9.2 Process Enrollment Cancellation

Purpose: Use this document as a reference for processing enrollment cancellations in ctcLink.

Audience: Student Financials staff

This process needs to be run before enrollment services can drop students for non-payment.

Enrollment Cancellation

Navigation:  Student Financials > Tuition and Fees > Cancellation > Cancel Enrollment

  1. Enter an existing Run Control ID or select the Add a New Value tab and create a new Run Control ID.
  2. Click Search or Add.
  3. Enter the Business Unit on the Enrollment Cancellation 1 tab.
  4. Check the Report Only checkbox to view a list of students eligible for cancellation without completing the process.
  5. Uncheck the Report Only checkbox if this is the actual run to drop all students with non-payment.
  6. Select the Term Cancellation radio button.
  7. Enter the Term.
  8. Select from the following for the Selection Criteria section:
    1. All: Select to review all students in the business unit who meet the criteria that you specify.
    2. Tuition Group: Select to review students within a specific tuition group.
    3. Academic Program: Most popular option. Select to review student within a specific academic program.
  9. In the Aging Criteria section, select the By Date radio button and enter the payment deadline date.  This is optional.
  10. In the Past Due section, enter student balance threshold into the Initial Amount field.
Enrollment Cancellation 1 rab
  1. Select the Enrollment Cancellation 2 tab.
  2. Enter ENRLCAN in the charges Item Group.
  3. Enter the From/To Term for the charges.
  4. The Charges are optional to select. This will reduce the charges by certain types of unapplied payments or financial aid not yet posted; or factor in anticipated aid a student might receive.
  5. Enter or select NOCAN in the Service Impact field to exclude students from the enrollment cancellation process.  
Enrollment Cancellation 2 tab
  1. Select the Run button and then select the OK button on the Process Scheduler Request page.
Process Scheduler Request page
  1. Select the Display Cancellation hyperlink to review Enrollment Cancellation nominees.
  2. Make a note of the Batch ID once the process is run. You will need this to review the list of students.
Enrollment Cancellation 1 tab Process Instance number and Display Cancellation highlighted

Enrollment Cancellation Report

Navigation:  Student Financials > Tuition and Fees > Cancellation > Report Cancellation

  1. Enter an existing Run Control ID or select the Add a New Value tab and create a new Run Control ID.
  2. Enter the Batch ID from the process above.
  3. Select the Run button.
Enrollment Cancellaton Run button
  1. Select the check mark Term/Classes Cancellation box for the BI Publisher process type.  We are not using Crystal as a process type.
  2. Select the OK button.
Process List section
  1. Select the Process Monitor link and verify the run status is Success and the distribution Status is Posted. You may have to click the Refresh button occasionally.
  2. Select the Go Back to Enrollment Cancellation link.
Run Status and Distrution Status
  1. Select the Report Manager link.
  2. Select the most recent report and open the pdf. file to view the students selected for enrollment Cancellation.
Enrollment Cancellation Report pdf link

Optional: Review Students Selected for Cancellation

Navigation:  Student Financials > Tuition and Fees > Cancellation > Review Enrollment Cancellation

  1. Enter the Business Unit and Batch ID.
  2. Provide the Batch ID number to the other departments to verify if a student should/should not be on there.  If there is a student that SHOULD NOT be on the list, please have that department assign a service indicator of NOCAN. You will need to rerun the enrollment cancellation process to remove the student from the list.
  3. Make a note of the Request ID for enrollment services to use to finish the cancellation process.
Enrollment Cancellation page

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