Flag options set up under 3007
Contract	Optional; choose if student’s tuition is being paid by a contract; choices are defined in the control TRX 3001 Contract Definitions.
Admissions Staff	Refers to the Admissions Staff or Recruiter assigned to the student. This will auto populate if a Lead Profile exists.
Transfer Units	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.
Total Terms	Enter the number of terms that the student will be scheduled for. Once saved the system will create that number of terms on the Student Terms record screen.
Distant Educ	Refers to location of program delivery. On Campus, off campus, etc
Is Student ATB? ATB Date	Yes if student is an Ability to Benefit Student. Date Student became ATB status
Terms In Academic Year	Automatic; defaults to # of terms required for the program based on the controls defined in TRX 1014-1015.
Total Units	Automatic; defaults to # of units required for the program of study based on the controls defined in TRX 1014-1015.
Attendance Category	Automatic; defaults to the attendance category based on the control defined in TRX 1014-1015.
Sliding AY	Automatic; defaults to sliding AY (BBAY) used for the program of study based on the control defined in TRX 1014-1015.
Aid Hold Flag	Allows you to manually hold Title IV checks from appearing in Checks Payable
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 Kind of Non-Regular Student option While Attending High School you will also need to enter the expected High School graduation date.

Verify ALL Terms for the entire program load automatically (do not enroll for only one term at a time.)

Verify Term Dates are correct. If incorrect, STOP, inform RGM before proceeding.

Note: If subject completions are being posted, earned/failed credits will be reflected in 3014 automatically. If Subject completions are NOT being entered, manually enter Earned/Failed Units in 3014 at the end of each term.

Term	Display; Refers to the Term number in sequential order.
Status	Automatic ;(based on the number of units entered) this field can be overridden. Verify that the entry is correct
Start Date	Display; refers to the Term Start Date defined in the control TRX 1021.
End Date	Display; refers to the Term End Date defined in the control TRX 1021.
Units	Required; Enter the total # of units the student will be taking for each Term period.
Earned	Display; refers to the # of units currently earned for each Term period.
Failed	Display; refers to the # of units currently failed for each Term period.
Others	Display; refers to the # of units that currently are not considered earned or unearned for each Term period (example: Incomplete).
Retake	Display; refers to the # of units that the student has currently retaken for each Term period.
Tuition	Automatic; based on rate per hour defined in TRX 1019 multiplied times the # of units; this field can be overridden. Verify that the entry is correct.
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.
Term Status	Display; refers to the status of the each term based on the Student End postings made in 4043 and 4044 (Example: Cancelled, Non-Start, No-Show, Past Term, Future Term, In School, Withdrawn and Graduated)

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.

How do I enroll a student who is transferring from one program to another program in my school?

If you are accepting transfer credit for subjects completed, ensure the correct number of credits/hours are reflected under Transfer Credits field in 3013/3014. See instructions outlined in FAQ “How do I enroll a student who has transferred in from another institution?”

How do I re-enroll a student who has previously Cancelled, Non-Started, Withdrawn or Graduated and already has a Student Profile in RGM?

Go to 3013 for Non-Term Enrollment or 3014> Student Term Enrollment: Click ADD and enroll the student normally except when your school is accepting credits transferred from previous enrollments. Example: Student graduates from DMT and now wants to attend the MT AOS program or previously attended and has earned units but withdrew from the program.

b.Follow the steps listed above: Creating an Enrollment Record and Student Terms and make sure to include the units being accepted for transfer from the previous enrollment.

Note: Don’t forget to group and flag the student’s new enrollment. Transcripts will show the subjects from all enrollments at your school. Transferred subjects in 4035 will be displayed but cannot be modified and will appear with a completion date prior to the start date of the students program.

Go to 3014> Student Term Enrollment to modify the student’s current enrollment to include the repeat units (classes).

Example: If the student failed 3 units then you need to enroll the student to repeat those units by adjusting the units in the term that they will repeat that subject i.e., Units Failed (3) + Total Program Units (53) = 56 Total Units Enrolled.

NOTE: Failing to go back to the student record and enroll the student for the repeat units will result in the student not being charged. Also you will not be able to post student ends such as Term Completion and Graduation unless the units are first posted in 3014.

NOTE: Sometimes it is impossible to schedule the units that need to repeat with the default terms of the program. Example: The student failed 8 units in the 3^rd Term (last term). If this is the case then you will need to ADD an additional Term first before you can enroll the student for the repeat units.

Adjust the units as necessary to accurately reflect the student’s new enrollment agreement.

NOTE: This will charge the student for the repeat classes. Don’t forget to go to 3017 and GROUP the student with the GROUP he will be taking the repeat subjects with. If he will be taking ONLY the repeat subjects with another GROUP then choose, Repeat-YES. Also review and adjust if necessary the student’s effective dates in GROUPS. Please refer to the instructions for 3017>Student Groups.

I have a student who has failed classes but my school does not want to charge the student to repeat the classes, what should I do?

Go to 3014> Student Term Enrollment to modify the student’s current enrollment to include the repeat units (classes).

Follow the instructions listed above: What if a student has failed classes, what do I need to do as the Registrar, but before you save follow the next step.

Override the tuition. (Adjust the tuition to reflect that you will not be charging the student). Example: Your school charges $200 per unit and the student failed 3 units. In the term that you enrolled the student to take the 3 units adjust the tuition by overriding the tuition total for that term to be $600 less.

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?

I need to schedule a student to take classes with a different GROUP (Cohort), what should I do?

Assuming that the student has already been enrolled for the units (classes) in 3014, see the instructions for 3017> Student Groups.