9.2 Move an Admit Term after Matriculation

Purpose: Use this document as a reference for changing an admit term to an earlier term after matriculating an application for a future term.

Audience: Admissions Staff.

You must have at least one of these local college managed security roles:

  • ZC SR Student Program
  • ZD SR Student Program
  • ZZ SR Student Program
  • ZZ Student Program Limited

You must also set these SACR Security permissions:

If you need assistance with the above security roles or SACR settings, please contact your local college supervisor or IT Admin to request role access.

Bug 36272028 - Do Not Use a DATA Row to Backdate Admit Terms

Bug 36272028. When a DATA row is used to backdate an admit term, the original admit term continues to be reported to NSC and NSLDS instead of the correct backdated admit term. To work around this issue, do not use a DATA row to backdate admit terms. Instead, create a new Student Program/Plan stack using the "Add a New Value" tab and admit the student to the plan code with an earlier admit term, then discontinue the original program/ plan stack. Never use Correct History to backdate an admit term; this has significant negative impacts on the student’s financial aid.

When staff matriculates a new student for a future term and attempts to term activate the student to an earlier term, a message box appears stating that No active Programs are defined for the earlier term.

For example, the student was matriculated for winter 2023, and we term activated to 2227 (fall 2022). The system signals that the student needs a Program Plan stack with an effective date no later than 09/26/2022 to term activate this student for fall 2022.

As a result, when matriculating an application, you create an active program plan stack, fields gray out, and changes cannot be made to the application. For this purpose, you will change the data on the program plan stack.  

Related QRGs:

Move an Admit Term after Matriculation

Navigation:  NavBar > Navigator > Records and Enrollment > Career and Program Information > Student Program/Plan

  1. The Student Program/Plan search page displays.
  2. Enter Search Criteria to identify your student and check the Include History box. You will only view the results for your institution.
  3. Select Include History.
  4. Select Search.
Student Program plan search criteria page displays
  1. The Student Program tab displays. They initially applied for spring 2022 (2223), but the student requested to change their Admit Term to fall 2021 (2217).
  2. Always select the plus [+] icon to add a new effective-dated row in the Student Details section. Note: You mustn't override the MATR program action.
Note the original term in the Admit Term field
  1. A new effective dated row displays with today's date. Since the date is before the start of 2217, we will not change the effective date.  Do not use a DATA row to backdate admit terms. Bug information can be found at the top.

Effective Date. All new rows are effective dated. It is recommended that each row has an effective date after the previous row. Under exceptional circumstances, an effective date may need to be backdated. The backdated row must still have a date before the previous row. You will receive a message stating the following:

"The inserted EffDT is not within the range of effective dates in the prior and subsequent rows. The effective date in a row must fit into the sequence of other effective dates in the same scroll.  It should be before the effective date of the row above it, and after the effective date of the row below it."

  1. Select DATA for the Program Action.
  2. Select MOVE for the Action Reason. The action reason is not a required field, although it supports why a specific Program Action was taken.
  3. Enter or look up the new admit term in the Admit Term field to replace the old admit term. For this example, 2217 replaced 2223.
  4. Ensure that the Requirement Term is the same as the new Admit Term.
Select Data As Program Action and enter the new admit term
  1. Select the Student Plan tab.
  2. Ensure that the Declare Date reflects the Effective Date on the Student Program tab (today's date).
  3. Select Save.
Ensure the same information is reflected on the Student Plan tab

Add Residency for the New Term

You must have at least one of these local college managed security roles:

  • ZC CC Personal Info Student
  • ZD CC Personal Info Student
  • ZD CC Super user
  • ZZ CC Pers Info NID Update
  • ZZ CC Personal Info Student

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Campus Community > Personal Information (Student) > Identification (Student) > Residency Data

  1. The Residency Data search page displays.
  2. Enter Selection Criteria to identify your student.
  3. Select Include History.
  4. Select Search.
Navigate to the Residency Data page
  1. Select the Add a New Row [+] icon to add a row for the new term. Note: The student record will have two residency rows--one row for the original term the student applied to and the new term. 

Make sure not to override your student's original residency term.  You must add a new row then code the residency under the new admit term.

Add a new row for the new term

Term Activate Student to the New Term

You must have at least one of these local college managed security roles:

  • ZD SR Super User
  • ZD SR Term Activation
  • ZZ SR Term Activation
  • ZZ SR Term Activation Limited

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Records and Enrollment > Student Term Information > Term Activate a Student

  1. The Term Activate a Student search page displays.
  2. Enter Search Criteria to identify your student.
  3. Select Search.
Naviate to the Term Activation page
  1. The Term Activation tab displays.
  2. If the student does not have term activation from a program in the term:
    1. Enter Academic Institution--ensure that your institution is selected.
    2. Enter or look up the new Term.
  3. Select Save.

Note: Ensure that the student is term activated to a career number active at your institution.

Students can only be Term Activated in one program per term, per career. If the student is a Financial Aid recipient, the term activated program should have FA eligibility.

After adding the new term, select the save button
  1. Process complete.

 Check out the 9.2 Move an Admit Term after Matriculation video for more information.

In addition, to access the most up-to-date query information, visit dataservicesmetalink.sbctc.edu.

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