About enrollment history and enrollment detail

Enrollment History provides a master view of a student’s past enrollment, including transfer and test courses. Here, almost any aspect of the enrollment may be overridden or set, including the final grade and how the class appears on the transcript and degree audit.

Prerequisites

• Create a grading scheme.

• Student must have student session data.

• Student must be registered for a class.

• Set up in STParm using Parameter Code RECMCD to define comment does. For example, you may create a code to indicate the enrollment’s grade is subject to your grade forgiveness policy.

Required permissions

Configure start and end dates

When you look at a student’s individual class registration (enrollment) record, you’ll see its Start Date and End Date. By default, Campus Cafe always aligns these dates with the class section’s start and end dates. You can decide whether Campus Cafe always displays these dates or only displays the dates when you override them for a specific enrollment.

Option 1: Always show start and end dates

Use this option if you want Campus Cafe to show the start and end dates aligning with the class start and end dates. If you choose this option, these dates immediately populate on the student’s record when you register the student. If you later change the class start and end dates, you’ll need to update each student’s enrollment manually to align with the new dates.

Open

1. Go to Admin > Custom Control.

2. In Search enter SHOWCRSDAT.

3. Click the pencil.

4. In Parameter Value 1 enter Y.

5. Click Save.

Option 2: Don’t show start and end dates

Use this option if you don’t want Campus Cafe to show the enrollment’s start and end dates. A date only appears if someone explicitly overrides the start or end date for the enrollment record. This option, as opposed to option 1, makes it obvious you’ve overridden the start or end date of a student’s specific class enrollment record.

Open

1. Go to Admin > Custom Control.

2. In Search enter SHOWCRSDAT.

3. Click the pencil.

4. In Parameter Value 1 enter N.

5. Click Save.

View or update enrollment detail

From this screen you can view and modify a student’s enrollment record. For example, you can change the student’s grade or allow the class to fulfill a requirement on the degree audit it doesn’t normally fulfill.

1. Go to the student’s profile.

2. Go to Person Selected > Enrollment History.

3. A list of enrollments appears. Some may be highlighted.

   • Transfer/test enrollments are highlighted in orange.

   • Waitlisted enrollments are highlighted in yellow.

   • Courses from which the student has withdrawn are highlighted in blue.

   • Courses the student has dropped are highlighted in pink.

4. Next to a specific enrollment, click the pencil or magnifying glass to see its details.

General

Information in this section relates to the student’s overall enrollment.

• Wait List: A check indicates the student is on the wait list for the class. Unchecking enrolls the student.

• Hold Enrollment Tracking: When you create a course section, you can associate it with an activity that Campus Cafe assigns to students enrolled in the class. If, on the course section, you select (check) Hold Enrollment Tracking, you’ll see that check reflected here. This checked box means all activity tracking associated with this registration will be held until this box is unchecked.

• Withdrawal Date: The date the student withdrew from the class. Billing rules leverage this date to calculate a refund. If manually entered, Campus Cafe attendance records for this class recorded after this date will be removed from the system. Removing a date won’t affect attendance records.

• Last Attended Date: Represents the last day the student participated in the class. It can auto-populate based on data from a learning management system or manually entered. If manually entered, Campus Cafe attendance records for this class recorded after this date will be removed from the system. Removing a date won’t affect attendance records.

• Completion Date: Represents the day the student finished the class. This is an informational field not used by the system. It’s not auto-populated so you must manually enter it if you need this information.

• Credits or Clock Hours: The credits or clock hours associated with the enrollment. For example, 3 credits or 45 hours.

• Scheduled Hours Override: Applies only to course sections where Instruction Method 1 is OL (Online). By default, the attendance module calculates the number of hours the student is expected to attend based on the Contact Hours Override established in the course. If Scheduled Hours Override box is selected (checked), the expected hours will use this box instead.

• Degree Level: The degree level for the enrollment. The level will determine where (under what degree) on the transcript the enrollment is placed. For example, whether to place the enrollment under the student’s undergraduate or graduate record.

• Alternate Degree Level: If the enrollment needs to appear in multiple degree levels, select the additional level here. For example, you may have an accelerated bachelor’s-master’s program where the same class enrollment counts toward both a student’s undergraduate and graduate careers and you want it to appear under both records.

• Comment: A note related to the enrollment that may appear on the transcript. For the comment to appear on the transcript, Custom Control TRANS_CUST, Sequence 1, Parameter 5 must be set to N. An overnight restart of the Campus Cafe is required to apply a change to the Custom Control. 

