Enrollment History and Enrollment Detail

1 About Enrollment History and Enrollment Detail
- 1.1 Note about Start and End Dates
2 General
3 Billing
4 Overrides
5 Degree Audit: Substitution For Degree Audit Requirement
6 Add Tracking

About Enrollment History and Enrollment Detail

The Enrollment History screen 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.

In order to see enrollments for all semesters, even inactive ones, the user must be in a permission group where permission 513 is not set as NA and not set as RO.

Navigate to the student
Navigate to Person Selected > Enrollment History

Note about Start and End Dates

The start and end dates shown depend on how custom control SHOWCRSDAT is configured.

If set to Y the Start and End dates shown represent the course start and end dates unless the student has an override start or end date set on the enrollment detail for that course then the override date is shown.
If set to N the Start and End dates will be blank unless the student has an override start or end date set on the enrollment detail for that course in which case the override date is shown.

General

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

Hold Enrollment Tracking: If on the associated course screen (course tab) Hold Enrollment Tracking is checked, this box will be checked. A checked box indicates 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 will 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 will not affect attendance records.

Last Attended Date: Represents the last day the student participated in the class. It can auto-populated based on data from an LMS 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 will not affect attendance records.

Completion Date: Informational. Manually populated.

Credits or Clock Hours: The credits or clock hours associated with the course

Scheduled Hours Override: Applies only to courses 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 filled in, 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.

Alternate Degree Level: The Alternate Degree Level will allow courses to appear for an additional transcript degree level.

Comment: A note related to the enrollment that may or may not 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 system 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 the system is required to apply a change to the Custom Control.

Educational Partner: If the enrollment is affiliated with another organization or institution, this field can contain that information. 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 will not appear in the drop down until a restart of the system, which occurs nightly.

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

Grading Method: By default, grades available on the grading scheme will be those allowable under Quality Point Maintenance. Selecting PF will limit 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

Override Billing Semester: If blank, the enrollment will follow the billing rules associated with the semester billing rules. Select another semester to force the rules to follow that one.

Billing Site: If blank, the enrollment will follow the billing rules associated with the site billing rules. Select another site to force the rules to follow that one.

Billable Wash: Not in use

Sponsor: For use with sponsored billing, the organization expected to pay for the class

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

Financial Code: Not in use

Sale Date: The date the course was sold to a customer

Sale User 1: The agent responsible for the sale

Sale User 2: The second agent responsible for the sale

Overrides

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.

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.

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

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

Section to Print: Select an alternative section to show internally

Override Exam Code: Select an alternative exam code for the course

Override Exam Room: Select an alternative exam room for the course

Exclude from GPA calc: Check to remove the enrollment for the student's GPA calculation

Repeat Threshold Override Flag: Check to allow the course 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 is used to allow an enrollment to fulfill a requirement on a degree audit the enrollment would not normally fulfill.

An enrollment may only have one substitution.

Degree Audit Level: The level of the requirement to override

Requirement: The requirement to override

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: Check to exclude the class entirely from the degree audit and the student’s individual plan of study.

Add Tracking

Add activity associated with this specific course enrollment. The activity must be associated with activity tracking member Enroll. No other activity tracking members are supported.