• Comment Code: An internal comment code. Options are set using STParm RECMCD. For the comment code to appear on the transcript, Custom Control TRANS_CUST, Sequence 3, Parameter 5 must be set to N. An overnight restart of Campus Cafe is required to apply this change.

• Educational Partner: If the enrollment is affiliated with another organization or institution, set that here. The partner must be set up as an organization in Campus Cafe with a other code defined in Custom Control MMOTHR. An organization assigned this code appears in this drop down the day after its created.

• Military: If the enrollment is affiliated with a military partner, this field can contain that information. Options are set using STParm MILACT.

Grading

Information in this section relates to how the student performed in the class.

• Grading Method: By default, grades available on the grading scheme will be those allowable under Quality Point Maintenance. Selecting PF limits the student to being awarded only grades marked as Pass/Fail grades in Quality Point Maintenance.

• Final Grade: The student's final grade in the class.

• Final Grade Date: The date the final grade was awarded.

• Deficiency Grade: Deficiency grade also known as a mid-term grade.

• Year Grade: The year grade.

Billing

Information in this section relates to how the student is charged for the class.

• Override Billing Semester: If blank, the enrollment follows the billing charges (rules) associated with the semester billing rules. Select another semester to force the rules to follow that semester’s rules instead.

• Billing Site: If blank, the enrollment follows the billing charges (rules) associated with the site billing rules. Select another site to force the rules to follow that site’s rules instead. 

• Billable Wash: Not in use.

• Sponsor: If an organization such as the student’s employer is expected to pay for the class, you can record that here. The organization must be created in Campus Cafe as a Sponsor Organization. Setting this organization also allows you to use sponsored billing.

• Course Fee Billed: Informational field to track status of fee associated with course. It has no impact on the billing process. Options set using STParm REBCFE.

• Financial Code: Not in use.

• Sale Date: The date the course was sold to a student.

• Sale User 1: The agent responsible for the sale. Options set using STParm SBCLOR.

• Sale User 2: The second agent responsible for the sale. Options set using STParm SBCLOR.

Overrides

Information in this section lets you treat the enrollment differently for this student from others enrolled in the class. For example, maybe you allow a course that can’t normally be repeated to be repeated for academic credit and count toward the student’s GPA.

1. Start Date (Blank for Course Start Date): If the student's first day of enrollment differs from the class start date, this field may optionally be used to record it. For example, if there is a single course where students may join and leave at any point.

2. End Date (Blank for Course End Date): If the student's last day of enrollment differs from the class start date, this field may optionally be used to record it. For example, if there is a single course where students may join and leave at any point.

3. Last Day to Drop: The last day the student may drop the course. If blank, the date set in Registration Control will apply.

4. Course to Print: Select an alternative course to print on the transcript.

5. Section to Print: Enter an alternative section to show internally.

6. Override Exam Code: Select an alternative exam code for the enrollment.

7. Override Exam Room: Enter an alternative exam room for the enrollment.

8. Exclude From GPA Calc: Select (check) to remove the enrollment for the student's GPA calculation. For example, if you are forgiving a grade’s impact but still want the grade itself to appear on the transcript.

9. Repeat Threshold Override Flag: Select (check) to allow the enrollment to be factored in a student's credits and GPA even if the number of repeats is exceeded.

Degree Audit: Substitution For Degree Audit Requirement

This section lets you allow a class to fulfill a requirement on the degree audit the enrollment would not normally fulfill. For example, you may allow a student to count a computer science class toward their math requirement even though the computer science class doesn’t normally meet the requirement.

An enrollment may only have one substitution.

• Requirement Level Group: Choose what type of override you’re allowing. You can override a specific course requirement (level 1); a course prefix requirement (level 2) for example, a student must take so many MTH courses; a degree audit group requirement (level 3) for example a student must take 2 courses from a basket of options ; free electives (level 4) which are any passing grade enrollment not used by another prior requirement.

• Requirement: The requirement to override. For example, if you are overriding a level 3 group called MATHREQ, you’d enter MATHREQ.

• Deg. Audit Dupe Check: Select N to exclude the substituted requirement from duplicate checking/cross-references logic. Select Y to force the substituted requirement to be included in duplicate checking.

• Exclude from Degree Audit: Select (check) to exclude the class entirely from the degree audit and the student’s individual plan of study.

Add Tracking

Here you can add an activity associated with this specific course enrollment. Activities can record additional information about the enrollment or trigger an action like an email. The activity must be associated with activity tracking member Enroll. No other activity tracking members are supported.